STUDENT RECORDS AND REGISTRAR SERVICES
Want to change your academic program? Request a transcript? Apply for graduation? The Registrar’s Office can help you with these and other services. Our office maintains the permanent academic records of all current students and former graduates. We also maintain, interpret, and monitor academic policy and procedures for students, faculty and administrative staff.
ENROLLMENT VERIFICATION INSTRUCTIONS
Verifications are processed through the National Student Clearinghouse (NSC), as authorized by the State of Connecticut. The NSC provides an Enrollment Certificate, verifying the student’s enrollment history at QVCC.
Log into myCommNet
- Select Banner Student & Faculty Self-Service
- Select appropriate College for multiple colleges listed
- Select Student Records tab
- Select Enrollment Verification Request
– You will be taken to the National Student Clearinghouse student
– Select which option best fits your needs
ENROLLMENT VERIFICATION INQUIRIES
Student, lender or agency inquiring about the status of student enrollment may reach The National Student Clearinghouse by:
Telephone: 1-703-742-4200 Fax: 1-703-742-4239
Mail To: National Student Clearinghouse
2300 Dulles Station Blvd., Suite 300
Herndon VA 20171-3019
For additional assistance, contact the Records office at 860-932-4010.
Family Educational Rights and Privacy Act (FERPA) and Directory Information
The Family Educational Rights and Privacy Act (FERPA) became a federal law in 1971 in order to afford students certain rights of confidentiality with respect to their educational records. All educational institutions are required to abide by FERPA regulations.
The purpose of FERPA is to protect the privacy of educational records. An educational record is any record that contains personally identifiable information about a student who is or was enrolled at the College. Students have the right to review their own educational records.
Students have the right to have personally identifiable information contained in education records kept private unless they consent in writing to disclosure. Students have the right to refuse to permit the disclosure of directory information except to school officials. FERPA provides students with certain rights with regard to their education records.
FERPA permits disclosure of Directory information. The following has been designated as “Directory Information” by the Connecticut Community College System. The College reserves the right not to disclose “Directory Information” to third parties not associated with the College unless, in the judgment of appropriate College officials, it is appropriate to do so. Students who do not desire their “Directory Information” to be disclosed must notify the Record’s Office in writing. Request for Non-Disclosure of Directory Information form is available on our website.
- Student’s preferred name
- Permanent mailing address
- Dates of attendance
- Major, minor, concentration and/or program of study
- Degree/Certificate candidacy
- Degree(s)/Certificate(s) earned
- Academic Honors & Awards
- Full vs. Part-time status
- Anticipated graduation date
- Graduation date
In the case of military recruiters FERPA allows disclosure of:
- Student’s legal name
- Permanent mailing address
- Student email address (issued by the institution)
- Telephone number
- Place of birth
- Class standing/year
- Major and/or program of study
- Degrees received
- Most recent educational institution attended
All other information is non-directory information and requires written consent of the student for release of information to a third party. An Authorization to Release Information (FERPA) form is available on our website.
Neither the PATRIOT Act nor the Solomon Amendment (military recruiters) requires that military recruiters be provided directory information for students who have directed the College not to disclose their directory information.
Personally Identifiable Information:
Personally identifiable information is defined to include (34 CFR 99.3), but not limited to:
- The student’s name
- The name of the student’s parent or other family member
- The address of the student or student’s family
- A personal identifier, such as a student’s social security number or student number
- A list of personal characteristics that would make the student’s identity easily traceable
- Other information that would make the student’s identity easily traceable
Legitimate Educational Interest:
In accordance with FERPA, a school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his/her professional responsibility. This includes such purposes as:
- Performing appropriate tasks that are specified in her/his position description or by a contract agreement
- Performing a task related to a student’s education
- Performing a task related to the discipline of a student
- Providing services for the student such as counseling, job placement, or financial aid
Legitimate educational interest DOES NOT convey inherent rights to any and all student information. The law discriminates between educational interest, and personal or private interest; determinations are made on a case-by-case basis. Educational interest does not constitute authority to disclose information to a third party without the student’s written permission.
When a student reaches the age of 18 or begins attending a post-secondary institution, regardless of age, FERPA rights transfer from the parent to the student. The College will obtain an observed signed consent form from the student that authorizes the parent to receive non-directory information and/or attend a meeting regarding the student’s academic record. The consent form will be kept on file in the office where the meeting was held. Should a parent contact you regarding their child, you must check for this authorization prior to releasing any information. If the authorization does not exist, do not discuss the student with the parent and advise the parent that the child must give written observed authorization before you are allowed to do so.
An Authorization to Release Information (FERPA) form and a Request for Non-Disclosure of Directory Information form are available on our website. The submission of these forms will require a virtual meeting. Please contact the Records Office at email@example.com to schedule a meeting.
For more detailed information on FERPA, please consult the QVCC Academic Catalog.
**Forms MUST be submitted to the Records Office (firstname.lastname@example.org) via your student email account. Forms submitted from personal email accounts will not be processed. Click here for instructions on how to access your student email account.**
Grading, Notation, and Academic Engagement Policy
Beginning in fall 2020, CSCU’s Academic Engagement Policy requires colleges to formally drop students who do NOT begin participation in each class by a certain date each term.
It is critical for you to demonstrate active participation for each class from the very beginning!
Academic engagement may include:
- Attending a class where there is an opportunity for direct interaction between you and the instructor
- Submitting an assignment or taking a quiz/exam
- Engaging in an interactive tutorial or computer-assisted instruction
- Taking part in a study group assigned by the instructor or College tutor
- Participating in an online discussion about the course material
- Initiating contact with your instructor to ask about the academic subject studied in the course
Academic engagement does NOT include:
- Logging into an online course without active participation
- Participating in academic advising or counseling
- Engaging in clubs and other student activities not directly related to coursework
Faculty will take note of students that have not met the requirements for academic engagement. The Registrar’s Office will drop students from courses in which they have not clearly demonstrated academic engagement as previously defined.
Questions about this policy may be directed to your instructor or to the Registrar’s Office. For additional info, click here.
IS IT TIME TO GRADUATE?
Graduation is not automatic. In order to initiate the graduation process, students must submit a graduation application to the Records Office.
The Records Office accepts applications and certifies your eligibility for graduation three times each year, at the end of the fall, spring and summer semesters. You must submit your completed graduation application to Records Office at QVRecords@qvcc.edu by the dates listed below:
Fall – November 1st
Spring – April 1st
Summer – July 1st
COMMUNICATIONS REGARDING GRADUATION
It is critical that you set up your Microsoft Office 365 college email. Your graduation audits will be sent to this account. If you plan to participate in the May ceremony, information regarding caps and gowns, tickets for the ceremony, and general information about the ceremony will be sent to this email address. The college website will also have the most up-to-date information regarding the ceremony.
To graduate with honors, you must have earned at least 30 of the credits accepted for graduation at QVCC. If you have a grade of “I” (Incomplete), you are ineligible for graduation honors. Courses taken at other institutions are not included in computing honor status. Graduation honors are:
Summa Cum Laude or Highest Honors: GPA equal to 3.9 to 4.0
Magna Cum Laude or High Honors: GPA equal to 3.7 to 3.89
Cum Laude or Honors: GPA equal to 3.4 to 3.69
Given each year at commencement, the college makes an award to the degree graduate with the highest academic average with at least 45 credits earned in residence at QVCC. This is known as the President’s Award.
The College has a chapter of Phi Theta Kappa, a national community college academic honor society; Alpha Beta Gamma, a national community college honor society for business students; Epsilon Pi Tau, a national honor society for engineering and technology students; and Tau Upsilon Alpha, a national honor society for human services students.
QVCC ALUMNI ASSOCIATION
Graduation doesn’t have to be the end of what we hope will be a lifelong relationship with Quinebaug Valley Community College. Be part of the Alumni Association!
1st Day Students are able to Register for Class
- March 21
Fall semester or Summer session
- October 15
Spring semester or Winter session
Assistance with registration and other resources can be found on our Advising Resources page.
Request for Usage of a Preferred First Name or Used Name
Students may prefer to use a first name that differs from their legal, documented name and/or that matches their gender identity or expression. All colleges in the Connecticut State University System now provide students with the opportunity to declare a preferred first name.
The preferred name will appear on all institutional documents and records other than official documents. Documents and records that may display a preferred name include, among others, course rosters in MyCommNet, identification cards, email address, and honors, awards and prizes issued by the institution.
Legal names will appear on transcripts and credentials, payroll and student employment records, and financial aid documents. Students applying for graduation may use their preferred name on their diplomas.
New, Transfer, Re-Admit, Continuing and Senior Citizen Student Registration
New, Transfer or Re-Admit – When you have completed the application process, you can register online at myCommNet. If you are a new student, you are encouraged to meet with an advisor before starting your first term. Advising Services, located in the Student Success Center in Danielson or a Student Services Representative at our Willimantic class location of Windham Technical High School, will assist with the registration process.
Continuing Student Registration – For those currently enrolled students in classes or your last registration was three semesters previous, you can register for classes online.
Senior Citizen Registration – Connecticut residents 62 years of age or older, may be eligible to register without paying the application fee, general fees, or tuition charges for courses supported by the General Fund. This applies to all credit courses on a space available basis. Registration will take place the morning preceding the first day of the semester.
Registration Dates –
Fall Semester or Summer Session – March 21
Spring Semester or Winter Session – October 15
Assistance with registration and other resources can be found on our Advising Resources page.
Due to COVID-19, you can set up a “virtual” appointment with an academic advisor to schedule your classes.
Tutorial: Request Transcript (Current and Recent QVCC Students)
If you need your Quinebaug Valley College transcript, you’re in the right place. There are two (2) easy ways to obtain your QVCC transcript from the Records Office – either electronically or in paper format.
eTranscripts (electronic) and Paper Transcript Requests
eTranscripts and Paper Transcripts are available through Parchment. Transcripts can be sent to other educational institutions, potential employers or any other appropriate entities. eTranscripts are processed within 24 hours of receipt of the request. Paper transcripts are processed and mailed within 7 to 10 business days.
Current and Recent QVCC Students: You can submit an official transcript request in myCommNet if you are a current or recent QVCC student and have your NetID and password. Simply follow these instructions:
- Login to myCommNet.
- Click – Banner for Student & Faculty Self-Service (or click on the graduation cap icon in the top right corner.)
- Click – Student Records Button.
- Click – Transcripts then click Request Official Transcript.
- Click – Access the Transcript Ordering Site.
- If you have forgotten your NetID and/or password, use the online self-help tools to obtain it or to reset your password.
Former QVCC Students (click here): If you have been away from QVCC for more than two years no longer have access to myCommNet, you can request an official eTranscript or Paper Transcript through Parchment. Please make sure your last name, first name, date of birth and last four digits of your Social Security number are entered correctly to ensure timely processing of your request. Your NetID is not required.
Students who have not yet utilized this service, are considered a ‘new’ user with Parchment, who will need to choose the ‘Create Account’ option on the ‘Login or Register’ page and then follow the prompted steps to request your transcript.
Other Important Information
- There are no fees for official or unofficial transcripts.
- If you need an official transcript mailed to you, DO NOT open it when it arrives as opened transcripts are no longer considered an official document.