Location: Caruth Administration Building, 1st Floor Lobby
Office Hours: 8:30 a.m. – 5:00 p.m. Monday through Friday
Registrar
The Registrar’s Office is your official source for information relating to student records and course schedules.
FERPA
The Family Educational Rights and Privacy Act of 1974 is a federal law designed to protect the privacy of, and limit access to, student education records. Academic files for all students are housed in the Registrar’s Office, and students’ educational portfolios are maintained in the Office of Student Affairs. The Family Educational Rights and Privacy Act provides eligible students certain rights and privileges with respect to their educational records. These rights include:
- Understanding FERPA
- FERPA Authorized Disclosure of Directory Information
- FERPA for Parents: Frequently Asked Questions
Understanding FERPA
- The right to inspect and review the student’s educational record within 45 days after the day Austin College receives a request for access.
- Process: A student should submit a written request to the registrar or vice president of Student Affairs explaining the specific records in which the student wants to inspect. Arrangements for a time and place will be made with the student to inspect the record.
- The right to request an amendment of the student’s education records that the student believes to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA.
- Process: The student who wishes to request an amendment must make a written request to the registrar or vice president of Student Affairs identifying the record that the student is seeking to change and the rationale for the change. An investigation of the request will be made and the school will notify the student in writing as to the decision and rationale.
- The right to provide written consent before the college discloses personally identifiable information from the student’s education record, except to the extent that FERPA authorizes disclosure without consent.
- Process: Students must request copies of the appropriate Permission to Release Student Educational Record Information from the Registrar’s Office, complete the form, and return verifying the type of information that can be released based on the need.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by Austin College to comply with the requirements of FERPA.
- Process: The name and address of the office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Ave, SW
Washington, D.C. 20202
- Process: The name and address of the office that administers FERPA is:
FERPA also stipulates provisions concerning release of material in a student’s file to outsiders. Austin College complies fully with the legislation and follows the guidelines issued by the Department of Education. Austin College may disclose a student’s education records to other agencies or institutions that have requested the records and in which the student seeks or intends to enroll or is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer. The official statement of compliance by Austin College regarding the 1974 Family Educational Rights and Privacy Act is published in the Outback Guide. Any questions about these policies and procedures should be referred to the registrar or the vice president for Student Affairs.
FERPA Authorized Disclosure of Directory Information
Austin College may (but is not required to) release directory information for students enrolled at Austin College (34 CFR § 99.37). Directory information includes the following:
-
name, addresses, telephone number, email address
- student photograph
- most recent institution attended
- majors and minor fields of study
- classification
- enrollment status
- dates of attendance
- participation in sports and activities
- weight and height for athletics
- honors and awards received, and degrees awarded
Requests for a restriction in directory information should be made in writing to the vice president of Student Affairs or the registrar. Students can request a full restriction to directory information (restricting all information regardless of the situation) or partial restriction to directory information (restricting the release of information except for use in Austin College publications, programs and website, Honors and Graduation Court, etc.) unless modified by the student.
FERPA for Parents: Frequently Asked Questions
Q: What is FERPA?
A: FERPA (Family Educational Right and Privacy Act of 1974) is a federal law that protects the privacy of a student’s educational records and guarantees the student’s access to their own records.
Q: Do parents have a right of access to their child’s educational records?
A: Once a student has matriculated to Austin College (i.e., on the first day of classes of the first semester at Austin College), Austin College must maintain compliance with the federal law in what information can be shared with third parties, including parents. Below shares what type of information and procedures for parental access to their student’s records:
Information | Information Accessible by Parent | Exceptions |
---|---|---|
Directory Information– defined above | Yes | Directory information may be shared with parents unless the student places a limit on what directory information can be shared. See “FERPA Authorized Disclosure of Directory Information” on this site for more information. |
Financial Information- billing statements and current account balances | No | Students can grant permission for one academic year with the Permission to Release Educational Record Information form available in the Business Office.Austin College will share financial information with parents if at least one parent claims the student as a dependent on his/her tax return. (34 CFR §99.31(a)(8)) Documentation may be requested for verification. |
Educational Information– grades, academic standing, majors/minors progress and enrollment information | No | Austin College does not release educational information without permission from the student. Students can grant permission for a specific instance with the Permission to Release Educational Record Information form available at the Registrar’s Office. However, even with a release, campus officials involved may still require the student to be present in discussions related to educational information. |
Health and Safety Emergencies | Yes | The vice president for Student Affairs may share information with parents if a student experiences a health or safety emergency that warrants parental intervention. (34 CFR §99.36) |
Parents interested in finding out more information about Austin College policies or procedures are welcome to contact the vice president for Student Affairs for more information or referral.
Consumer Information
Disclosure and Reporting Requirements
The Higher Education Opportunity Act (Public Law 110-315) (HEOA) was enacted on August 14, 2008, and reauthorizes the Higher Education Act of 1965 (HEA), as amended. A disclosure requirement is information that a post-secondary institution is required to distribute or make available to current students, current employees, prospective students, and prospective employees.
The Higher Education Opportunity Act of 2008 (HEOA) contains numerous federal reporting and disclosure requirements for information from various administrative areas of higher education institutions. This page provides quick access to this consumer information.
- STUDENT INFORMATION/REGISTRAR
- STUDENT INFORMATION/STUDENT AFFAIRS
- STUDENT SERVICES
- CARES ACT REPORTING
- FINANCIAL AID & LOANS
- HEALTH SAFETY
- CAMPUS POLICE/EMERGENCY PROCEDURES
- TEACHER PREPARATION
- INSTITUTIONAL RESEARCH/ ANNUAL REPORTS
- STUDENT ACHIEVEMENT
- HUMAN RESOURCES
STUDENT INFORMATION/REGISTRAR
- Academic Program (Educational Programs)
- Academic Program (Faculty Directory)
- Academic Program (Instructional Facilities)
- Institutional and Program Accreditation, Approval, or Licensure
- Transfer of Credit Policies
STUDENT INFORMATION/STUDENT AFFAIRS
- Copyright Infringement Policies and Sanctions (Including Computer Use and File Sharing)
- Electronic Resources Acceptable Use Policy
- Intercollegiate Athletic Program Participation Rates and Financial Support Data (Equity in Athletics Disclosure Act)
- Information for Crime Victims About Disciplinary Hearings
- Privacy of Student Records—Family Educational Rights and Privacy Act (FERPA)
- Services for Individuals with Disabilities
- Sexual Misconduct and Harassment Policies and Procedures
- Student Activities Offered by Austin College
- Timely Warnings and Emergency Notifications
- Texas Educ. Code Hazing Report – Fall 2022
- Written Student Complaint Policy and Procedures
STUDENT SERVICES
CARES ACT REPORTING
FINANCIAL AID & LOANS
- Austin College – Education Loan Code of Conduct
- Contact Information for Assistance in Obtaining Institutional or Financial Aid Information
- Entrance Counseling for Student Borrowers
- Exit Counseling for Student Borrowers
- Federal Direct Stafford Loan – undergraduate students
- Federal Direct Stafford Loan – graduate students
- TEACH Grant Exit Counseling
- National Student Loan Data System
- Net Price Calculator
- Notice of Availability of Institutional and Financial Aid Information
- Notice of Federal Student Financial Aid Penalties for Drug Law Violations
- Preferred Lender Arrangements
- Preferred Lender Arrangements Annual Report*
- At this time, there is no Preferred Lender Arrangements Annual Report. The U.S. Department of Education has yet to determine the requirements for compliance
- Preferred Lender Lists
- Cost of Attendance
- Private Education Loan Self-Certification
- Institutional Refund Policy
- Institutional Aid Refund Policy
- Requirements for Withdrawal
- Return of Title IV, HEA Financial Aid
- State Grant Assistance
- Student Financial Aid Information
- Student Loan Information Published by the Department of Education
HEALTH SAFETY
CAMPUS POLICE/EMERGENCY PROCEDURES
- Campus Security Policies
- Crime Log/ Crime Statistics
- Emergency Response and Evacuation Procedures
- Fire Safety Policies
- Fire Log/ Fire Safety Report
- Information for Crime Victims About Disciplinary Hearings
- Missing Person Notifications Policy
- Policy on Reporting Child Abuse
- Security Report/ Notice of Security Report
- Timely Warnings and Emergency Notifications
TEACHER PREPARATION
INSTITUTIONAL RESEARCH/ ANNUAL REPORTS
STUDENT ACHIEVEMENT
HUMAN RESOURCES
- Drug and Alcohol Abuse Prevention Program (college employees)
College Course Credit
Official scores must be sent directly from the College Board to the Registrar’s Office to be applied to the official transcript. Be sure to send to Austin College and not Austin Community College or the University of Texas in Austin.
Official scores must be sent directly from IB to the Registrar’s Office to be applied to the official transcript. Be sure to send to Austin College and not Austin Community College or the University of Texas in Austin.
After matriculation to Austin College, any course credit earned outside of Austin College courses must have prior approval before earning the credit to determine if the credit will be applied to degree requirements utilizing the Transfer Approval Form.
Advanced-Level (A-Level) International Credit
For courses in which Austin College grants credit for Advanced Placement and International Baccalaureate credit, college credit can be granted for Advanced Level from the General Certificate of Secondary Education in which a letter grade of A or B was earned. An official grade report of the General Certificate of Secondary Education must be sent to the Registrar’s Office for consideration of credit. We cannot accept student copies of the credit.
Transfer and Dual Credit Course Application to the Austin College Degree Requirements
The Registrar’s Office articulates all of the transfer course credit for Austin College course credit upon application to the institution.
- Transfer Students: For transfer courses to meet Austin College Discover Requirements, transfer students must petition for the application of credit. (Transfer Students who entered Austin College before Fall 2019 should complete the Transfer Credit Application to Breadth Requirements form.)
- Dual Credit Students: Transfer courses must be reviewed and applied to the programs of study adopted by new students. Department Chairs and Program Directors can have transfer credit applied to the program evaluation using the Major & Minor Program Course Substitutions & Waivers form.
Readmission
Readmission to Austin College
Students who previously matriculated and attended classes at Austin College and have since withdrawn from the College must apply for readmission.
Students should contact the Registrar’s Office to begin the process.
- Former students will need to complete the Application for Readmission to Austin College and return it to the Registrar’s Office.
- To ensure appropriate time for the readmission process, former students should plan to submit the Application for Readmission at least 30 days prior to the start of classes for the term of entry. International students should submit the readmission application at least 60 days prior to the start of the semester. See Academic Calendar for class start dates.
- If coursework has been taken at another institution while not attending Austin College, official transcripts will be required for review of the readmission application. Send or deliver them to the Registrar’s Office.
- If a student left the institution as a result of a medical issue, a letter from a licensed healthcare profession may be required prior to readmission review. Such letters should be delivered to the Office of the Vice President for Student Affairs.
JanTerm Readmission Application Deadline | December 1 |
---|---|
Spring Readmission Application Deadline | January 1 |
Summer Readmission Application Deadline | May 1 |
Fall Readmission Application Deadline | July 1 |
Applications for Readmission will not be considered for the following term after these dates given all readmission applications require committee review.
- Former students who have taken any courses at another institution since leaving Austin College must have official transcripts sent to the Registrar’s Office.
Austin College Registrar’s Office
900 North Grand Ave, Suite 6R
Sherman, TX 75090
- Readmission applicants who have any holds on their student record must rectify the business related to those holds before they will be allowed to return to the College.
- The Academic Standing Committee (and others in consultation) will review readmission applications and make a decision based on the student’s academic performance, potential, conduct at Austin College, and any other information that informs the readmission decision.
- Once the Academic Standing Committee has decided to permit future enrollment at Austin College, the Registrar’s Office will activate the student record allowing for campus business to begin. At that time, transfer coursework will be added to the Austin College transcript.
- The student will then be advised on the following department interactions:
- Business Office – a deposit of $200 must be paid to hold a seat for the next term
- Office of Financial Aid – options for reinstatement of financial aid
- Health Services – proof of insurance must be provided or insurance purchased through AHP offered by the College, and vaccinations may be required in accordance with State Law
- Information Technology – reinstate the email address and student account
- Residence Life – options and housing requirements that may apply as well as meal plan selection
- Faculty Mentor Assignment – discuss enrollment for the first term
- Mailing and Printing – a new mailbox and combination will be assigned
Non-Degree Seeking Students
Individuals who give evidence of maturity, earnestness of purpose, and adequate preparation may be admitted to individual courses without becoming candidates for a degree.
You may apply for admission to the Registrar’s Office. A non-degree or a part-time student cannot participate in intercollegiate athletics or represent the college in any official capacity or receive any type of financial aid including federal, state, institutional, or alternative loans.
Austin College Bulletin
The Austin College Bulletin contains all announcements about courses, regulations, and costs. Students should consult the Bulletin corresponding to the academic year they entered AC to determine the requirements necessary for graduation. Students must follow these requirements or switch to a later Bulletin year by contacting the Registrar’s Office.
Each academic program and department have a section in the Bulletin listing the majors and minors offered, the courses required for those majors and minors, and course descriptions of all courses taught in that department/program.