The office of the Registrar functions as an “academic services station” to all of Mount Aloysius’ constituents in a consistent, accessible, and friendly manner. The office supports the instructional and student progress endeavors of the College by providing quality services to students, faculty, academic and administrative departments, and the public.
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Services include course record management, classroom scheduling, academic record creation and maintenance, student registration, grade processing, transcript issuance, student enrollment and graduation certification, veteran’s benefits certification, degree audit, monitoring of academic and administrative policies, the dissemination of accurate, timely, and complete information.
While a great deal of information about Mount Aloysius College is in the College’s printed information, very often, factual questions and interpretation of policy are most effectively answered in person. If you have questions about course offerings, major requirements, academic calendar dates, or other issues related to the academic realm, please feel free to stop by and talk with us, or, just drop us an email and we’ll try to reply the next time we check our mail. We will do our best to help you find the answers to your questions!
Visit our College Catalog & Student Handbook page.
The transcript is Mount Aloysius College’s official statement of your complete academic record.
Mount Aloysius College has authorized the National Student Clearinghouse to provide transcript ordering via the Web. You can order transcripts using any major credit card. Your card will only be charged after your order has been completed.
- To order an official transcript(s), login to the Clearinghouse secure site.
- The site will walk you through placing your order, including delivery options and fees. You can order as many transcripts as you like in a single session. A processing fee will be charged per recipient.
- Order updates will be emailed to you. You can also track your order online.
Transcripts are not issued until all outstanding accounts with the College are paid.
Cash and check transcript requests can still be made in person in at the Registrar’s Office on campus. Our hours are Monday – Friday, 8:30 a.m. to 5:00 p.m.
Through compliance with federal regulations regarding confidentiality of educational records, the Registrar’s Office WILL NOT process requests made over the telephone, by e-mail, or by anyone other than the student whose transcript is being requested.
Transcripts will be mailed out within five (5) business days from the date the request is received. Processing time after the end of each semester could increase by several business days due to the high volume of requests received. Standard delivery of transcripts is by first class U.S. mail.
Mount Aloysius College has authorized the National Student Clearinghouse to provide enrollment and degree verification’s. If you are an employer or background screening firm requesting this information please contact the National Student Clearinghouse at:
- National Student Clearinghouse
- 2300 Dulles Station Boulevard, Suite 300
- Herndon, VA 20171
The Family Educational Rights and Privacy Act (FERPA) afford eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a post-secondary institution.) These rights include:
- The right to inspect and review the student’s education records within 45 days after the day the Mount Aloysius College receives a request for access. A student should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The school official will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
- The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask the school to amend a record should write the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If the school decides not to amend the record as requested, the school will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
- The right to provide written consent before the university discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent. The school discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by the Mount Aloysius College in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of the Mount Aloysius College who performs an institutional service of function for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the Mount Aloysius College.
- The right to request that Mount Aloysius College not release directory information including student’s name, address, telephone number, date and place of birth, dates of attendance, degrees, and honors. Requests to withhold directory information should be made in writing to the Registrar’s Office.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by the [School] to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
Students may request a paper copy of the College’s FERPA policy by making a request in person at the Registrar’s Office. Additionally, the FERPA policy is available within the College Catalog and Student Handbook.
The law provides students the right to expect that information in their educational records will be kept confidential, disclosed only with their permission or under provisions of the law. One such provision allows the release of “Directory Information” without the student’s permission. Directory information is a type of information that generally would not be considered harmful or an invasion of privacy if released.
At Mount Aloysius College, directory information includes name, address, telephone listing, email address, photographs, date and place of birth, major field of study, dates of attendance, enrollment status, participation in officially recognized activities, degrees, honors, awards, most recent educational institution attended, and weight and height for athletes.
This information that the College has identified as directory information and that it routinely releases without a student’s explicit permission can also be made confidential at a student’s request. For students to do so, they must place their request in writing at the Registrar’s Office. Additionally, the College can refuse to release such information if a request seems improper, e.g., for commercial exploitation.
FERPA and Disclosure of Personally Identifiable Information
FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in §99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, §99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student –
- To other school officials, including teachers, within the Mount Aloysius College whom the school has determined to have legitimate educational interests. This includes contractors, consultants, volunteers, or other parties to whom the school has outsourced institutional services or functions, provided that the conditions listed in §99.31(a)(1)(i)(B)(1) – (a)(1)(i)(B)(2) are met. (§99.31(a)(1))
- To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of §99.34. (§99.31(a)(2))
- To authorized representatives of the U. S. Comptroller General, the U. S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§99.31(a)(3) and 99.35)
- In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§99.31(a)(4))
- To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§99.31(a)(6))
- To accrediting organizations to carry out their accrediting functions. ((§99.31(a)(7))
- To parents of an eligible student if the student is a dependent for IRS tax purposes. (§99.31(a)(8))
- To comply with a judicial order or lawfully issued subpoena. (§99.31(a)(9))
- To appropriate officials in connection with a health or safety emergency, subject to §99.36. (§99.31(a)(10))
- Information the school has designated as “directory information” under §99.37. (§99.31(a)(11))
- To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of §99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§99.31(a)(13))
- To the general public, the final results of a disciplinary proceeding, subject to the requirements of §99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§99.31(a)(14))
- To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))
Students at Mount Aloysius College may elect to give their parents, guardians, or others access to their confidential educational records. For this to occur, students must complete a FERPA Waiver Form. A student can elect to allow access to their academic, attendance, billing, health, judicial, or financial aid records.
A student is able to do this at any time by completing the waiver and either returning the original form in person to the Registrar’s Office or by mailing it to the address on the bottom of the form. This consent will remain in effect until a student revokes the consent in writing.
Download the FERPA Waiver Form.
When will I receive my diploma?
Mount Aloysius College has three graduation dates per year: May, August, and December. Diplomas are mailed approximately eight weeks after the actual graduation date because grades from a student’s final semester have to be evaluated by the Registrar to ensure that degree requirements have been met.
When will I receive my grades?
Midterm and final grades are available on CampusWeb. Final grades are not mailed.
What do I do if my grade for a particular class is incorrect?
You should contact the instructor of the class. If he or she determines that the grade should be changed, the change is initiated on a Grade Change Form signed by the instructor, department chair, division chair, Dean of Academic Affairs and Registrar. Once the required signatures are in place, the form comes to the Registrar’s Office and the change is entered into the grade system. The student may view grades on CampusWeb to see the changes that were made. Disputes of a final grade must be made within 30 days of the final grade being posted to student’s record.
Incomplete grades (“I”) for which the work has been completed are converted to a grade via the process listed above. The student has 6 weeks to make up an incomplete grade or the “I” will be changed to an “F.”
What should I do if I am not receiving my bills?
Students should check with the Registrar’s Office to see if the correct “Mailing” address is listed for them. The Registrar’s Office maintains a “Mailing” and a “Permanent” address for each student. Bills and mid-term grades are sent to the mailing address. The permanent address is a “home base” type of address, if the student moves frequently. In most instances, mailing and permanent address are the same. If you have recently moved, please contact the Registrar’s Office to change your address and phone number.
What do I do if I am getting notices to pay back my student loans and I am still enrolled?
You should come to the Registrar’s Office and ask to have an enrollment verification sent to your lending agency. You will be asked to complete a Verification Form. If you have received a deferment form from the agency, complete the form, sign it and bring it to the Registrar’s Office. If you do not have a form, you may request a verification letter from the Registrar’s Office. You must know the complete address of the lending agency. Enrollment verification can also be processed and sent for insurance or employment purposes via this same process.
View the course schedules on our MAC Portal page.
The full Commencement page can be found here.
Meet the Registrar Team