Office of Registrar
OFFICE OF THE REGISTRAR
The Registrar's Office provides support functions for students, faculty and staff at Belmont University. Services include assisting students with registration, graduation audits, managing the on-line degree progress software (Degree Works), transfer evaluations, transcript requests, enrollment and degree verifications, maintaining the official academic student record, and veteran education benefits.
FERPA (Family Educational Rights and Privacy Act)
FERPA is the Family Educational Rights and Privacy Act of 1974; it is the federal law that requires colleges and universities to maintain the privacy of students' education records. FERPA guarantees students the right of access to the education records, the right to consent prior to the release of a record to a third party, the right to challenge information contained in their records, and the right to be notified of their privacy rights. This means that students must consent before a record is disclosed to the parents or legal guardians. This states that 'personal information shall only be transferred to a third party on the condition that such party will not permit any other party to have access to such information without the written consent of the student. Even with student consent via a FERPA release form, information may not necessarily be released to a named third party. The primary duty of the institution is to protect the privacy of the student’s information. Not providing private student information is enforced for example when the identification of the requesting third party cannot be readily determined.
Some confidential information will not be released such as class schedules and times that locate a student at a time and place. Emergencies situations will be referred to campus security. The Registrar’s Office can verify directory information over the phone as long as the student has not formally requested in writing that directory information be kept confidential. Directory information includes but is not limited to name, address, phone, dates of attendance, major and minor, degrees and awards received.
Parents Accessing Student information
Students must sign a FERPA release form authorizing other individuals to have access to their student information. Students may complete the form when they attend Foundations or at any time in the Office of the Registrar. Without a signed FERPA release form for each authorized individual the university is unable to share student information. Please note a FERPA release does not give a parent (or named FERPA individual) access to the online student information.
A student may decide at any time to withdraw the authorization he or she previously gave any individual. Students can go to the Office of the Registrar to complete this process.
Verification of Degree/Enrollment
Many insurance companies request verification of student enrollment in order to continue coverage under a parent or family plan. Belmont University has authorized the National Student Clearinghouse (NSC) to provide enrollment verifications.
Only currently enrolled students have online access to an official enrollment certificate provided by NSC. Students may print authorized enrollment verification certificates through the National Clearinghouse website. The certificate is official. Most employers, insurance companies, credit agencies and academic institutions accept this verification. Students follow these instructions to access the certificate:
- Go to http://my.belmont.edu
- Click the 'Services' tab (second horizontal blue bar)
- Select the 'National Student Clearinghouse' link
- Click the 'Go to Clearinghouse' box
- Select 'current enrollment' for the current semester or 'all enrollments' for all terms
- Print the official certificate
- Click the Logoff button when finished
Withdrawal from the University
Students wishing to completely withdraw must obtain a withdrawal form from Belmont Central. Upon completion of the form, it is returned to Belmont Central for processing.
No financial credit will be given after the fifth week of classes. Withdrawals must be handled in person. A telephone call giving intent to withdraw does not constitute an official withdrawal. Students may not withdraw during the last 30 days of a semester.
Students who registered for courses during summer orientation but elect to not attend Belmont should complete a withdraw permission form
Student who register for courses and then fail to attend or students that register for courses and then simply drop or withdraw from all those courses on-line does not constitute a formal withdraw from the university. Students who have registered for courses should complete a withdraw form to ensure that all areas are aware the student is not attending classes or in residence.
http://www.belmont.edu/registrar/forms/index.html and fax or mail the form to the Registrar’s Office. Upon receipt of the form any courses still in the registration system will be dropped.
Class Attendance Policy
The Class Attendance Policy can be found online under the current academic year’s University Catalog.
Student Class Attendance Policy
Belmont University is committed to the idea that regular class attendance is essential to successful scholastic achievement. Absence is permitted only in cases of illness or other legitimate cause. Attendance is checked from the first class meeting. Late registrants will have accrued some absences prior to formal registration in the course. In the case of excused absence from class, students have the right and responsibility to make up all class work missed.
- Provost’s Excused Absences
If a class absence is necessary because of an activity by another class or university organization, the sponsor of the activity will provide a detailed memorandum on the letterhead of the unit to the Provost at least two (2) weeks prior to the event. The memo will provide the names of students involved, the type of event, and the date range of the event. If approved the Provost will countersign the memo, generating a Provost’s Excuse, and copies will be provided by the sponsor to each student to present to instructor as an excused absence with the allowance for the student to make up missed class work.
- Absences not Covered by the Provost’s Excuse
When the number of absences (other than those addressed in the Provost’s Excuse) exceeds three times the number of regularly scheduled class meetings per week ( 20% of class meetings during regularly scheduled summer terms, or parts-of-term), the student may receive the grade of “FN” (failure for non-attendance).
- Student responsibilities
Students are responsible for notifying faculty members if they miss class(es). They are to provide documentation in support of absenteeism for the faculty member to review and evaluate according to course attendance policies. Student with excused absences (as approved by the faculty or through the Provost’s Excuse) are able to make up all classwork missed during the absenteeism period.
- Faculty responsibilities
Faculty members will provide an absenteeism policy on each course syllabus and review and explain the policy to all students. Faculty members providing for excused absences will review requests for those not covered by the Provost’s Excuse and communications relating to unexcused absences and approve them according to the course syllabus. They will honor absences that are properly documented and provide either the same or in-kind assignments and provide opportunities for students to make up missed coursework during or immediately following an excused absence period.
Students may appeal a disputed absence matter to the chair of the faculty member’s department or to the appropriate dean’s office should the faculty member be the department chair. The appropriate dean’s decision will be final. Proper documentation must be provided in support of the appeal. If the appeal is approved, the chair or dean will communicate the reason for the approval and the remedy to the faculty member who will permit the student (s) to make up missed coursework in a timely manner.