Athens State University

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Registrar & Records

The Office of the Registrar is responsible for maintaining timely and accurate records of the academic progress of students while maintaining the privacy and security of those records. Select a topic below for more assistance and information.

***THE RECORDS OFFICE IS NO LONGER ABLE TO RECEIVE CREDIT CARD PAYMENTS FOR TRANSCRIPT REQUESTS BY FAX OR MAIL. CREDIT CARD PAYMENTS MUST BE MADE IN PERSON IN THE BUSINESS OFFICE OR WHEN SUBMITTING TRANSCRIPT REQUESTS THROUGH OUR ONLINE TRANSCRIPT ORDERING SERVICE. ***

EDUCATION RIGHTS AND PRIVACY ACT OF 1974
In accordance with the Family Educational Rights and Privacy Act (Sec. 513 of PL 93-380), education amendments of 1974, which amends the General Education Provisions Act, Sec. 438) students of Athens State University are hereby informed of their right of access to their official records as described in the act. In accordance with Public Law 93-380, the Family Educational Rights and Privacy Act of 1974, each student and former student of Athens State University has the right to inspect his or her official educational records in the Records Office. This right of inspection does not apply to any confidential information submitted to this office prior to January 1, 1975, nor to access by students or former students to financial records of their parents. Under this act, the University may not release information concerning a student without the student’s written permission. The following is a list of directory information which may be made available regarding students of the University without their prior consent and is considered part of the public record of their attendance: (1) name, (2) permanent and local addresses, (3) telephone listing,(4) date and place of birth, (5) major fields of study, (6) dates of attendance, (7) degrees and awards received, (8) high school and other colleges and universities attended, and (9) participation in officially recognized organizations, activities, and sports. The student is
entitled to request in writing, that any or all of this information not be made publicly available prior to the end of the registration period for any given term.

Requesting a Transcript
Academic Bankruptcy
Graduation
Change of Address
Directions to View Final Grades
Directions to View Online Transcript

PROCEDURE FOR APPLYING FOR GRADUATION

STUDENTS MUST COMPLETE THE GRADUATING SENIOR EXIT SURVEY BEFORE THEY CAN COMPLETE THE GRADUATION APPLICATION. STUDENTS MUST APPLY FOR GRADUATION BY COMPLETING THE ONLINE GRADUATION APPLICATION.

Once the student's application has been completed, an automatic email will be sent to the Records Office and the appropriate fee ($50.00 for first-time applicants and $13.00 for those students who have applied before but were not cleared) will be placed on the student's account.

FOLLOWING ARE THE DIRECTIONS TO BEGIN THE GRADUATION PROCEDURE:

1. Click on ASU Online
2. Click on Student Information
3. Click on Student Records
4. Click on Graduation Application
(Choose the term you expect to graduate - Ex: Spring 2009)
5. The following message pops up - You need to complete the Graduating Senior Exit Survey before Continuing.
Click on Continue to take the survey.
6. Select an Assessment
Click on Drop-Down Box
Select Graduating Senior Exit Survey (Spring 2009)

Students graduating at the end of the next Semester will NOT be able to apply for graduation until online registration begins for that semester.

If additional information is needed, please contact the Records Office at (256) 233-8131.

TRANSCRIPT ORDERING SERVICE
Athens State University has authorized the National Student Clearinghouse to provide transcript ordering via the Web. You can order transcripts using a major credit card (MasterCard, Visa, Discover, and American Express). Your card will only be charged after your order has been completed.

1.To order an official transcript(s), login to the Clearinghouse Secure Site

2. 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 $2.25 processing fee will be charged per recipient.

3. Order updates will be emailed to you. You can also check order status or history online.

Requesting an Official Transcript
Requests for official transcripts may be requested by the Online Transcript Ordering Service, mail, or brought in person. A $5.00 fee for each transcript will be charged. If using the Transcript Ordering Service, an additional $2.25 fee will be charged per transcript and students will receive two emails - one when the transcript request is received and one when the transcript has been sent. We can only accept check or money order request by mail. If paying by credit card, you must either use the Online Transcript Ordering Service from the previous section or come to campus to pay in the Business Office.

The following information is required in all transcript requests:
• Signature
(include any other names you may have attended under in the past)
• Social Security Number
• Date of Birth
• Approximate dates of attendance at Athens State
• Complete official address to which transcripts will be sent
(Official transcripts can be mailed to students or mailed directly to recipients)

Request an Unofficial Transcript
Requests for unofficial transcripts may be requested online by using the ASU Online Account, by mail, or brought in person. A $5.00 transcript fee for each transcript will be charged for mail requests. We only accept check or money order payments for mail order requests. There is no charge for unofficial copies requested in person. Requests over the phone or via email are not accepted because a students' legal signature is required by law.

To acquire an unofficial transcript online go to the Secure Login Area
You will need to log on to the secure area by typing in your student ID number for your ID and your PIN (six digits total with no spaces or dashes). You will be asked to change your PIN once you have logged in. Then select the following links: Student Information > Student Records > Academic Transcript and > Display Transcript. Transcripts can be printed including your name and student identification number.

If you have problems concerning your transcript, please contact the Records Office at 256.233.8131 or email Teresa Suit or Gina Lovett .

Academic Bankruptcy
According to State Board Policy, a student may request in writing to the Registrar to declare academic bankruptcy under the following conditions:

>	If fewer than three (3) calendar years have elapsed since the semester for which the student wishes to declare bankruptcy, the student may declare bankruptcy on all coursework taken during that one semester provided the student has taken a minimum of 18 semester hours of coursework at the institution since the bankruptcy term occurred. All coursework taken, even hours completed satisfactorily, during the semester for which the academic bankruptcy is declared will be disregarded in the cumulative grade point average.
>	If three or more calendar years have elapsed since the most recent semester for which the student wishes to declare bankruptcy, the student may declare academic bankruptcy on all coursework taken during 1-3 semesters provided the student has taken a minimum of 18 semester hours of coursework at the institution since the bankruptcy semester occurred. All coursework taken, even hours completed satisfactorily, during the semester(s) for which academic bankruptcy is declared, will be disregarded in the cumulative grade point average.
>	When academic bankruptcy is declared the term "ACADEMIC BANKRUPTCY" will be reflected on the transcript for each semester affected. When academic bankruptcy is declared, the transcript will reflect the semester of its implementation and the transcript will be stamped "ACADEMIC BANKRUPTCY IMPLEMENTED."
	A student may declare academic bankruptcy only once.
>	Implementation of academic bankruptcy at an institution does not guarantee that other institutions will approve such action. This determination will be made by the respective transfer institutions.

Graduation
A student expecting to receive a degree from Athens State University should notify the Records Office of intent to graduate via the appropriate online form and pay the appropriate graduation fee, not later than the registration period of the semester in which he or she expects to graduate. It is advisable for a student to consult with their advisor one semester prior to graduation. For a student who does not make the graduation application deadline, there will be an additional fee charged in the amount of $25.00 for this special diploma order. Failure to notify the Records Office of intent to graduate in a timely manner may result in the student being required to wait until the next semester. It is the student's responsibility to insure that all graduation requirements are met. Please refer to the current semester schedule for graduation application deadlines.

First-Time Graduate Applicant Fee $50.00
Re-Order Graduate Applicant Fee $13.00
(Those students who have applied before but were not cleared to graduate)

Athens State holds three graduation ceremonies each year. The Fall Commencement is held at the end of the Fall Semester, and the Spring Commencement is held at the end of the Spring Semester. The Summer Commencement is held at the end of the Summer Semester in front of Founders Hall on campus. General graduation information will be mailed from the Academic Dean’s office to students who have applied for graduation towards the end of the semester.

Change of Address
If you wish to change your address, the Records Office must have a written request with your signature and either your social security number or your student identification number. Students may also request an address change by sending an email from their ASU email account and including their name, student identification or social security number and indicating which items need to be changed (Ex: address(es) and/or telephone numbers.

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- Athens State University - 300 North Beaty Street - Athens, AL 35611- Phone: (256)233-8100 - 1-(800)522-0272 -