Student Records and Registration

Standards of Achievement

In all curricula, the student must maintain a rate of progress satisfactory to the faculty. Achievement in course assignments must meet established standards.

Admission standards are designed to provide an opportunity to all interested students. Performance standards make certain that each student takes full advantage of this opportunity while ensuring the competence of all the College’s graduates. Academic assistance is available to help each student attain satisfactory performance levels.

Enrollment Status

Vaughn’s academic semester schedule provides for a fall semester of 15 weeks, a spring semester of 15 weeks, and two summer sessions of six weeks each. Examination periods are scheduled during each semester and each summer session.

Full-Time Attendance

Full-time students planning to graduate in the minimum time should plan to complete 24 credits in each calendar year.

Class Schedules

Classes meet Monday through Saturday. There are scheduled breaks and observed holidays during each semester. Consult the academic calendars on pages 23 and 58.

Absences and Lateness

Academic Courses

Regular attendance is essential for satisfactory academic performance. Failing to meet this minimum requirement can affect your registration in the course(s). Students are also advised that additional attendance requirements can be mandated depending on the faculty member and/or the department from which a particular course is taken. The final grade in any subject can be reduced in proportion to the number of unexcused absences. Excessive absence will result in suspension.

Adding and Dropping Courses or Withdrawal

A student registered for any term who wishes to adjust his or her schedule or discontinue studies entirely remains registered whether or not classes are attended until he or she officially withdraws from the course or the College.

In both instances, the student must complete the College’s add/drop form, available in the office of the registrar, and have it approved and signed by a faculty or staff advisor. Additional approval might be necessary in cases where:

1. If dropping a course affects financial aid, the add/drop should be approved by a representative of financial aid and/or a student accounts representative,
2. Late registrants need additional approval from the instructor teaching the course or the department chair to determine eligibility,
3. If a student is considered academically at risk, approval from a representative of the academic resource center and/or department chair is necessary.

The office of the registrar can reject a program change if the add/drop form is not submitted within the appropriate period. (See the calendar or registration material for the last day to withdraw and for the last day to add/change classes.)

Students who are withdrawing entirely from the College must fill out a Total Withdrawal form. Before withdrawing, students must fill out the Total Withdrawal form and seek approval from the Office of the Associate Vice President of Enrollment Services or the Office of the Associate Vice President of Academic Affairs, a financial aid representative, or the international student advisor (if applicable) and a Student Accounts representative prior to submitting the form to the Office of the Registrar. Student clearance/exit form must be completed before signed by a representatives of the financial aid office. The student identification card must be surrendered to the student services office at the time of when the Total Withdrawal form has been received and approved by the Office of the Registrar. (See “Refunds to Students Who Withdraw” on page 16). The date on which these forms are completed and approved by the office of the registrar will constitute the date of change or withdrawal for the student.

Cost of Schedule Changes

If a student pre-registers, any program changes (add/drop) made before the first day of the semester will be free of charge. Otherwise, any program changes, including changing sections, will be $10 per add/drop form. Students will not be charged an add/drop fee if a course is canceled.

Administrative Withdrawals

Vaughn will withdraw a student from class in the following situations:

1. Fails to meet proper immunization requirements/documents (refer to “Immunization” on page 28).
2. Disciplinary reasons.
3. Fails to meet tuition/financial obligations.
4. Discontinued attendance in class.*
5. Students on military leave must supply the College with a copy of military orders for student records and possible tuition adjustment.

* Refer to page 25, under “Grading System,” to determine which grade is applicable: NA, WX, or FX. See also page 16, “Refunds to Students Who Withdraw.”

Depending on the administrative withdrawal date, the student’s account may or may not be prorated (refer to page 17, “Tuition Refund Schedule”).

Withdrawal Period

Students who withdraw before eight weeks have passed in a regular semester are considered to have withdrawn. They will receive a final grade of “W” on their transcripts.

Withdrawal after this period is permitted only in unusual circumstances, and withdrawal requires the approval of the registrar’s office.

Maintenance of Matriculation

Students who need to take a leave of absence (in mid-semester or otherwise) must file a maintenance of matriculation form in the registrar’s office.

Students wishing to keep their status as matriculated while on their leave of absence (one semester) must pay a maintenance of matriculation fee of $250 per semester upon taking their leave of absence.

Under these circumstances, a re-entry fee is not required. Students can maintain their matriculation for up to two consecutive semesters.

International students who have been issued an I-20 or students with an outstanding tuition balance cannot maintain matriculation. Eligible students wishing to maintain matriculation must submit their fees and forms by the deadline given.

Total Withdrawal

A student who registers in a given term and decides to discontinue all his or her classes must submit a total withdrawal form. This form must be approved by the office of student affairs, where he/she will also be interviewed and counseled by financial aid, student accounts and the registrar.

Once the total withdrawal form is completed and received by the appropriate offices, the student’s financial account will be adjusted according to the date of submission, not the student’s last date of class attendance. (Refer to the “Tuition Refund Schedule” on page 16 for additional information.)

Matriculation

Upon acceptance to Vaughn, the applicant is approved, and a matriculation notice is issued by the admissions office. The chair of the management department will consider individual requests for admission on a conditional basis.

Candidates who must clear deficiencies in their applications should seek the advice and guidance of an admissions counselor. All conditions must be removed within the period prescribed by the director of admissions. The granting of matriculation imposes on the student the obligation to notify the College in writing of all changes in status, including withdrawal from courses or total withdrawal from the College.

Immunization

New York state law requires all students born on or after January 1, 1957, and taking six or more credits to demonstrate immunity to measles, mumps and rubella (German measles).

Failure to submit proof of immunity to the College can prohibit a student from registering for classes. Immunization status will be checked as part of the registration process.

Students not in compliance 30 days after the start of classes may not be permitted to continue classes and will be de-registered for the semester. The office of student conduct and outreach is available to answer questions students may have concerning immunization requirements. Note: The deadline can be extended to not more than 45 days for out-of-state or international students.

Documents providing proof of immunity should be submitted in the English language.

Re-Entry Policy

A student seeking re-entry to the College after one or more semesters (excluding summer sessions) without maintaining matriculation must submit a completed re-entry application with a $75 fee to the Office of the Registrar for consideration. (See page 26 for procedures to maintain matriculation.) The re- entry fee is not refundable.

Tuition for re-entry students is based on rates listed in the current catalog. A nonrefundable tuition deposit of $100 is due and payable prior to registration.

The registrar’s office will notify the student regarding his/her re-admission status. All previous financial obligations to the College must be reconciled before re-entry can be considered.

Transcript of Record

A transcript is the College’s official statement of a student’s academic record. Official transcripts bear the seal and an authorized signature of the College registrar. The Vaughn College transcript only contains information concerning a student’s academic performance and status at the college. The College adheres to the Family Education Rights and Privacy Act of 1974 and in so doing, a student’s record will not be released without prior consent from the student.

Vaughn College has authorized the National Student Clearinghouse to handle transcript requests through the web. Transcripts are sent through U.S. Mail only. A valid major credit card and an email account are required to order a transcript. The cost per transcript (undergraduate OR graduate) is $8.00 and there is an additional fee of $1 for electronic transcript (PDFs) services.

Transcripts are processed within 3 to 5 business days. Processing times may be longer during peak registration periods. Transcripts marked “Student Copy” follow the same procedure as above. Students wishing to obtain their personal transcript can obtain only student copies. Official transcripts are either mailed to another designated address or sealed for pick up.

Completing Your Program

Vaughn College offers a full-time student an opportunity to earn a master’s degree in as little as three consecutive semesters. A part-time student can usually complete the degree requirements in six or more semesters.

The College’s semester system makes it possible for each student to select a suitable starting date in the fall, spring or summer. Exact dates may be found in the graduate academic calendars on pages 18 and 43.

Family Educational Rights and Privacy Act (FERPA)

Annually, the College informs students of their rights under the Family Educational Rights and Privacy Act (FERPA) and the relevant regulations. FERPA provides that:

1. Each student has a right to inspect and review his or her education records within 45 days of the day the College receives a request for access.
   1. A student should submit to the registrar’s office a written request that identifies the record(s) the student wishes to inspect. The registrar’s office will make arrangements for access and notify the student of the time and place where the records can be inspected. If the records are not maintained by the registrar’s office, its official will advise the student of the correct official to whom the request should be addressed.
2. The right to request an amendment of the student’s education records that the student believes are inaccurate, misleading or otherwise in violation of the student’s privacy rights under FERPA.
   1. A student who wishes to ask the College to amend a record should write the College official responsible for the record, clearly identify the part of the record the student wants changed and specify why it should be changed.
   2. If the College decides not to amend the record as requested, the College 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.
3. The right to provide written consent before the College discloses personally identifiable information from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
   1. The College 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 College in an administrative, supervisory, academic or research or support staff position (including law enforcement unit personnel and health staff); a person or third-party company with whom the College has contracted as its agent to provide a service instead of using College employees or officials (such as an attorney, auditor, clearinghouse, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee.
   2. A school official has a legitimate educational interest if the official needs to review an education record to fulfill his or her professional responsibilities for the College.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College 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 Ave., SW
Washington, DC 20202-5901

Consistent with FERPA, the College designates several categories of student information as “directory information” that may be disclosed for any purpose at the discretion of the College unless such disclosure is specifically prohibited by the student as detailed below. Directory information shall consist of a student’s name, address(es), telephone listing, email address, photograph, date and place of birth, major field of study, dates of attendance, participation in officially recognized activities and sports, height and weight of members of athletic teams, degrees, honors and awards received, most recent educational agency or institution attended and student identification number, user ID or other unique personal identifier used to communicate in electronic systems that cannot be used to access education records with a PIN, password, etc. (A student’s Social Security number cannot be used for this purpose.)

At the beginning of the academic year, a student may request in writing from the registrar’s office that directory information not be released. Such requests are valid only for that academic year. The College disclaims any and all liability for inadvertent disclosure of directory information.