Policy Name: Transcripts
Responsibility for Maintenance: Registration and Records Office; Financial Services
Date of most recent changes: September 29, 2015
I. Policy Statement
Onondaga Community College will issue official transcripts to students upon receipt of a proper request and payment of the requisite fee. Transcripts will not be issued for any current or former student who has a college approved hold (academic, financial, library, equipment) until the student's obligation to this hold is fulfilled and the hold is lifted by the appropriate office. The transcripts of students found responsible after a conduct process for violations that constitute a crime of violence as defined by the Clery Act (20 U.S.C. 1092(F)(1)(F)(I) (I) – (VIII)) and suspended or expelled for said violations shall be notated as described in Section VI below.
II. Reason for Policy
The Family Educational Rights and Privacy Act imposes certain restrictions on the College’s ability to release education record information such as that set forth in a transcript. This policy is designed to ensure that the College responds to requests for transcripts in accordance with FERPA, and that transcripts are issued only upon the subject student’s satisfaction of outstanding financial obligations to the College.
III. Applicability of the Policy
This policy applies to requests by current and former students for official transcripts. Personnel in the Registration and Records Office and Student Central responsible for responding to such requests should be familiar with the requirements of this policy.
IV. Related Documents
Title or Position
Requests for Official Transcripts
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Requests for official academic transcripts must be made through self-service or through the official transcript request form by the current or former student to whom they pertain.
There is a fee per transcript. The fee must be submitted with the request, and there are no refunds once the fee is submitted. Once a request is received the transcript will generally be issued within 3-14 business days.
If there is a hold on the student's record, the student is responsible for contacting the appropriate college office, fulfilling the obligation, and when completed, the hold will be lifted and a transcript can be requested and sent.
A student found responsible and suspended or expelled after a conduct process for violations that constitute a crime of violence will have the following notation added to his or her transcript:
- Suspended [or Expelled] after a finding of responsibility for a code of conduct violation
A student who withdraws while conduct charges constituting a crime of violence are pending will have the following notation added to his or her transcript:
- Withdrew with conduct charges pending
Suspended students may appeal the inclusion of the transcript notation one year after it is applied at which time the notation may, in the sole discretion of the College, be removed. Transcript notations for expelled students are permanent. If a finding of responsibility is vacated, the transcript notation shall be removed.
VII. Forms/Online Processes
Approved by OCC Board of Trustees April 3, 2006
Updated and approved by the President April 13, 2010
Updated and approved by the President September 29, 2015