Erie Community College, State University of New York

Records and Registration

Student Records

The Registrar’s Office is responsible for all student records. These records are kept confidential and will be released upon approval of the Campus Registrar to appropriate faculty, administrators or federal, state or county officials.

Campus Registrars are located at the following:
City: Susan Duke, Room 114
North: Paul Lamanna, Room G157
South: Samuel Palumbo, Room 5222

Student Mailings

Students are responsible to notify and ensure that their mailing address is kept current on the College data files maintained by the Campus Registrar’s Office. Mail returned to the College as undeliverable will not be re-mailed. Returned mail will be forwarded to the office issuing the mail and will be held for 30 days after which time it will be destroyed.

Official Enrollment/Attendance in a Course

Attending a class is not a method of official registration, and final grades will not be issued to anyone whose name does not appear on an official roster. Students who have never attended class within the first three weeks of instruction may be noted as “never attended” on the third- week roster and will be deleted from the course section by the Registrar. These students will be financially liable according to New York State law.

Transfer of Credit

The term “transfer” refers to those courses and programs for which students expect to receive credit at any other college or university. All credits to be transferred are subject to review by the receiving institution.

Transcripts

Students who are currently enrolled or attended ECC may obtain transcripts either by sending a request to the Registrar’s Office or by visiting the office and filling out the available form. There is a $3.00 fee for an official transcript copy.

Confidentiality of Records

Student information is protected by the Family Education and Privacy Act (FERPA) established by the Department of Education on November 19, 1974. The regulation provides explicit directions governing the disclosure of student information. College Registrars are designated to be the holders of the cumulative academic record. As such, they are charged with the responsibility, other federal/state regulations, and professional standards as set by the American Association of Collegiate Registrars and Admissions Offices (AACRAO).

Information regarding a student’s personal file should be disseminated to third parties only by the office responsible for the collection and maintenance of that information. With the advent of an integrated file system, student information is more readily accessible to faculty and staff. Each individual associated with Erie Community College has a responsibility to be conscious of the rights of students and a need to protect the appropriate office which collects and maintains the information before conveying verbally or in writing information about a student to a third party.

Students may elect to have withheld what is termed Directory Information. The Registrars have on file the names of students who have requested that certain information not be released. You may, should you convey information regarding a student to a third party, be in violation of Federal Regulation and a student’s right to privacy.

Public Notice Designating Directory Information

Erie Community College hereby designates the following categories of student information as public or directory information. Such information may be disclosed by the institution for any purpose, at its discretion:

1. Name, address, telephone number, dates of attendance, class.
2. Previous institution(s) attended, major field of study, awards, honors (includes dean’s list), and degree(s) conferred including dates.
3. Past and present participation in officially recognized sports and activities, physical factors (height, weight of athletes).

Currently enrolled students may withhold disclosure of any category of information under the Family Educational Rights and Privacy Act of 1974. To withhold disclosure, written notification must be received in the Campus Registrar’s Office by October 1/February 1. Non-disclosure of information will commence immediately thereafter and be effective until September 30 of the following year. Written notification to withhold disclosure must be made each academic year. ECC assumes that failure on the part of any student to specifically request the withholding of categories of directory information by the deadline date indicates individual approval for disclosure.

Application for Graduation

Students are responsible for securing and submitting graduation application forms to the Registrar’s Office at least three months prior to graduation.

NOTE: Students must ensure that all degree requirements for graduation have been met, and students who fail to apply for graduation will not be certified as a graduate.

Degree Audit Statement

The Degree Audit does not certify a student for graduation. Students must file a graduation application with the Registrar to initiate the formal certification process.