Policy 5.17: Academic Record Changes

I. Purpose

This policy outlines the procedure for students to address errors in their academic records to ensure accuracy and integrity.

II. Policy Details

A. Reporting Errors

1. Initial Action: Any student who suspects an error in the recording of information on their official academic record must file a written notice of the error immediately to the Registrar.
2. Timeframe: Records are assumed to be correct if a student does not report the error to the Registrar within one academic year of the completion of the course. After this period, the record becomes permanent and cannot be changed.
3. Notification: Students should notify the Registrar by providing detailed information regarding the suspected error and any supporting documentation.

B. Permanent Records

• Once the one-year period has elapsed without an error being reported, the academic record will be considered permanent, and no further changes will be permitted.

C. Grade Contests

• Note: Students contesting a grade should refer to the Final Grade Appeal Process (Policy 5.14).

III. Responsibilities

• Students: Responsible for regularly reviewing their academic records and promptly reporting any discrepancies to the Registrar within the specified timeframe.
• Registrar’s Office: Responsible for receiving reports of errors, verifying the information, and making necessary corrections to the academic records within the one-year timeframe.

IV. Review and Amendments

This policy is subject to periodic review and amendments to ensure it remains current with institutional requirements and best practices.

V. Important Reminders

• Students should keep copies of all correspondence and documentation related to reported errors in their records.