Office of the Registrar
The Office of the Registrar is located in Mellon Hall.
Questions? We can be reached via telephone (410-626-2513) or e-mail AnnapolisRegistrar@sjca.edu.
Registrar, Jacqueline Thoms
Assistant Registrar, Open
Services and information provided by the Office of the Registrar:
Please note: Annapolis offices are closed from December 24, 2013 through January 1, 2014. Transcript requests received by Thursday, December 19 will be processed before we close for the break. Any received on or after December 20, 2013 may not be processed until we reopen January 2, 2014. During the weeks of January 6 – 17 it may take up to a week to process requests because of the volume that we receive. Please plan accordingly.
Procedures for Ordering
Official/Unofficial Transcripts - Annapolis
Transcript requests must always be in writing and signed by the student. The requests are normally processed within three to five working days of receipt. Due to the heavy volume of transcript requests during the months of January and May, please allow up to seven working days during those months. Standard delivery of transcripts is by U. S. Mail first-class. Additional fees are required to send transcripts by expedited services such as Fed-ex.
Please provide the Registrar's Office with the following information when ordering transcripts:
Effective May 1, 2003, there will be no fee for obtaining copies of transcripts. If a transcript needs to be sent via overnight delivery, a credit card number must be provided to pay for this service.
Students are advised to consider whether or not an official or unofficial transcript is required prior to placing an order. Official transcripts are usually required for admission to a college or university and for employment. Please be sure to follow the instructions of the receiving institution/agency when ordering an official transcript. Students desiring a copy for themselves or a copy for their parents should usually request an unofficial transcript.
Official transcripts mailed to students will be placed in a signed, sealed envelope and will be stamped "Issued to Student in a sealed envelope."
For security reasons, we do not recommend the faxing of transcripts. However, students wanting to have a transcript faxed must give the Registrar's Office a written, signed request and designate the fax number to which the transcript is to be faxed. Faxed transcripts are unofficial.
Students are reminded that their accounts must be clear of all fines and fees, loans must be in current status, and the financial aid exit interview on file (if applicable) before a transcript (official or unofficial) will be released. In addition, the college reserves the right to hold the transcripts of students who have similar outstanding obligations at other institutions that participate in federal financial aid (Title IV) programs.
Ordering of Transcripts
Verification of Enrollment
For current students, certifying enrollment is made simple by stopping by the Office of the Registrar and completing the Enrollment Certification Form or dropping a request in the campus mail. The request must bear your signature. When away from school or for alumni, please download the transcript/enrollment certification form on this web page and mail or fax it to the office of the Registrar. Please see above. Requests for certification of enrollment must come from the student.
Current members of the college community who wish to reserve a classroom in McDowell Hall, Mellon Hall or the Barr-Buchanan Center for a meeting or special event, please contact the Office of the Registrar at X2513. The Office of the Registrar is also responsible for reserving the Mellon Conference Room and the Hodson Room. To reserve other locations such as the FSK Auditorium, FSK Lobby, Conversation Room, Boathouse, Private Dining Room or Great Hall, please contact the Facility Office at 410-626-2547. .
The Registrar is the primary designated school official for students in F-1 visa status. Inquiries should be directed to the Registrar regarding obtaining an F-1 visa, maintaining status, optional practical training and all other matters related to foreign students.
The Student Right-to-Know-Act
Also known as the Student Right-to-Know and Campus Security Act, this act was passed by Congress on November 9, 1990. It requires institutions eligible for Title IV funding to make available upon request, to all students and prospective students, completion or graduation rates of certificate or degree-seeking first-time, full-time undergraduate students entering an institution.
In accordance with this act, the Office of the Registrar will provide and make readily available completion or graduation rates to current and prospective students.
Family Educational Rights and Privacy Act - FERPA
WHAT IS FERPA? - The Family Educational Rights and Privacy Act (FERPA) was enacted by the United States Congress in 1974 setting forth requirements regarding the privacy of student records. Any educational institution and educational agency that receives funds under any program administered by the U.S. Secretary of Education must comply with FERPA. Institutions must annually notify students of their rights under FERPA.
The purpose of FERPA is to afford certain rights to students concerning their education records. These rights are:
1. The right to inspect and review the education records;
2. The right to seek to have the records amended; and
3. The right to have some control over the disclosure of information from the records.
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.
WHAT IS AN EDUCATION RECORD? An education record is any record directly related to a student(s) containing personally identifiable information (name, address, social security number etc.) and maintained by St. John’s College or by a person acting for the College.