Section 4

Forms and Policies

 

Forms and Calendars

 

The Office of the Registrar publishes forms used for advising as well as the academic calendars on their website.

 

Student Forms: Frequently used forms on this site include Major/Minor Declaration Form, Independent Study Petition, Internship Petition, Transfer Credit Approval Petition, Withdraw from a Course Petition (used when withdrawing from a course after the add/drop period), Leave of Absence Application, Withdrawal from the College Request and much more!

 

Faculty Forms: Faculty Forms on this page include the Academic Evaluation Change form (to be completed by Chairs/Deans/Directors), Administrative Withdrawal Request, and Grade Change Request Form

 

Academic Calendars: The academic calendar contains important dates, holidays, and deadlines

 

FERPA: Confidentiality of Student Records

 

FERPA stands for the “Family Education Rights and Privacy Action of 1974.” This law protects the privacy of student education records. FERPA applies to all schools that received funds through an applicable program of the U.S. Department of Education which includes Saint Mary’s.

 

Why is this important for faculty advisors? Essentially once a student enrolls in a post-secondary institution, all privacy rights move to the student. FERPA requires that education records be kept confidential and may not be released to third parties (including parents) without the written consent of the student.

 

Faculty and staff who receive requests from parents or third parties about a student’s educational record must check with the Registrar’s Office before releasing information about the student. Contact the Registrar’s Office to confirm whether the student has an active FERPA form on file. When confirming whether the student has a FERPA Form on file, it is also recommended to check:

  • Who has the student authorized to receive information?
  • Does the student specify what types of information can be released?
  • Is there an expiration date to this FERPA authorization

 

FERPA resources:

 

 

Changing Advisors

 

First Year students stay assigned to their FYAC Advisor for the duration of their first year. During the summer following their first year, students who have declared a major will be switched to an advisor corresponding to their major or degree program.

 

Currently, The Advising Office handles all undergraduate advisor assignments in consultation with Division Heads, Department Chairs and Program Directors. TAO generally seeks confirmation from the department/program prior to reassigning a student. The Workload Policy guides advisor assignment.

 

If a faculty advisor is going on sabbatical a temporary advisor or new advisor can be assigned.

 

Non-first year students can request a new advisor by using the Change of Academic Advisor Form available on the TAO website.

 

Commencement Application

 

Seniors wishing to participate in the Commencement Ceremony in May must fill out a Commencement Event Registration on GaelXpress.

 

Seniors may participate in the Commencement Ceremony even if they have not completed all of their requirements provided they have no more than 8 units remaining towards their degree requirements, the student is in good standing, and the student submits a Commencement Eligibility Petition by the deadline specified in the Academic Calendar. 

 

Seniors who are planning to participate in Commencement who have areas that are marked as “incomplete” must also complete the Commencement Eligibility Petition by the deadline before completing the Commencement Event Registration on GaelXpress.

 

Reminder: Commencement and Graduation are different. Walking in the commencement ceremony does guarantee that the student has meet all requirements to graduate. Students will not graduate and have their degree conferred until all requirements on their academic evaluation are complete, all grades entered, and all GPA thresholds met.

 

 

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