Hello and welcome to IUP.
I am from the Registrar's Office, and today
I will be sharing with you the services our
office provides to students and parents.
The Registrar's Office is the gatekeeper of
a student's educational record.
It is where students can obtain information
about their enrollment, registration class
schedule, grades, degree audit, and diplomas.
We provide many important services through
our office.
First, we will discuss how to create a student
record-release authorization.
This authorization grants parents or other
third-party designee access to a student's
educational record.
Next, we will talk about enrollment verifications
which are needed to show proof of enrollment
for health care, dental and vision insurance,
and loans.
Finally, we will cover accessing transcripts,
a document listing all the courses a student
has taken at IUP along with their grades,
including all courses transferred to IUP from
other colleges or universities as well as
dual enrollment courses taken.
Another service we provide is Degree Works,
a tool that students will use with their advisor
to stay on track while working towards their
degree.
And lastly, the academic calendar is available
through our office.
Key dates for the semester are available as
well as access to academic calendars for future
and past semesters.
Let's start with FERPA.
Like HIPAA, the law created to protect and
keep your medical record confidential, FERPA
is a federal law created in 1974 to protect
and keep confidential he pieces of a student's
educational record.
Examples of key pieces of a student's educational
record that are protected by FERPA include
transcripts and diplomas, probation status,
schedules, and disciplinary records.
The law states that these key pieces of the
educational record cannot be released to another
person or third party without the written
consent and authorization from the owner of
the record.
This then begs the question: who is the owner
of the educational record?
Our IUP policy is that once a student is registered
for coursework, the student becomes the owner
of his or her own educational record.
For example, parents call our office looking
for their child, who should be in class, and
want to know the building and time of the
class.
We could not release this information according
to federal law.
However, do not panic.
This is why I'm here today to tell you about
what IUP has developed to be compliant with
federal law, but still provide parents and
family members with the information they need
while empowering students as they transition
to adulthood.
How we do this is called the Student Record
Release Authorization.
Think of this as an online electronic permission
form for students to give permission for a
third-party person to discuss protected educational
information.
Access can be given to all or select categories
of the educational record regarding grades,
dismissal grade point average, registration
and scheduling, financial aid, and billing.
I would like to caution everyone that this
is a dynamic process, which means that access
can be changed at any time.
Access could be granted in the morning and
removed that same afternoon.
This authorization is for discussion purposes
only.
Parents and family members still do not have
the right to order a transcript on the student's
behalf.
However, the student can order the transcript
and share it with family members.
To authorize access to the educational record,
the student designates a third-party individual
to which access to the educational record
can be granted.
Student creates a keyword and a key phrase.
The student shares the keyword and key phrase
with the third party.
The third party must provide the keyword and
phrase each time when contacting IUP.
The authorization process is simple to set
up.
First the student accesses the personal information
section in their MyIUP account under Student
Information.
Select Record Release Authorization.
The student identifies the person by name
and address that they wish to give access
to and establishes a keyword and security
phrase.
For example, my favorite day of the week could
be the security phrase and Friday could be
the keyword.
The student then shares this information with
the person they wish to give access to.
Finally, the student selects any or all parts
of their academic record where access is granted
to a third party or individual for discussion.
When the third-party person or family member
calls for information, they will be asked
for the student's name, ID number and keyword,
and security phrase.
Once this information is provided correctly,
we can discuss the information being requested.
Please remember that since this is a dynamic
process, you will be asked to share this information
each time you call.
Parents and family members, I encourage you
to have this discussion with your student
regarding your expectations for access.
Encourage your student to complete this authorization
form to designate third-party individuals
that can be granted access.
If proof of enrollment is needed, students
can access this information using their MyIUP
account as well.
It's easy to do, available 24/7, and there
is no wait or processing time.
Enrollment verifications are produced through
the National Student Clearinghouse and are
often needed for health insurance, loan agencies,
credit issuers, housing providers, employers,
and others.
To access Enrollment Verification, navigate
to the Academics tab of your MyIUP account.
Select Enrollment Verification under the Academic
Record section.
Follow the directions to navigate to the National
Student Clearinghouse to obtain an enrollment
verification certificate.
This is what an enrollment verification certificate
looks like.
The certificate shows term start and term
end dates for the semester and the enrollment
that is being requested for that.
Over time, the enrollment status appears in
the middle.
The anticipated graduation date is also on
the certificate.
It's a computer-generated date, five years
from the date of enrollment.
Another nice feature on this form in the top
right-hand corner is a place where you can
put the policyholder’s name and a group
ID.
A lot of times the insurance company needs
to have the policy number to find a person
in their database.
Transcripts are also offered through our office
and offer a complete listing of courses and
grades a student takes at IUP.
A transcript also contains transfer credits.
Transcripts are often requested by employers,
scholarship applications, and other universities.
When academic standing or grade point average
is being requested, there two types of transcripts.
An unofficial transcript is free, available
upon submission and accessed through MyIUP.
An official transcript is ordered through
the National Student Clearinghouse.
You can access the National Student Clearinghouse
through your MyIUP account or through the
National Student Clearinghouse directly.
You can send an official transcript electronically.
It's fast, safe, and secure.
You can also send an official transcript by
mail as well if needed.
A student signature is required since the
student is the owner of his or her own educational
record.
Requesting a transcript is accessed through
MyIUP.
First, navigate to the Academics tab.
Then select unofficial or official under the
view Academic Record Selection.
You can also obtain an official transcript
directly from the National Student Clearinghouse
website.
Select Order Transcript.
Verify, then order a transcript to begin the
ordering process.
Degree Works is a web-based tool that will
assist students in determining what requirements
they will have to complete to graduate.
Students can monitor their academic progress
to make sure they are on track to graduate.
This tool will enable students and advisors
better communication during times of advising
and scheduling.
Degree Works enables students and advisors
to look at What if I change my major from
accounting to finance degree?
Degree Works demonstrates how this change
will impact the student’s academic course
of study.
Degree Works tracks total number of completed
courses.
It tracks courses registered for in upcoming
terms.
It tracks transfer courses that can be applied
to the degree or university requirements.
It tracks liberal studies and liberal studies
elective requirements.
It tracks courses that do not count toward
completing specific degree requirement that
can be used for university credit.
And, it also tracks overall GPA and major
GPA.
To access Degree Works, select the Academics
tab.
Then select Degree Works, Academic Progress
under the Academic Records section.
Finally, I would like to review how to access
important dates for the upcoming semester.
Both family members and students can access
the academic calendar through the registrar's
office web page at iup.edu/registrar.
Students can also access the academic calendar
through MyIUP.
Important dates such as when classes begin,
dates of breaks and days off, and the final
exam week schedule are included within the
academic calendar.
Please feel free to also explore our website
further.
It contains all the information shared today
and is a great resource to find answers to
your questions.
If you wish to email, please send any questions
to registrars-office@iup.edu.
We would be happy to help you with whatever
you need.
Thank you so much for your attention today.
Again, welcome to IUP.
We are so excited to have you here!
