TRANSCRIPT PRODUCTION

The Records Office is responsible for preparing student grade reports and transcripts for distribution.  Students are to follow these steps when requesting an official/unofficial transcript.

1. Collect a Transcript Request form from the receptionist's desk or the Records Office.
2. Complete the form with the required information (forms that are incomplete will not be processed.)
3. Take the form to the cashier's booth along with the funds for processing.

UNOFFICIAL
The Records Office will hold unofficial transcripts for pick up for a period of one semester.  Transcripts not collected within that period will be destroyed.  Students will be required to request and pay for another transcript.

TRANSCRIPTS ARE NOT RELEASED WITHOUT THE WRITTEN AUTHORIZATION OF THE STUDENT.

OFFICIAL
Students are not allowed to handle official transcripts, the Records Office will mail/deliver transcripts.
See Transcript Request Form

The processing time for all transcripts is seven (7) working days.
FEES ARE SUBJECT TO CHANGE

FORM PROCESSING
The Records Office is also responsible for the processing of the following forms:
> Letter Request form/Enrollment Verification for agencies
> Change of name or address information form (Data change)
> Withdrawal & Drop / Add form
> Programme Change form
> Graduation Application.

LETTER REQUEST FORM/ENROLLMENT VERIFICATION
The Records Office generates letters for:
> Insurance
> Enrollment
> Department of Immigration
> Completion of Programme
These letters are usually requested from agencies seeking verification of the Student's enrollment at the College and whether the student is registered as a full- time or part- time student.  A request for such services must be made by the student via the letter request form.  This form may be collected from the Records Department or the Receptionist.  There is a $10.00 processing fee for all letter requests.

CHANGE OF INFORMATION
Students wishing to update their information must:
> Fill out the Data Change form available in the Records Office
> Attach verified/certified copies of all documents, and
> Present the original document to the Records Officer for verification.

WITHDRAWAL & DROP/ADD FORM
Students who wish to withdraw from a course must complete a Drop/Add form.  Students who stop attending classes without completing a Drop/Add form will receive an "F" grade.  This form must be signed by the advisor and submitted to the Records Office by the dates outlined on the student calendar.  Students wishing to take another course must do likewise.  Students must attend the course/sections for which they have registered.  If a student attends a course/section for which he/she has not registered, his/her name will not appear on the official class list for the course.  It may result in the student receiving an "F" grade for that course.

PROGRAMME CHANGE FORM
A Programme Change form must be completed by a student who wishes to change his/her programme/major once this is declared.  The processing fee is $20.00.  Students who have never declared a programme/major are also required to pay a $20.00 processing fee.

Upon completion of the College Preparatory Programme, College Preparatory students are also required to complete this form to declare their major .

Once this form is completed and signed it is the student's responsibility to submit it to the Records Office for the records to be updated.

STUDENT FILE MAINTENANCE
Students' records are confidential.  All students' records are kept and maintained in the Records Office.  Any queries regarding students' records should be directed to the Records Office.  Unauthorized persons are not allowed access to these records.

Documents maintained on the students files are the property of the College.  Students are not allowed to receive copies of the documents.

GRADUATION
Graduation forms are also processed in the Records Office.  Students can collect and return completed graduation forms to the Records Office by the advertised deadline.  Forms will not be processed without the following requirements:

• Students must complete all courses in their respective programmes.
• Students must have a minimum Cumulative Grade Point average of 2.00. 
• Students must have a minimum of a 2.00 Grade Point average for major courses.
• Students must have a C or above in all major courses.
• Applicants must pay a non refundable $200.00 Graduation Fee prior to filing their graduation form with the Records Office.
• Students' financial accounts with the College must be in good standing.
• Students' graduation form must be filed with the Records Office on or before the announced date.
• Applicants may be considered after this date at the discretion of the Registrar.  However, late applicants will be required to pay a $10 late fee in addition to the graduation Fee.
• Students must have completed a minimum of 24 credits at the 200 Level.

These forms can be collected from the Records Office & the Dean's Office.  Commencement Exercises are held once a year.  The dates are printed in the college calendar. 

REGISTRATION
Once a student has been advised, he/she is required to take the transaction form to the Records Office to officially enroll for classes/courses.  If this form is not processed the student is not considered enrolled for classes/courses.  A student only becomes officially enrolled for classes/courses when tuition and fees have been paid.

DATES FOR REGISTRATION ARE LISTED IN THE CALENDAR AND PLACED ON BULLETIN BOARDS AROUND THE CAMPUS

EXAMINATIONS PASS
The Examination Pass is proof that a student is in good financial standing with the college.  Before a student can sit Mid-Semester Exams or Final Exams, he/she must collect an examination pass from the Records Office.  Students are not permitted to take examinations without their pass and college ID.

OFFICIAL CLASS LISTS
Students whose names do not appear on the official class list must contact the Records Office.

GRADES
All grades are processed in the Records Office.  All inquiries pertaining to incorrect grade(s), missing grade(s), missing course(s) etc. should be directed first to the Lecturer.

CERTIFICATES/DEGREES
Students who desire a College Prep certificate after completing the College Prep Programme must fill out the Certificate Request Form and pay a fee of $75.00. College Prep certificates are not automatically awarded.  Allow two (2) to  four (4) weeks for processing.  Students requiring replacement certificates should follow the same procedure.

Students are awarded degrees upon completion of their Associate of Arts Degree Programme.  Students requiring replacement certificates must fill out the Certificate Request form and pay a fee of $75.00.

GRADING SYSTEM (EFFECTIVE 2003-4)

Grade	Point Value	Interpretation	Grade Range
A	4.00	Exceptional	90-100
A-	3.67	Outstanding	85-89
B+	3.33	Very Good	80-84
B	3.00	Good	75-79
B-	2.67	Fairly Good	70-74
C+	2.33	Above average	65-69
C	2.00	Average	60-64
C-	1.67	Below Average	55-59
D	1.00	Weak	50-54
F	0.00	Failure	0-49

W	Withdrawal without penalty
WF	Withdrawal after the Drop/Add period
I	Incomplete
AU	Audit (no grade)
S	Satisfactory (no effect on G.P.A.)
U	Unsatisfactory
T	Pass via Transfer
E	Exemption