Records Information-Graduate

Academic Advisement  All students are assigned an advisor in their major program of study. The advisor must approve the initial registration of the student as well as any exceptions to registration policy (recommending course overloads, etc.). While the advisor gives all possible direction to the student, it remains the responsibility of each student to complete the selected major program of study. In an effort to help students exercise and fulfill their responsibility, students are encouraged to consult with an advisor prior to registration each semester.

Calendar System and Credits  Brenau operates on an academic calendar system consisting of three semesters (fall, spring, summer). Credits are measured in semester hours. The Undergraduate Council and Graduate Council assess that the number of semester credit hours assigned to each course is appropriate by requiring a syllabus to be submitted with each new course proposal.

Course Load  - Course Load levels are:

• 6 or more hours - full time
• 3-5 hours - half time
• 0-2 hours less than half time.

Registration Overload Policy  Graduate students desiring to register for more than 18 hours per semester must possess a cumulative grade point average of 4.0 and obtain the signatures of their academic advisor and appropriate department chair on a Registration Overload Request Form. This form must accompany a Registration/Course Change Form and be submitted, with the required signatures, to the Registrar’s Office for processing. In the event students do not possess the required grade point average but feel that unusual circumstances warrant an exception, they may request that an exception be made to this policy. Such requests should be made in writing to the dean of their college and attached to the Course Overload Form. The dean’s response will be written on the attached exception request or on the Overload Form. Graduate students may not register for more than 21 hours in a single semester.

Transfer Credit

Transfer Credit Limit  If the student is enrolled for their first graduate degree at Brenau, course work taken at another regionally accredited institution of higher education may be appropriately transferred to Brenau as part of the planned program of study with the approval of the department chair for up to a limit of six semester hours. If the student has a prior master’s degree, up to nine hours of graduate credit may transfer with departmental approval. Grading standards of the Brenau program into which the work is transferred will apply.

Graduate level credits which will be older than seven years at the point of graduation must be approved by the dean of the respective college in consultation with the provost and vice president for academic affairs.

Time and Grade Limitation on Transfer Credits  Credit required for graduate course work at Brenau or any other accredited institution of higher education will be honored for a period of seven years from the date of the course completion. Courses not completed within that period will have to be retaken or otherwise updated and validated to be included within a student’s approved program of study. No grade below B will be accepted in transfer into a graduate program. This limit applies to initial transfer credit in combination with any courses taken on a transient basis.

Courses transferred to Brenau are recorded in semester hours. If taken at the previous school in quarter hours, the following calculation is used: quarter hours / 1.5 =  semester hours. (ex. 4.5 quarter hours / 1.5 = 3 semester hours.)

Students who attended non-regionally accredited institutions of higher education may request that their courses be evaluated for transfer credit. Credit will be evaluated on a course-by-course basis and students will be expected to provide course descriptions and syllabi to assist in evaluating the courses. Transfer credits accepted from non-regionally accredited institutions must represent college-level content relevant to the area of study and degree the student is pursuing at Brenau University.

Registration and Withdrawal

Registration periods as well as academic calendar information and deadlines are published on the Registrar’s Office web site.

Late Registration  Students currently enrolled at Brenau University must complete the registration process by the registration deadline published in the schedule of courses to avoid the Late Registration Fee of $75.00. Students may register for classes until the end of the full credit drop/add period. The drop/add period is published on the Brenau web site.

Course Cancellation  Brenau reserves the right to cancel any course listed in its course schedule. Students registered for a course that is canceled will be automatically removed from the computer by the Registrar’s Office. If needed, the student can add another course to replace the cancelled course. Pursuant to registration policy, the student must add any courses before the end of drop/add for the session in question.

Course Changes: Dropping or Adding. Students may register for classes until the end of the full-credit drop/add period. The drop/add period is published on the Brenau website. Students may add classes via CampusWEB or via the Add/Registration Form. (This form is used if there is some impediment to adding via CampusWEB.)

If the student drops after the full credit drop period, a $25 Late Drop Fee may be charged. Withdrawal from a course after the fourth Wednesday for a seven week course or after the eighth Wednesday for a full-term course will result in a grade of WF unless special circumstances or an emergency exists and approval is granted by the provost and vice president for academic affairs. The drop dates are clearly outlined on the Registrar’s Office website. Students who wish to drop courses are are responsible for seeing that a drop is submitted either via CampusWEB or by a Drop Form in order to correct their academic and billing records. Students’ names are retained on the official class roll after the full credit drop period.

These provisions in no way guarantee the refund of tuition; for refund policies see the Financial Information Section in this Catalog.

Medical Withdrawal Policy

A student requesting to be withdrawn from class(es) after the Drop/Add period because of a medical emergency or severe illness must adhere to the following requirements:

1. An appeal form (electronic form) is available on the Registrar’s Office website. It must be submitted to the Provost and Vice President for Academic Affairs stating the reason for the withdrawal request.
2. The student should clearly state the date of the onset of the illness/injury and the medical conditions which preclude course completion.
3. The student should submit a complete list of courses (course and section number) for which the student is currently registered and from which the student wishes to withdraw.
4. The student should contact his or her primary physician for a statement delineating the circumstances/medical conditions preventing the student from completing the coursework (on-ground or online) in the required time frame.  This statement must be submitted via fax by the physician’s office (i.e. the student may not submit this him or herself).

Requests for Medical Withdrawals must be submitted to the Provost and Vice President for Academic Affairs before the last day of class of the semester or session for which the withdrawal is requested. Any requests received after this date will not be considered eligible for medical withdrawal and all applicable university policies regarding grades, refunds, financial aid, etc. will apply.

When medical withdrawals are granted, students are withdrawn from all courses they are enrolled in during the semester or session.   

If the reason for the withdrawal request is related to an emergency or illness of an immediate family member, medical documentation should pertain to the family member’s illness. Medical documentation will also be required stating that the necessity for the student to function as a caretaker precludes the possibility of him/her completing course requirements.

Refunds:

• No institutional official other than the Director of Student Accounts may authorize refunds.
• In cases where a Medical Withdrawal has been granted by the University Provost, refunds will be adjudicated on an individual basis by the Director of Student Accounts in order to apply consistent and reasonable practices. Generally, refunds will be considered from the effective date of the completed Medical Withdrawal.
• The refund/forgiveness of any financial aid funding must be adjudicated by the Financial Aid Office based on policies set forth by the federal government and other agencies providing financial resources for the student’s educational costs. Students should consult with the Financial Aid Office to determine the disposition of their aid package.
• Return of most government funded financial aid is time sensitive and based on the date of withdrawal.
• Residential Students: Room and Board payment(s) will be refunded based on the number of weeks remaining in the semester after the week of withdrawal. If the student is receiving federal or state aid, policies pertaining to those programs will dictate the refund amounts. 

Military Withdrawal

Some students who are members of any branch of the U.S. military, including reservists and the National Guard, will be called to active duty during a term in which they are enrolled. Students who are unable to complete a semester for this reason are provided one of the following options:

1. Withdrawal from all courses for the current term and 100% refund of tuition and fees. Housing and food service refunds will be calculated as a percentage of the unused portion of the total chargers paid. Students receiving financial aid who choose this option should be aware that they may be liable for any required refunds to state or federal financial aid funds. Any tuition assistance funds paid on behalf of the student by the Department of Defense (DoD) will be returned directly to the DoD.
2. Pursue incompletes in all courses following the current policy regarding incompletes (see grading section below). A student may not withdraw from some courses and take an incomplete in others. In the event that duty assignment would allow continuation of some courses, the student may contact the Director of Military and Veteran Services and the University Registrar in order to petition for an exception. Eligible students who receive in complete (I) in any course for which they are enrolled shall not be entitled to any refund of tuition or fees paid.

The decision as to which option to pursue will depend upon each personal situation and the time remaining in the semester.

Students requesting option (1) must provide full written verification to the registrar through the submission of their orders or alert notice along with the course withdrawal form. Students requesting option (2) should email each instructor requesting an incomplete and copy the Registrar’s Office and Director of Military and Veteran Services. The instructor will submit an Incomplete Contract.

Administrative Withdrawal Policy / Participation / Process

Students (online and on ground, graduate and undergraduate) are expected to participate in all classes for which they are registered. The purpose of this policy is to give academic administrators a process to cancel the enrollment of non-participating students.

Administrative withdrawals may affect students’ enrollment status (full-time/part-time) and thus affect financial aid status (including scholarships), campus housing, student fees, student athlete status, visa status, anticipated date of graduation, etc.

Note: It is ultimately the responsibility of the student to drop or withdraw from a course following procedures described in the catalog under “Withdrawal Procedures.”

Policy Guidelines:  

• Administrative withdrawal of student from all courses may occur if:
• the student has not participated in at least one class in which he or she is enrolled by the end of the tenth day of the session (typically the third business day in the week following the drop / add period including the weekend).
• Participation in one or more courses signals student intention to stay enrolled, and the student will not be administratively withdrawn from any of the student’s courses.  If the student would like to withdraw from one or more courses, he or she must follow existing University processes.
• “Participation” is defined as completing the Brenau University Course Participation Checklist in one or more courses by the end of the tenth day of the session. The “Checklist” is within each Canvas course.
• A student administratively withdrawn for non-participation will be dropped from all courses, and the courses will not appear on the student’s transcript.  The administrative withdrawal  will be processed as if it occurred during the 100% refund drop /add period.
• In rare circumstances, should a student desire to stay enrolled but is prevented from participating in at least one course within the first ten days of a session, the student is responsible for contacting the faculty member or academic advisor in advance to prevent them from being administratively withdrawn. Communication must also be made with the Registrar’s Office. Any student removed from courses through the administrative withdrawal process for non-attendance/participation without communication between the student and the Registrar’s Office will not be added back to courses beyond that date.
• a faculty or staff member determines, within the first ten days of the session, including weekends, that a student has not met course prerequisites or corequisites. In order to complete this process, faculty or staff must communicate this information to the Registrar’s Office.

Process:
Faculty will prompt students that it is their responsibility to complete the Brenau University Course Participation Checklist, published in each course Canvas site, before 5pm on the tenth day of each session (including weekends). The Registrar’s Office will run a report of those not attending on the eleventh day of each session and subsequently complete the administrative withdrawals for students who did not meet participation criteria or communicate in advance their inability to do so by the tenth day of the session. Prior to withdrawing the student, two attempts at communication with the student will be made via Tiger email and the phone number on file for the student.

Special Status

In rare occasions, students are permitted to register with special status. In all circumstances, the Registrar’s Office and the department chair or dean must authorize enrollment. Students wishing to enroll in one or more graduate courses but who do not seek a degree and are not currently enrolled at another institution must complete a Special Status/Transient application through the Office of the Registrar. The application can be found online at www.brenau.edu and click on forms. Students enrolled at another institution, please see the Transient Status section of this catalog. Special Status students are not eligible for financial aid and must adhere to the following policies:

• All prerequisites will apply for any courses attempted. The student may be required to produce an official transcript in which the prerequisite was earned.
• Students will provide an official transcript containing a minimum of a bachelor’s degree from a regionally accredited institution.
• Special Status students will be registered for courses only if space is available.
• Students will be required to sign and date a statement that they understand and accept the university policy that no more than six hours for one semester of enrollment only, will be allowed for students registered as Special Status.
  • The exception to the six hour rule are students who enroll for education endorsements via a partnership with Brenau and their school system. These students are permitted up to nine hours of special status credit per endorsement.
• All students who are classified as Special Status will be subject to the academic policies and procedures governing probation and suspension.
• Special Status students may not web register for classes.
• To become a regular degree seeking student, Special Status students must apply for admission to the University through the Office of Graduate Admissions and meet all program admission criteria.

Students enrolled as a transient student at Brenau  A student enrolled as a regular student in a degree program in another accredited college or university may apply for transient status at Brenau. Such a student is one who expects to return to the college or university of previous enrollment and must have the permission of the home institution to attend Brenau. The applicant who desires transient status must submit a Special Status and a transient letter from the home institution. Transient students should contact the Registrar’s Office for admission and are admitted on a semester basis only.

Brenau does not guarantee that transient students will be able to secure the courses desired, nor is Brenau responsible for advising transient students of courses that are applicable to their program or transferable by the home institution. Transcripts are sent only at the written request of the student.

All policies and procedures regarding student enrollment will apply. This includes but is not limited to course prerequisites, drop/add procedures and academic policies regarding attendance and probation and suspension.

Brenau Students Who Desire Transient Status  Brenau students are expected to take courses needed for degree completion in residence if they are offered in our schedule. Exceptions will be considered for extenuating circumstances and must be approved by the registrar.

Regularly enrolled students who wish to transfer courses taken at other institutions must obtain their advisor’s and department chair’s written approval in advance. A transient letter must be completed by the registrar. Brenau will not guarantee acceptance of coursework taken without a transient letter on file. In all instances, the dean or department chair must approve the transient status and courses. The other institution may impose additional requirements on the transient student. It is the student’s responsibility to follow policy, procedures and pre-register at the transient institution. Those students completing course work at other institutions must request that an official, sealed transcript be sent to the registrar at Brenau before the course will be entered into the student’s record. Courses completed with a grade lower than a “C” will not transfer.

As a general rule, the same credit will be assigned to transfer courses as awarded at the other institution subject to the limitations set in the Admissions Information section of this Catalog. Courses successfully completed and accepted will count toward graduation requirements and grade point average. European college or summer institute work will be accepted by the provost upon the recommendation of the Academic Affairs Committee if properly certified and undertaken at an accredited institution. All policies governing registration such as overload restrictions will apply to transient coursework.

Independent Study

Independent Study courses are standard graduate courses taught on an independent format. They are not to be confused with directed independent study (D.I.S.), which are courses individually designed for specific student’s purposes. Enrollment in Independent Study requires written approval of the advisor, department chair and instructor.

The following are guidelines to be followed for graduate independent study courses:

1. Independent Study courses must be courses listed in the current Brenau Catalog and part of the student’s required program of study.
2. Although the learning experience is not exactly the same as the classroom course, the content must constitute a comparable substitute.
3. Independent Study will carry the same course number as listed in the Catalog with a section code that will designate it as being the special study format.
4. Independent Study must be approved using the appropriate form prior to the beginning of the semester or no later than the end of the drop period for a course which has been cancelled.
5. The student must be in good academic standing.

Attendance Policy

It is recommended that students attending evening or weekend classes attend all class meetings, particularly the first class meeting. If a student must miss class due to a serious emergency, the student should notify the professor as soon as possible. Students will be responsible for the work missed due to absence from any class period or any portion thereof. Grades will be affected by any absences or tardiness, at the discretion of the professor.

Students may register for classes until the end of the published drop/add period.

Any evening or weekend classes missed due to an institutional decision (e.g., snow) will be made up at the discretion of the instructor.

Academic Withdrawal From Brenau  Any student who desires to withdraw from class(es) after the full-credit drop period but prior to the end of the semester must complete a Drop Form. These forms are available on the Registrar’s Office web site and can be accepted by the Registrar’s Office in person, by fax, or scanned and emailed from the student’s Brenau email account. Students are responsible for making sure that the drop form is filled out to correct their academic and billing records. In addition, all students should contact their advisor and instructors to advise them of this change. Students not completing the appropriate paperwork to withdraw will automatically receive a WF. Withdrawals after midterm will result in a grade of WF unless special circumstances or an emergency exists and approval is granted by the provost and vice president for academic affairs.

Grading System

Class standing and academic progress are determined by grades submitted by the instructors at the conclusion of each semester. Final grades represent a combination of cumulative quantity and quality in a student’s course work for that semester.

* Grades of I, IP, P, or W are not used in computation of grade point average (GPA). Grades of IF or WF are calculated into the GPA.

If the grade recorded contains a special character not listed above:

For a grade of F or WF, no credit is given; the student must repeat the failed course or take an acceptable substitute to earn equivalent credit.

Pass (P) Fail (F) Option  Graduate students enrolled in an approved seminar, practicum, internship or other activity course may elect to receive grades of P (Pass) or F (Fail) if the instructor, students and appropriate department chair so agree at the beginning of the semester. Courses for which the student receives a grade of P will count toward the hours required for graduation where applicable. A grade of P is acceptable for courses requiring a grade of C or better. However, such grades carry no quality points and thus are not figured into the grade point average.

Repetition of Courses  When a student repeats a course, only the last grade earned will be used to compute the grade point average, provided the latest grade is not lower than the prior grade. Both grades will appear on the student’s permanent record and will count toward academic status. Students are responsible for indicating repeated coursework and requesting that their grade point average be adjusted by notifying the Registrar’s Office.

Grading Information  Numerical grading scales are determined by individual graduate departments or schools. Refer to individual handbooks or syllabi for this information. All faculty must submit final grades for courses to the registrar. All grades are entered into the student’s permanent records at the end of each semester. Grades are available online through the web-based student information system (CampusWEB).

Grade Point Average  The grade point average is computed by multiplying the quality points earned by the credit hours of each course and dividing the total quality points earned by the total credit hours attempted. Below is an example of the GPA computation for a 12 credit hour semester load:

36 quality points divided by 12 hours attempted = 3.0 GPA

AU, I, P and W grades are not included when computing a student’s grade point average, but will be recorded on a student’s transcript. The hours attempted in any course for which an IF or WF is awarded will be counted in the calculation of the student’s grade point average.

Grade Changes  A course grade which has been reported by the instructor to the Registrar’s Office cannot be changed except in the following circumstances. Unless the grade change is due to institutional error, no separate grade report is issued to the student.

Error in grade  An incorrect course grade will be changed by the registrar upon receipt of a properly executed Change of Grade form signed by the instructor of the course and the department chair.

Removal of a grade of I  A student receiving a grade of I (Incomplete) is expected to consult with the instructor within the prescribed time limit and to complete all necessary work. See the description of the grade of I in the previous section. A completed Change of Grade form approved by the department chair must be submitted by the instructor in order for the registrar to change the I to any grade other than IF. Changes from IF to another grade must be approved by the provost and vice president for academic affairs in addition to the appropriate department chair.

Grade Appeals

When a student has substantial grounds to dispute a final grade and is prepared to present evidence to support a grade appeal, the student must initiate the procedure by speaking first with the professor who assigned the grade in question. If there are no errors in the computation of the grade or other substantial evidence to support an appeal, the student is encouraged to accept the grade assigned. However, in cases where there are substantial grounds for a review of the grade and a resolution cannot be reached between the student and the professor, the student has the following recourse:

1. Within two weeks following the official end date of the session for which the grade was assigned, the student must submit to the appropriate department chair a letter of appeal with evidence supporting the need for an external review of the grade in question. The department chair will review the student’s material and consult with the professor before deciding if the assigned grade should stand. The department chair must provide a written response to the student, with a copy to the school dean.
2. If a student does not accept the decision of the chair, there is one additional and final level of appeal. The student may submit documentation to the appropriate school dean who will determine if new information or insufficient consideration of the student’s case merits further review of the assigned grade by a review panel. The dean’s decision to proceed or not to proceed will be final in all cases. 
3. If the dean determines that further review is warranted, s/he will convene and chair a panel of five faculty members. Both the student and the professor will have the opportunity to address the panel. Legal counsel may represent neither party. However, the dean may exercise discretion to invite other faculty or students, who can provide relevant information, to address the panel. The review panel’s decision will be final, with no recourse on the part of the student or professor for any further appeal.
4. The entire appeal process must be completed within four weeks of the time the grade was issued. 
5. When the dean or department chair is the teacher of record, the dean will substitute for the department chair and the provost and vice president for academic affairs will replace the dean.

Graduate Course Numbering System

500-599: Post Baccalaureate
600-899: Graduate
900-999: Doctoral

Academic Standing

Note: Academic standing is assessed at the end of each session. 

Academic Probation

All graduate programs require a minimum cumulative grade point average (GPA) of 3.0 to graduate. A minimum 3.0 GPA must be maintained to be considered in good standing. Students falling below the minimum cumulative 3.0 GPA will be placed on academic probation. 

Academic Suspension 

Graduate students on academic probation who fail to improve their cumulative grade point average to 3.00 in the next session enrolled, regardless of the number of hours taken, will be suspended from the university. However, if a student’s cumulative GPA remains below 3.0 at the end of the next session the student is enrolled, but the GPA has improved, the student may, after review, continue on academic probation. 

Students will also be suspended from the university if any grades earned for the next session are below a C, regardless of term or cumulative GPA. 

Graduate students placed on suspension may submit an appeal for reinstatement to the Office of Academic Affairs by the deadline noted in the letter. The academic appeal form is available on the Registrar’s Office website (https://brenau.formstack.com/foms/appealform) and is included in academic suspension letters emailed to students.

Factors for reinstatement include progression in the program, student narrative addressing prior poor performance as well as plans for future success, and input from faculty members, the student’s academic advisor, and the appropriate dean.

Students’ classes are dropped the day after the deadline provided in the letter if they have not submitted an appeal. Students who submit appeals after the deadline, if their appeals are granted, may return for the next session (sometimes requiring them to sit out one or more sessions).  Students whose appeals are denied will have their classes dropped upon appeal decision.  Graduate students reinstated following an academic suspension will continue on academic probation and be subject to the policy described above. 

Academic Dismissal

Students granted a suspension appeal reinstatement, or readmitted after a suspension return on academic probation. Students who fail to increase the cumulative grade point average to 3.00 in the next enrolled session, regardless of the number of hours taken, will be dismissed from the university. Students on academic dismissal who are denied reinstatement or who do not submit an appeal will be prohibited from taking courses and participating in university events. 

Final Dismissal 

A subsequent session GPA below 3.0, which has remained the same or decreased, will result in a final dismissal from the university with no option for appeal.

Note: Graduate students who successfully attain a cumulative GPA of 3.0 or better (after being placed on academic probation, suspension, or dismissal) will remain on probation until program completion.

Graduation

Graduation is held twice a year. The traditional spring commencement ceremonies, held in May, for the University and the Women’s College follow the same format but are scheduled separately to reflect the individual characteristics and traditions of the respective divisions. The winter ceremony will be a composite ceremony of all students. The May ceremony will be comprised of spring graduates and the winter ceremony (held in December) will be for summer and fall graduates.

Degrees are posted to student records at the end of every session. Typically there are two posting dates per semester with one being approximately mid-semester (end of session 1.) If a student completes a degree mid-session (ex. via CLEP exam or grade change) the degree will be posted at the end of that session.

Attendance  Students who cannot attend graduation should send notification to the Registrar’s Office at least six weeks prior to the ceremony by tiger email.

Application for Graduation  Students must submit their application for graduation no later than Jan. 15 for spring and September 15 for summer and fall. Compliance with these deadlines will allow Brenau to review each student’s record through a graduation audit. Any student who does not apply by the deadline will be charged a Late Graduation Application Fee in addition to the regular graduation fee. Once a graduation audit has been completed, the graduation fee is non-refundable. The fee covers the cost of diploma and other administrative costs. The fee does not pay for cap and gown. The graduation fee must be paid by the end of the semester the student applied for graduation.

Graduation Attendance - Who can attend? Students must complete all coursework by the graduation ceremony in order to attend. Any pending transient work must be transferred back to Brenau (via official transcript) before graduation. Students who have any coursework pending or have outstanding incompletes will not be permitted to walk. Spring graduation will include students completing requirements spring semester. Fall graduation will include students completing requirements summer or fall.

Honor Society - Phi Kappa Phi students in the top 10 percent of the graduating class are eligible for membership to Phi Kappa Phi, the nation’s oldest all-discipline honor society. Brenau students who qualify will receive an invitation for membership from the Brenau chapter (#301) of Phi Kappa Phi.

Graduation Requirements  The minimum number of hours required to graduate with a graduate degree is 30. The specific requirements for each graduate and educational specialist program may be found in the graduate section of this Catalog pertaining to each degree. A minimum GPA of 3.0 is required for all programs.

Applicable Catalog Requirements  Students have the right to graduate under the catalog edition for the academic year in which they begin their coursework, or any subsequent catalog edition during their continuous attendance at Brenau. Students are required to reactivate their file, through the Registrar’s Office, after two semesters of non enrollment to bring their files to current status. If reactivated, students may choose to remain under the last catalog followed. More than five semesters of non enrollment will make students subject to reapplication/readmission to the university and to the requirements of the most recent catalog published by the university or any new requirements approved during their absence.

The academic year runs fall through summer semester. Students who are admitted for a term during the academic year and do not complete a term by summer semester and then wish to begin enrollment, must reapply for admission through the admissions office in order that the new catalog edition may be applied toward their file. For example, a student admitted for summer, and does not complete that term, must reapply for admission to be moved to the next catalog edition.

Residency Requirement  Brenau has the expectation that its graduate students will successfully complete the prescribed coursework in their program of study on-line, at the Gainesville campus, or an approved off-campus instructional site

Student Records

Brenau has a long standing commitment to and concern for, protection of student rights and privacy of information. Brenau complies with the provisions of the Family Educational Rights and Privacy Act of 1974, which defines accessibility and confidentiality of student records.

• Admissions: Information used in the process of admission sent to the registrar upon matriculation and information relative to past applicants who never matriculated to Brenau.
• Advisors: Copies of various transcripts, grade reports of academic work undertaken at Brenau and students’ programs of study.
• Career Services: Credential files, including reference forms.
• Controller: Students’ accounts.
• Department Chairs and Deans: Recommendations for employment, ratings, other evaluative materials and placement credentials for Brenau University students.
• Financial Aid: Information relative to financial aid, scholarships and VA educational benefits.
• Registrar: Academic records of work undertaken at Brenau, transcripts from other educational institutions, applications for admissions and supporting documentation for students who have matriculated at Brenau, periodic correspondence and information, test scores, academic awards and honors and the Catalog.
• Student Health Services: Residential student health forms and student medical statements.
• Student Services: Permission and emergency contact forms, disciplinary records and housing contracts and miscellaneous correspondence for Women’s College residential students.

Official Transcripts and Copies of Records  Transcripts are issued only if a student’s account is paid in full. A link to the transcript request is available on the Registrar’s Office website. Copies of appropriate records will be available for issuance to other individuals, corporations, other educational institutions and prospective employers on the same basis upon submission of a written request by the student desiring release of the records.

Release of Information  Directory information concerning any student will be distributed by Brenau only as herein provided. Directory information includes the student’s name, address, telephone number, date and place of birth, major field of study, participation in collegiate activities, dates of attendance, degrees conferred, awards and honors earned, the most recent previous educational agency or institution attended by the student and other similar information. The student has the right to refuse to permit the designation of any or all the categories as directory information. If students choose to exercise the right of refusal, they must do so in writing to the registrar within 30 days of the beginning of each academic semester. It is understood that appropriate Brenau officials will have access to such information and records as shall be necessary for them to perform their professional responsibilities. All official use of student files shall be in accord with the provisions of the Family Educational Rights and Privacy Act of 1974 (FERPA) and shall be duly recorded and shall be documented as required by its regulations.

The following information and records shall not be covered by this policy and access shall not be provided to students: information related to pending admissions decisions, financial records or information relating to students or parents/guardians; confidential statements of recommendation placed in the record prior to Jan. 1, 1975 or obtained subsequent to receipt of a statement from students waiving the right to open accessibility of the placement record; all information relative to the application for and receipt of financial aid; records created or maintained by a physician, psychiatrist, psychologist or other professional or paraprofessional acting or assisting in a similar capacity in treatment of a student; institutional employment or faculty files; alumni information; and sole access educational records. Sole access records are those records of instructional, supervisory and administrative personnel and educational personnel that are in the sole possession of the makers and are not accessible or revealed to any other individual except a temporary substitute.

In other situations not described in this policy, the use of and access to educational records shall be in compliance with the Family Educational Rights and Privacy Act of 1974 and regulations established for its implementation by the Secretary of the U.S. Department of Education.

Procedure for Review and Correction  Pursuant to Family Educational Rights and Privacy Act of 1974, Brenau students have the right to inspect their educational records and correct such records if necessary. Students desiring to review their records should make this request to the appropriate official in writing. Such written requests will be granted within a period of no more than 45 days from the date of request, with copies of the pertinent records being furnished at a cost of ten cents per copy upon request.

In the event the record contains inaccurate, misleading or otherwise inappropriate information, every effort will be made to correct or delete such material and the student will be so informed of such action in writing. Should such efforts not be satisfactory to the student, a written challenge to the particular record should be filed with the provost and vice president for academic affairs who will provide a hearing conducted in accordance with regulations issued by the Secretary of the U.S. Department of Education. In addition to a written challenge, students may also file a written explanation of any material contained in their records; such statements will automatically become a permanent part of the record challenged. Brenau reserves the right to deny such requests for review and correction if made for frivolous or malicious purposes. The decision of the provost and vice president for academic affairs as to the appeal of the student shall be made in writing within 45 days of the conclusion of the hearing. The student may file appeals from unfavorable decisions of the provost and vice president for academic affairs to the Family Educational Rights and Privacy Act Office in the U.S. Department of Health and Human Services in Washington, D.C.