Welcome to the Office of the Registrar!
The Office of the Registrar supports teaching and learning at the Alabama College of Osteopathic Medicine by maintaining the integrity of academic policies and student information systems. The Registrar is the steward of ACOM’s student records from application to degree conferral in perpetuity. The Office of the Registrar is responsible for recording the academic progress and accomplishments of its students. It is the only office authorized to issue official transcripts. Additionally, the Office of the Registrar coordinates services in the areas of course information, grading, degree progress, certification of enrollment, attendance of students, degrees awarded, and protection and release of academic records. Delivering exceptional services to students and faculty is of utmost importance and among the Office of the Registrar’s top priorities. The office actively seeks ways to effectively communicate and inform students of their rights, responsibilities and procedures. As a service oriented office, in addition to providing efficient and prompt access to information, this office coordinates student and faculty activities pertaining to administrative matters that are within the scope of its areas of responsibility.
Forms, Notices and Policies
ACOM’s Office of the Registrar provides forms related to student information that may be useful to current and prospective students. If you have a question about a form or do not see the form you need, please contact the Registrar at (334) 699-2266 or at firstname.lastname@example.org.
ANNUAL NOTIFICATION OF RIGHTS UNDER FERPA
Alabama College of Osteopathic Medicine
The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) affords students certain rights with respect to their education records. They are as follows:
The right to inspect and review education records within 45 days of the day Alabama College of Osteopathic Medicine receives a request for access.
Students may request to inspect records by completing a Request to Review Education Records form. Completed forms must be sent to the Registrar’s office to make pertinent arrangements. The Alabama College of Osteopathic Medicine must provide the records for review within 45 days of receipt of request. ACOM is not required to provide access to records of applicants for admission who are denied acceptance or who, if accepted, do not attend.
The right to request amendment of education records that students believe are inaccurate or misleading.
Students may challenge information in their educational records that they believe to be incorrect, inaccurate, or inappropriate. This challenge must be made in writing and must be submitted to the appropriate records custodian within one year of the term of the records in question. The records custodian must decide within a reasonable period of time as to whether corrective action is warranted and must provide written notification to the student and the Registrar of any corrective action approved. Students who are not provided full resolution sought by their challenge must be referred to the Dean of Student Services, who will inform them of their right to a formal hearing. All requests for a formal hearing must be made in writing to the Dean, and the Dean of Student Services.
The right to provide written consent before ACOM discloses personally identifiable information contained in education records, except to the extent that FERPA authorizes disclosure without consent.
Alabama College of Osteopathic Medicine may disclose, without consent, “directory” information. The College has declared the following information to be “directory”: name, address, telephone listing, date of birth, major field of study, dates of attendance, degrees and awards received, photographs, educational institutions attended, enrollment status, anticipated graduation date, class level, and e-mail address. Students have the right to request that the school refrain from disclosing some or all directory information. This will prevent ACOM however, from printing your name in certain publications (i.e. commencement program) or disclosing directory information requested by third parties including spouses and parents. A student can complete a “Request to Prevent Disclosure of Directory Information” form and submit to the Registrar’s office.
The following exceptions permit disclosure without consent:
- School officials with legitimate educational interest*;
- Other schools to which a student is transferring;
- Specified officials for audit or evaluation purposes;
- Appropriate parties in connection with financial aid to a student;
- Organizations conducting certain studies for or on behalf of the school;
- Accrediting organizations;
- To comply with a judicial order or lawfully issued subpoena;
- Appropriate officials in cases of health and safety emergencies;
* “School officials with legitimate educational interest” are those officials who are performing a task specified in his or her position description or by a contract agreement, performing a task related to a student’s education, or performing a task related to the discipline of a student. Alabama College of Osteopathic Medicine has determined that the following school officials have legitimate educational interests: counselors, instructors, preceptors, contractors, site directors, site coordinators, administrators, board of directors, professional and clerical staff who directly relate to the administrative tasks of the College, College law enforcement officials, College attorneys, the National Board of Osteopathic Medical Examiners (NBOME), and students who serve on certain College committees.
The right to file a complaint with the U.S. Department of Education concerning alleged failures by the Alabama College of Osteopathic Medicine to comply with the requirements of FERPA.
Complaints regarding FERPA may be made with the following agency:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW Washington, D.C. 20202-5920
Phone: 1-800-USA-LEARN (1-800-872-5327)
Upon completion of all of the matriculation requirements, a prospective student will be deemed ready for registration. No earlier than two weeks before the beginning of each term, the student will be registered by the Registrar according to the student’s academic plan. Students who do not wish to be registered for courses at ACOM during a particular term must submit a written request to the Associate Dean of Student Services prior to the first day of the term. Students who are unaccounted for by the census date without prior authorization will be dropped from previously registered courses.
Name changes should be directed to the Office of the Registrar and will only be recorded when there is sufficient evidence supporting the name change. Students must fill out a Change of Name and Contact Information Request Form and provide one of the following documents showing the change of name:
- Marriage license,
- Court order,
- Social security card, or
- Driver’s license
Changing Contact Information
Each student is responsible for maintaining accurate and up-to-date contact information in their ACOM academic record. A student may update their current and permanent addresses and other contact information by submitting to the Registrar’s Office a Change of Name and Contact Information Request Form. Students may also update their address via self-service or by submitting a written request via email to the Registrar’s Office at email@example.com using their ACOM issued email account ONLY.
Students may view their unofficial transcript on line. Additionally, requests for official transcripts may be placed via self-service through our secure ACOM Portal. Former students may place a request by filling out a Release of Information Request Form and submitting it to the Registrar’s Office. Forms may be mailed, emailed or faxed to the Registrar’s Office, as long as all required sections are completed. Students may elect to pick up requested transcripts. Additional documents may also be included at the student’s request.
Prospective and current students seeking verification of enrollment letters for financial aid reasons may submit a written request to the Office of Financial Aid. Prospective and current students seeking a verification of enrollment letter for reasons other than Financial Aid may submit a Release of Information Request Form to the Registrar’s Office.
Requests for Letters of Recommendation
Students may request that letters of recommendation be written on their behalf from Faculty and Staff members. Requests must be made in writing and submitted to the Faculty or Staff member in question. All sections of the Release for Letter of Recommendation must be completed and the information to be included in the letter must be clearly stated/specified.
A student who is considering withdrawing from ACOM should first contact the Associate Dean of Student Services to discuss their situation and determine whether alternatives to withdrawal are available.
Prior to withdrawing from the College, the student should schedule and attend exit interviews with Registrar, Bursar, and Financial Aid Office representatives. A student who withdraws from ACOM is solely responsible for determining the impact, if any, of withdrawal upon their academic record, charges, and financial aid.
A student who elects to withdraw must submit to the Associate Dean of Student Services or designee a letter of resignation along with any additional documentation that is requested.
- The official withdrawal date is determined by the Registrar’s Office. A student’s withdrawal date is the student’s last date of attendance at a documented academically related activity.
- A student who withdraws prior to the completion of one or more courses will receive a grade of “W” or “Withdrawal” for each course in which they are enrolled at the time of withdrawal.
- A student Direct Loan borrower who is graduating, leaving school, or dropping below half-time enrollment is required to complete exit counseling. Please visit https://studentloans.gov to complete the U.S. Dept. of Education’s online Exit Counseling, and contact the Office of Financial Aid for more information.
- If a student withdraws, the student and/or the College may be required to return a portion of any federal financial aid received. If ACOM is required to return unearned aid to any federal Title IV program, the student will be responsible for payment of any balance that becomes due to the College.
- A student who owes a balance to ACOM may have a hold placed on their account by the Bursar, and the College may withhold all records pertaining to the medical student’s attendance.
- Refunds of tuition are made in accordance with the Tuition Refund Policy. Please contact the Bursar’s Office for more information.