Lansing Community College
Procedure Details

Procedure Title: Educational Record Verification
Procedure #: RO.030
Revision #: 000

Unit Responsible: Registrar’s Office
Individual Responsible: Registrar

Effective Date: 08/16/2024
Initial Approval Date: 08/16/2024
Last Review/Update Date: 08/16/2024
Next Review Date: 08/01/2027

*Does this procedure support a Board Policy? Yes
If yes, identify: 3.030 - Academic Records

Board policies can be found at: LCC Board of Trustees Policy Page

*Does this procedure support HLC criteria? Yes
If yes, identify: 2A, 4A, and 5A

HLC Criteria can be found at: HLC Accreditation Criteria

*Does this procedure support a State or Federal Regulation? Yes
If yes, identify: Family Educational Rights and Privacy Act (FERPA)

*Note: Standard Operating Procedures should be in furtherance of some LCC policy and/or accreditation criteria, even if the relationship is not direct. Assistance in determining this information can be obtained from the Academic Procedure Advisory Committee (APAC) and/or the Accreditation Liaison Officer.

Educational Record Verification, BP 3.030

1. Purpose

This procedure documents the process for handling grades that have not been recorded once a course has ended and the deadline for recording grades has passed.


2. Scope

Applies to all students with an educational record, the Registrar’s Office, Financial Aid, and the Office of Student Compliance. 


3. Prerequisites

Pursuant to FERPA, a signed Release of Information (ROI) must be on file, or accompanying the request if initiated by a third-party requestor, before LCC can verify an educational record. LCC will evaluate all requests and ROIs for authenticity before releasing any information.

LCC is not able to verify enrollment for a particular semester until after the end of the 50% refund period for that semester.

4. Responsibilities

  • Faculty: Responsible for submitting grades and, if necessary, Grade Change forms.
  • Academic Departments: Responsible for running the null grade report and NR grade reports and working with Faculty to ensure that grades are submitted.
  • Divisional Offices: Responsible for overseeing Academic Departments in working with Faculty to ensure that grades are submitted.
  • Registrar’s Office: Responsible for overseeing this procedure, running data integrity reports, communicating with Divisional Offices, and Academic Departments as appropriate, and ensuring that all grades are recorded on the student’s academic record.


5. Procedure

  1. Student or third party submits a request in writing to the Registrar’s Office. Student can submit the Verification Request form, or the third party may submit their own form, which may require an ROI.
  2. Registrar’s Office staff verifies that the request and ROI are legitimate, and determines which area needs to fulfill the request. 
    1. Registrar’s Office staff forwards the request to the Office of Student Compliance, corresponding academic department, or Financial Aid to fulfill the request if it requires verification by those areas.
  3. Registrar’s Office staff verifies or provides the requested information about the student’s educational record.
  4. Registrar’s Office staff sends the verification to the indicated recipient.
  5. A note is made in the student’s educational record in the College student information system to document that the verification request has been fulfilled, and to whom it was sent.
  6. A completed copy of the request is maintained by the Registrar’s Office in accordance with LCC’s Retention Schedules. 

 

6. Reference


7. Definitions

Educational Record, as defined by FERPA