Navigating Transcript Requests at Calhoun Community College: A Comprehensive Guide

Calhoun Community College provides accessible higher education while adhering to the Alabama Community College System (ACCS) regulations. The Office of Admissions and Records is responsible for interpreting and implementing ACCS policy as well as federal, state, and local laws and policies regarding admission of students to the College and maintenance of academic records. This article will provide a comprehensive overview of how to navigate transcript requests at Calhoun Community College, covering everything from application policies to sending your official Calhoun transcript to another institution.

Understanding Calhoun's Admission Policies

Calhoun Community College maintains an admissions policy that provides higher education for individuals who meet minimum admission requirements as set forth by the Alabama Community College System (ACCS). Admission to the College does not guarantee entrance to a particular course or program. Some programs have specific admission requirements. To apply, you'll typically need:

A Calhoun Community College application for admission.
An official final high school transcript with proof of graduation or GED®. Students with an associate degree or bachelor’s degree are not required to submit a high school transcript.
Official college transcripts (if applicable). Students who have achieved a minimum of an Associate’s degree from an accredited college or university are only required to submit from the degree granting institution unless seeking a degree from Calhoun Community College. *NOTE: All college transcripts are required for transfer credit or students applying for financial aid.

There are two types of admission statuses: unconditional and conditional. Students who have submitted all required documentation will be admitted under unconditional status. Students who have not submitted official transcripts will be admitted under conditional status. Failure to provide documentation by the end of the first semester of enrollment will prevent a student from future registration and official transcript release. Students with a conditional admissions status are not eligible for federal financial aid.

Types of Students

Calhoun caters to a diverse student body. Here's a breakdown of different student types and their specific requirements:

First Time Freshman: A student who has not previously attended any college after high school graduation or completion of a GED. First-time college students may be conditionally admitted pending receipt of official final high school transcripts. Failure to submit official transcript with posted graduation date by the end of the first semester of enrollment will prevent future registration and release of official Calhoun transcripts.
International Student: Required to send an official copy of their high school/college academic transcript (translated in English) that includes grades and completion date accompanied by the leaving certificate. Additionally, official transcripts from any other college or university the international student has attended must be submitted.
Transfer Student: Switching to Calhoun from another college.
Transient Student: Attending another college and wanting to take some classes at Calhoun.
High School Student: Interested in earning college credit.
Returning Calhoun Student: Who wants to start back.
Non-Degree Seeking Student: Who just wants to take classes.

Residency and Tuition

Residency status must be determined upon admission. In determining resident student status for the purpose of charging tuition, the burden of proof lies with the applicant for admission. The institution may request proof that the applicant meets the stipulations for in-state residency. A student’s residency status will be presumed for one full academic year of his/her most previous enrollment unless there is evidence that the student subsequently has abandoned resident status (for example, registering to vote in another state). A student failing to re-enroll within one full academic year must establish eligibility upon re-enrollment. The out-of-state tuition rate is determined by the Alabama Community College System.

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To qualify for in-state tuition, a student must meet one of the following criteria:

Has resided in the State of Alabama for at least 12 continuous months immediately preceding application for admission.
Is a minor whose parents, parent, or legal guardian has resided in the State of Alabama for at least 12 continuous months immediately preceding application for admission. Supporting Person: Either or both parents of the student, if the parents are living together, or if the parents are divorced or living separately, then either the parent having legal custody or, if different, the parent providing the greater amount of financial support. Determination of eligibility for in-state tuition shall be made by the institution by evaluating the presence or absence of connections with the State of Alabama.
Has graduated from an Alabama high school or has obtained a GED in the State of Alabama within three years of the date of his/her application for admission in accordance with the requirements set forth in the Code of Alabama.
The student or the person(s) supporting the student is a full-time permanent employee of the institution at which the student is registering.
The student or the person(s) supporting the student can verify fulltime permanent employment in Alabama and will commence said employment within 90 days of registration.
The student or the person(s) supporting the student is a member of the United States military on full-time active duty stationed in Alabama under orders for duties other than attending school, as required by ACT 2013-423
The student or the person(s) supporting the student is an accredited member of a consular staff assigned to duties in Alabama.
The student or the person(s) supporting students resides in one of the following Tennessee counties: Franklin, Giles, Lawrence, Lincoln, Marshall, Moore, or Wayne.

Students initially classified as ineligible for resident tuition will retain that classification until they provide documentation that they are eligible for instate tuition. Requests for in-state tuition must be submitted to the Office of Admissions and Records, and the Registrar will determine whether or not a student is eligible to pay the in-state tuition rate. The in-state tuition rate is established by the Alabama Community College System.

Requesting Your Calhoun Community College Transcript

Calhoun Community College has retained Parchment Services to accept transcript orders over the Internet. **Please note Parchment Support does not take orders by phone. Current students are active students and those enrolled for 18 or more months. A former student is a student who has not been enrolled for 18 or more months. Use this Link to check the status of your transcript request.

When are Official Transcripts Required?

Official transcripts must be submitted when:

You are first applying to Calhoun.
You complete courses that you want to transfer as credit from another college or university while you are currently attending Calhoun.
Applying for dual enrollment or applying to take classes at Calhoun as an incoming Freshman must submit a high school transcript.
Must submit a high school transcript and transcripts from any other college or university where they have taken classes.
And want to take one or more classes at Calhoun must submit their high school transcript and transcript from their home institution. If a student has attended more than one college or university and wants credits to transfer for these courses, an official transcript must be submitted from each institution.
Must provide an official transcript with final grades to the Calhoun Registrar’s office.
Are only required to submit the official transcript from the degree-granting institution. If you wish to have transcripts evaluated for transfer credit, submit all official transcripts from previously attended institutions to the Office of Admissions & Records.
Are required to send an official copy of their high school/college academic transcript (translated in English) that includes grades and completion date accompanied by the leaving certificate. Additionally, official transcripts from any other college or university the international student has attended must be submitted.

You should also request an unofficial copy be sent to yourself for advising purposes.

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What Constitutes an Official Transcript?

A transcript is considered official if:

It is sent electronically by your high school or college/university using Parchment or another transcript delivery service.
It is hand-delivered in an originally sealed envelope.

Additional Information

GED Transcripts and Diplomas

If you have already taken and passed the GED test, here are instructions for obtaining duplicate transcripts and diplomas. Carefully read and follow instructions. Pay $15 with a debit or credit card. Questions?

Career Opportunities at Calhoun

Join the Calhoun team and enjoy a dynamic and supportive work environment dedicated to your professional growth. Explore our exciting career opportunities and learn how to become a part of our passionate team committed to excellence in education and service to our students and community. Your application MUST be completed in its entirety in order to be given full consideration. This includes all degrees awarded, institutions attended, work history, and credentials. “See Resume” will not be accepted in lieu of application completion. Incomplete applications will be disqualified. Please complete each item thoroughly. Resumes are a required attachment, but not a substitute for the completion of the application. List each employer and/or position held separately. Be sure to include your duties for each position when you worked for one employer and held more than one position. As you describe your work history, make sure you highlight your competencies (knowledge, skills, abilities, and work behaviors) which demonstrate your qualifications for the position for which you are applying. Once the application has been submitted to a particular posting, NO additional changes to the application can be made. Please be absolutely sure everything is completed and attached before final submission. After twenty-four hours you may submit a revised application. The most recent complete application will be advanced to the hiring agent. References, including names, contact information, and relationship, are required at the time of application. You must include professional references only; preferably past or current supervisors.

Unofficial transcripts from institutions granting credit relevant to the requirements of the position MUST be electronically attached to your application to be considered for interview. Documentation of required educational requirements stated in the vacancy notice must be electronically attached to your application to be considered for an interview. NOTE: Copies of college diplomas or other grade reports will not be accepted as unofficial transcripts. IMPORTANT! Copies of college diplomas or other grade reports will not be accepted as unofficial transcripts. IMPORTANT! To qualify as official, transcripts should be issued directly from the institution to Calhoun Community College Human Resources Office authorized representative. If your qualifying degree is from an institution outside the United States, you must submit an international degree evaluation consisting of a course-by-course analysis for that degree prior to being considered for an interview. Upon hire, an official course-by-course analysis should be issued directly from the evaluator to Calhoun Community College Human Resources Office representative authorized to accept transcripts. institution, an evaluation of any lower-level degrees from international institutions is not required unless needed to set pay level.

FERPA and Student Records

Calhoun Community College complies with the provisions of the Family Educational Rights and Privacy Act (FERPA) of 1974 as amended. FERPA sets forth the requirements pertaining to the privacy of student records. When a student attains the age of 18 or is attending an institution of postsecondary education, the permission or consent required of and the rights afforded to the parents of the student shall thereafter only be required of and afforded to the student. Responsibility for protection of the privacy of educational records rests primarily with the Director of Admissions/Registrar of the College.

FERPA affords students certain rights with respect to their educational records. The right to review their educational records with certain exceptions. Students and former students may present a valid photo identification card and complete a written request form to review their records. The College may delay a record review up to 45 days if circumstances so dictate. Record reviews are conducted in the Office of Admissions & Records, Chasteen Student Services Center, Decatur Campus. The right to request the amendment of the student's educational records that the student believes is inaccurate or misleading. The student should submit to the Director of Admissions/Registrar a written statement which identifies the part of the record they want changed, why it should be changed, and any documentation to support the request. The student will be notified in writing of the decision to amend or not to amend. It should be noted that directory information is used to verify a student's enrollment with insurance agencies, banks, employers, etc., unless prohibited in writing by the Authorization to Release or Withhold Information form.

FERPA has established rules that allow some personnel and agencies to have access to students' records without their written consent. Officials of other institutions at which the student seeks or intends to enroll, provided the institution makes a reasonable attempt to inform the student of the disclosure, unless the student initiates the transfer or the annual notification of the institution includes a notice that the institution forwards education records to other institutions at which the student seeks or intends to enroll have requested the records. Organizations conducting studies for or on behalf of education agencies or institutions to develop, validate, and administer predictive tests, to administer student aid programs, or to improve instruction. Such organizations are not to disclose personally identifiable information of students. Persons in compliance with a judicial order or lawfully issued subpoena provided that the institution makes a reasonable attempt to notify the student in advance of compliance. An institution may not provide advance notice of subpoena compliance if the subpoena is issued by a federal grand jury or for law enforcement purposes provided the subpoena orders the institution not to disclose the existence or contents of the subpoena. Our institution is not required to obtain a subpoena to produce education records of a student if the institution is sued by the student or takes legal action against a student. Additional instances may occur where the college is required by law to release information.

Current and recently enrolled students may directly access the Transcript Plus order form through their MyCalhoun student portal. The Office of Admissions and Records does not release official transcripts from other institutions.

Class Attendance and Withdrawal

Class attendance is regarded as an obligation as well as a privilege. Absences disrupt a student’s orderly progress in a course and significantly diminish the quality of group interaction in class. There is also a high correlation between the number of absences and the final grade. Although an occasional absence may be unavoidable, it in no way excuses a student from meeting the requirements of the course. Participation in an institution-sponsored activity is not regarded as an absence. All students are still responsible for preparing all assignments for the next class and for completing work missed. Students should refer to the individual course syllabus for additional information on the College’s standard absence policy.

Students may withdraw from class or the College prior to the last day of withdrawal periods for the semester or term, as published in the printed College schedule. To withdraw from class or the College, students must withdraw using MyCalhoun. Students who withdraw prior to the deadline will be assigned a grade of “W”. However, a grade of “F” will be assigned to students who fail to satisfactorily complete the requirements of a course or who voluntarily discontinue class attendance and fail to follow the College’s official withdrawal procedure.

Student Privacy and Information Release

The Family Educational Rights and Privacy Act (FERPA) is a federal law that affords parents the right to have access to their children’s education records, the right to seek to have the records amended, and the right to have some control over the disclosure of personally identifiable information from the education records. When a student turns 18 years old, or enters a postsecondary institution at any age, the rights under FERPA transfer from the parents to the student (“eligible student”). Students may authorize a release of information to their parent(s) or guardian(s) using the Authorization to Release Information Form (FERPA) (Electronic).

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