Navigating the Office of the University Registrar at Clark Atlanta University

Clark Atlanta University, like all institutions of higher education, maintains records of its students' academic progress and personal information. The Office of the University Registrar plays a central role in managing these records, ensuring their accuracy and security, and providing essential services to students, faculty, and alumni. This article provides a comprehensive overview of the key functions and services offered by the Office of the University Registrar at Clark Atlanta University.

Core Responsibilities of the University Registrar

The University Registrar is responsible for a wide array of academic and administrative tasks. The University Registrar coordinates and posts to BannerWeb class schedules, student course registration, and enrollment verification. These responsibilities include:

Maintaining Academic Records: The office oversees the creation, maintenance, and security of student academic records, ensuring their integrity and compliance with relevant regulations.
Managing Registration: The office manages the registration process, which results in a student's schedule of classes for a specific term and ensures the student has properly reserved a seat in a set of courses, including course selection, enrollment, and drop/add periods.
Issuing Transcripts: The office processes requests for official and unofficial transcripts, providing students and alumni with certified records of their academic history.
Verifying Enrollment: The office provides enrollment verification services to students and third parties, confirming students' current enrollment status.
Overseeing Graduation: The office manages the graduation process, including verifying degree requirements, processing graduation applications, and awarding diplomas.
Ensuring FERPA Compliance: The office ensures that all operations comply with the Family Education Rights and Privacy Act (FERPA), protecting the privacy of student educational records.

Registration Procedures

All students are required to complete registration before classes begin. Students must use the BannerWeb student self-service registration page to register for all classes. Students must confer with the department chair or advisor to select a set of courses. The student must register for courses by the end of the late registration period (drop/add) as defined in the University’s Academic Calendar.

Semester Schedules

The fall semester usually begins in late August and ends in mid-December. The spring semester usually runs from mid-January to early May. The Clark Atlanta University hosts a Summer Session which is available to students taking courses to make up deficiencies or to accelerate progress to completion of their degrees.

Drop/Add and Withdrawal Policies

Students will have the opportunity to drop and/or add courses at the beginning of each term during the specified dates. The last day for Drop/Add Period is specified in the University’s Academic Calendar. Course adjustments after this date shall not be permitted. After this period students are allowed to withdraw from courses through the end of the withdrawal period as listed in the University's Academic Calendar.

Student Privacy and FERPA

Release of information is governed by the guidelines of the Family Education Rights and Privacy Act (The Act). Clark Atlanta University, like other institutions of higher education, accumulates and maintains records concerning the characteristics, activities and accomplishments of its students. Because the University recognizes students' right of privacy, a policy regarding the confidentiality of the information which becomes a part of their permanent records and governing the conditions of its disclosure has been formulated and adopted.

Directory Information

The information listed below is considered "directory information" and may be released without permission from students. Students, however, do have the right to direct that any request must be filed in writing with the Office of the University Registrar. Students who desire that any or all of the above information not be released must complete a Request to Prevent Disclosure of Information Form in the Office of the Registrar within five (5) working days after the close of the official registration period. All other information is considered confidential and may be released only under specific conditions.

Information Release Protocols

Telephone Requests: In response to telephone requests, the University releases only students' enrollment status and previously published directory data. If callers require additional data, students must provide written authorization for release of such information.

Faculty Requests: Faculty will be granted access to students' academic records for the purpose of advisement and related matters.

Parent or Guardian Requests: The Act governs release of data to parents and guardians.

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Transcripts: Official and Unofficial

An academic transcript is a record of the student's academic history while matriculating at Clark Atlanta University.

Official Transcripts

The official transcript is a record of a student's academic history. It bears the signature of the Registrar, the official seal of the University, and a release of information statement. Students may request official transcripts to be sent to colleges, universities, places of employment, and approved institutions. The Office of the University Registrar processes all requests within 5 - 10 business days; however, some requests may take longer to process due to other factors. Consistent with the provisions in the FERPA act, all requests will be processed within 31 days from the date of receipt.

Unofficial Transcripts

The unofficial transcript for internal distribution and student use is a true copy of the student's official academic record. It does not contain the Registrar's signature or the University seal. A currently enrolled student may print an unofficial copy of his/her transcript utilizing the BannerWeb student self-service student-records page. The Office of the University Registrar processes all requests within 5 - 10 business days; however, some requests may take longer to process due to other factors. In accordance with FERPA, all requests will be processed within 31 days from the date of receipt.

Transcript Holds

Students with outstanding financial obligations to the University or with delinquent Perkins Loan payments may be denied release of an academic transcript.

Electronic Transcripts

Official Transcripts (Electronic)Most prior students may order an official or unofficial electronic transcript by accessing the Parchment eTranscript system. If you are a prior student and do not have your 900# (Student ID). If you send an official transcript to yourself, and forward it to the requestor, the transcript is no longer considered official.Transcript transmission takes approximately 30 minutes. Some students who attended prior to the year 2000 may not have an eTranscript available.

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Updating Student Information

Every student is responsible for notifying the Office of the University Registrar of any change of name and address. Failure to do so can cause serious delay in the handling of student records and in notifying students in emergencies. Currently enrolled students may update their address online using the BannerWeb student self-service personal information page. Non-enrolled students must submit a written request and only the student has the authority to change his/her address. Name-change requests must also be submitted in writing and be accompanied by official documentation of the change. This documentation may be two of the following: marriage license, social security card, or official legal disposition of the change.

Cross-Registration Opportunities

Clark Atlanta University offers cross-registration opportunities for students to take courses at other institutions within the Atlanta University Center (AUC) and through the Atlanta Regional Consortium for Higher Education (ARCHE).

AUC Cross-Registration

Undergraduate students of Clark Atlanta University may cross-register for courses at all the AUC schools with the exception of Morehouse School of Medicine. Graduate students of Clark Atlanta may cross register for courses at Morehouse School of Medicine. All students wanting to cross-register must complete a “Cross- Registration Form,” specifically indicating the subject/course to be taken at the "host" institution. Once the form is complete, the student must get the approvals of his/her advisor and other required signatures as indicated. The student must then turn it in to the Office of the University Registrar in order to be registered for the class. All cross-registration forms must be submitted by the end of the Drop/Add Period each term. Cross-registration occurs on a space-available basis. Each participating institution gives its students priority in the cross-registration process. In cases where courses are required for completing major and/or graduation requirements, efforts are made to enroll students from the other institutions. A student is expected to take University Core or General Education requirements at the home institution. (Note: The home institution is defined as the institution where the student is principally enrolled. The academic regulations and codes of conduct of the host institution apply to students participating in the cross-registration program.

ARCHE Cross-Registration

Students from colleges and universities outside the AUC may take both undergraduate and graduate courses at Clark Atlanta University through the Atlanta Regional Consortium for Higher Education (ARCHE) affiliation. These students must apply for ARCHE cross-registration through their "home" institution. Their "home" institution must approve this application before they will be allowed to register at Clark Atlanta. This application must show evidence that the student has completed the appropriate prerequisites for the courses to be taken at CAU. It is the responsibility of the student to secure acceptance at his/her home institution for the transfer of academic credit. Once students submit the application to their "home" institution, the application is forwarded to CAU for acceptance and registration. A Clark Atlanta University student may cross-register at a participating ARCHE school. The Clark Atlanta student must follow the same guidelines as stated above. An ARCHE school has the right to deny cross-registration to any CAU student based upon the rules and regulations governing their registration and enrollment. Institutions belonging to the ARCHE Consortium allow their students to cross-register for courses at other ARCHE colleges and universities on a space-available basis at the end of host institutions’ registration periods. For students' approved to cross-register for courses at host institutions, the school of matriculation remains the students’ home institution. Cross-registration requires a recommendation from of the home institution and the approval of the designated representative of the host institution. To be eligible for ARCHE cross-registration, students must be in Good Academic Standing, be financially enrolled, and be approved to register by the Chief Academic Officer at their home institutions.

Credit by Examination

Clark Atlanta University awards credit to students who achieve satisfactory scores on the Advanced Placement Program (AP), College Level Examination Program (CLEP), and the International Baccalaureate Program (IB). Students may earn a maximum of forty-five (45) credits toward a Clark Atlanta University baccalaureate degree by examination through these programs. Note: Total transfer credit, transient credit, and credit by examination cannot exceed ninety (90) credits.

Advanced Placement (AP)

Students may be awarded a maximum of thirty (30) degree credits for the College Board's Advanced Placement tests. There is no charge to students for the award of AP credits. Students’ academic transcripts will indicate the AP tests taken, the actual scores, and the Clark Atlanta University courses for which AP credit was awarded. However, the University Registrar will not post final letter grades to students’ academic transcripts for courses for which AP credit has been awarded and are not included in calculating students' cumulative GPA’s.

International Baccalaureate (IB)

Students may be awarded a maximum of thirty (30) degree credits for achieving a minimum score of four (4) for Higher Level (HL) IB examinations at the secondary level. There is no charge to students for the award of IB credits. Students’ academic transcripts will indicate the courses for which IB credit was awarded. However, the University Registrar will not post final letter grades to students’ academic transcripts for courses for which students have been awarded IB credit and are not included in calculating students' cumulative GPA’s.

College Level Examination Program (CLEP)

Clark Atlanta University awards degree credit to students for CLEP Subject Examinations, but not for CLEP General Examinations. Students may earn a maximum of twelve (12) credits in any one academic discipline for CLEP examinations. There is no charge to students for the award of CLEP credits. The University Registrar will not post final letter grades to students’ academic transcripts for courses for which students have been awarded CLEP examination credit and are not included in calculating students' cumulative GPA’s. Students seeking to obtain CLEP credit should forward their scores to the Director of Admissions. Transfer students who have previously received degree credit for CLEP Subject Examinations must submit their original CLEP examination score reports to Office of Student Recruitment and Admissions for evaluation at the same time as they submit other transfer courses for evaluation.

Leave of Absence and University Withdrawal

Students who are in Good Academic Standing may be approved for a leave of absence from the University for a period not to exceed two (2) academic terms. The student must submit a Petition for an Official Leave of Absence form to the Executive Director of the Center for Academic and Student Success (CASS). Students who enroll in courses at another institution of higher education during an Official Leave of Absence must receive prior approval for transient status per the University’s Transient Policy. Official transcripts for courses completed in transient status during the student’s Official Leave of Absence must be filed with the Office of the University Registrar not later than the end of the academic term in which the student returns to the University.

Under exceptional circumstances (e.g., medical or family emergencies), students may need to withdraw from the University. or Chair of the student’s major department, 6. School Dean, 7. the Executive Director of the CASS, 8. The University Registrar will include the completed University Withdrawal Form with the student’s academic records. The date the student notifies the University of his/her desire to withdraw from the University is the student’s official date of withdrawal from the University. If the student has received support from Federal Title IV Financial Aid programs for the term in which the student is withdrawing, the official date of withdrawal from the University must be used to determine any required "Return of Title IV” funds to the Department of Education and the student’s remaining financial obligation to the University.

Graduation and Academic Honors

Diplomas are not released to students until all grades (including transfer/transient grades) and test scores have been posted to the transcript. Those students who are eligible to apply for graduation will be notified by the University Registrar. Upon receipt, the University Registrar completes a final review of the student’s signed and dated Application for Graduation form and supporting documentation and officially notifies the student whether or not he/she is cleared for graduation and award of the student’s degree or certificate.

Dean's List

The names of full-time students achieving a minimum 3.25 GPA in a minimum of 12 credit hours during an academic term/semester, with no grade below “C,” no incomplete (“I”) grades, and no withdrawals are placed on Dean’s List.

Latin Honors

In recognition of superior scholarship, the faculty of Clark Atlanta University approves candidates for undergraduate baccalaureate degrees to receive Latin Honors. Latin Honors are based on cumulative grade point averages and semester hours earned fall semester prior to spring commencement. Only grades earned at Clark Atlanta University will be used in the GPA calculations for awarding Latin Honors.

Contact Information

Current students, please refer to Student Processes & Forms for detailed instructions on ordering transcripts. Official and Unofficial Transcripts (Electronic)Most prior students may order an official or unofficial electronic transcript by accessing the Parchment eTranscript system. If you are a prior student and do not have your 900# (Student ID). If you send an official transcript to yourself, and forward it to the requestor, the transcript is no longer considered official. Transcript transmission takes approximately 30 minutes. Some students who attended prior to the year 2000 may not have an eTranscript available.

GibsonUniversity Registrar(404) 880-8097

Mrs. Martha HendersonAssociate Registrar - Academic Compliance / Graduate Graduation Coordinator(404) 880-8929

Ms. Anya JamesAssociate Registrar - Systems Management(404) 880-6798

Mr. Brodrick WalkerAssistant Registrar - Academic Compliance and Certification / VA Representative(404) 880-8100

Mr. Asanga Arampath MudiyanselageSystem Administrator (404) 880-8010

Ms. Deonica BanksAcademic/Undergraduate Graduation Coordinator(404) 880-8222

Ms. Destini BurtonData Processing Specialist(404) 880-8357

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