Navigating Student Records Requests at Mitchell Hamline School of Law

Mitchell Hamline School of Law understands the importance of accessible and secure student records. This article provides a comprehensive guide to understanding how to request transcripts, diplomas, and review your educational records at Mitchell Hamline. It also covers crucial aspects of student data privacy as governed by FERPA.

Transcript Requests: Your Gateway to Academic History

The Mitchell Hamline Office of the Registrar facilitates the process of obtaining official academic transcripts. Mitchell Hamline has partnered with Parchment.com to streamline transcript orders.

Types of Transcripts and Associated Fees

Electronic Transcripts: A fee of $6.50 is applicable for each electronic transcript.
Paper Transcripts: Regular paper transcripts are provided free of charge.
Rush Paper Transcripts: For same-day, in-person requests, a $15 fee applies. Payment for rush transcripts must be made in cash or by check.

Processing Times and Important Considerations

Please allow two business days for transcript requests to be processed.
Transcript requests are processed as they are submitted and are not held for final grades or degrees to be awarded. In-progress courses will appear on the transcript with an "NR" designation, indicating that the grade has not yet been recorded.
The Office of the Registrar does not issue unofficial transcripts.
Students without Workday access can utilize the Unofficial Transcript Request form (Google Doc).

Transcripts for Former HECUA Students

As of December 31, 2021, the Higher Education Consortium for Urban Affairs (HECUA) ceased operations. Hamline University now houses the academic records of students who participated in HECUA programs due to Hamline University being a partner and consortium member. Former HECUA students needing copies of their transcripts can request them through the Registration and Records office at Hamline University. The request form requires your signature.

Transcripts for Former Hamline University School of Law Students

Academic files and coursework for students who completed enrollment at Hamline University School of Law prior to December 2015 and did not attend Mitchell Hamline in January 2016 are recorded by Hamline University. Transcripts for these students must be ordered through Hamline University.

Replacement Diplomas: Honoring Your Achievement

Alumni of Mitchell Hamline School of Law and William Mitchell College of Law can request a replacement diploma. To initiate the process, click the provided link and provide the necessary information about your credential. Diplomas are printed with the current institution name. Standard orders ship within two weeks of approval. If you are requesting a replacement diploma due to a name change, you must first submit a Change of Name or Directory Information form along with documentation of your legal name change.

Understanding Your Rights Under FERPA

The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law designed to protect the privacy and accuracy of educational records. It applies to all institutions that receive federal aid administered by the United States Secretary of Education.

Key Rights Afforded by FERPA

The right to inspect and review education records: Students have the right to access and review their educational records maintained by the institution.
The right to seek to amend education records: Students have the right to request a correction of records they believe are inaccurate or misleading.
The right to have some control over the disclosure of their education records: Institutions must obtain student consent before disclosing personally identifiable information from their education records, with certain exceptions.
The right to file a complaint: Students have the right to file a complaint with the Family Policy Compliance Office in Washington, D.C., regarding alleged violations of FERPA.

What Constitutes an Educational Record?

Educational records are defined as official records and files maintained by the school's offices. This includes, but is not limited to, transcripts, academic records, and disciplinary records. Personal files maintained by instructors or staff are excluded from coverage under this policy. Files maintained by the Security Department are confidential, except for incident reports, which may be viewed by the student involved in the incident and noted in crime statistics that must be published annually.

Accessing and Reviewing Your Educational Records

A student's request to review their records should be made to the administrator in charge of the office in which the records are on file, or to their designee. A student may request, in writing, an opportunity for a hearing to challenge the contents of their school record. A request should be made to the Dean or the Dean of Students.

Directory Information and Opt-Out Options

Directory information is personally identifiable information about students that the institution can release without prior written consent, unless the student has submitted a Directory Opt-Out Notice form to the Office of the Registrar. Federal law permits the disclosure of directory information about students without prior consent. Under ordinary circumstances, lists of students are not provided to individuals and/or organizations.

Record of Access

Students attending Mitchell Hamline School of Law have the right to know who has access to their records and the reason for that access. Accordingly, offices with students’ education records must maintain a record listing the names of all parties, other than school officials with a legitimate educational interest, who requested or obtained access to and/or copies of student records.

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Academic Policies and Procedures

Advanced Research and Writing (ARW) Requirement

Although students are encouraged to complete their Advanced Research and Writing (“ARW”) requirement through a seminar or other long-paper course, students may satisfy their ARW requirement by writing an independent long paper. The independent long paper option is permitted only in limited circumstances.

Summer Semester Credit Limits

Students may register for between 9 and 10 credits (between 9 and 12 credits for a full-time residency) in the summer semester with advance permission from the Vice Dean, Academic and Faculty Affairs. No student may register for more than 10 credits in the summer unless the student is doing a full-time summer residency. A student doing a full-time summer residency may register for up to 12 credits for the residency with the advance permission of both the Externship Director and the Vice Dean, though the final decision rests with the Vice Dean. An approved course petition does not guarantee a seat in a summer course.

Exceeding the 15 Credit Limit

Students wishing to exceed the 15 credit limit in fall or spring must submit a Petition to Exceed 15 Credit Limit PDF form.

School Officials and Legitimate Educational Interest

A school official may include a volunteer or contractor who performs an institutional service. Mitchell Hamline School of Law permits access to student records to school officials who have legitimate educational interest.

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