Registrar

Welcome to the Office of the Registrar!

The Registrar is responsible for maintenance of grades and transcripts; coordination of the academic calendars and registration schedule; interpretation, implementation and compliance with policies and procedures related to academic record-keeping as well as providing accurate individual and aggregate data to internal and external constituencies.  The Registrar can be reached via email at registrar@arcomedu.org or 479-308-2210.

Federal Educational Rights and Privacy Act

Student Records

Transcript Overview

Official Transcripts

Unofficial Transcripts

Change of Information

Checkout Procedures for Student Dismissal, Withdrawal, or Leave of Absence

Federal Educational Rights and Privacy Act (Annual Notice)

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 the Arkansas College of Osteopathic Medicine receives a request for access.

Students may request to inspect records by submitting a request in writing to the Registrar’s office.  ARCOM must provide the records for review within 45 days of receipt of the request.  ARCOM 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 to be 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 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 will be referred to the Associate Dean of Student Affairs, 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 of ARCOM.

The right to provide written consent before ARCOM discloses personally identifiable information contained in education records, except to the extent that FERPA authorizes disclosure without consent. ARCOM may disclose, without consent, “directory information.”  The COM defines the following as directory information:

  • Name
  • Address
  • Telephone number
  • Dates of Attendance
  • Enrollment Status
  • Degrees and Awards Received (including dates)
  • Officially Recognized Activities
  • Photographs
  • Educational Institutions Attended
  • E-mail Address

Students have the right to request that the school refrain from disclosing some or all directory information and can do so by notifying the Registrar’s Office in writing on, or prior to, the first day of classes.  Forms for this purpose are available in the Registrar’s Office and on the ARCOM website.  Students who request that their directory information not be released should understand that this will prevent ARCOM from printing their name in certain publications (i.e. commencement program) or disclosing directory information requested by third parties including spouses and parents.  In the event a refusal is not filed, ARCOM assumes that a student does not object to the release of the directory information designated.  Request for non-disclosure will be honored by ARCOM for only one academic year; therefore, authorization to withhold directory information must be filed annually.

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 students
  • 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/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. ARCOM has determined that the following school officials have legitimate education interests: counselors, instructors, preceptors, contractors, administrators, board of trustees, professional and clerical staff who directly relate to the administrative tasks of the COM, COM security officials, COM attorneys, the National Board of Osteopathic Medical Examiners (NBOME), and students who serve on certain COM committees.

The right to file a complaint with the U.S. Department of Education concerning alleged failures by the Arkansas 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)

 

Student Records

Student records are maintained in the Office of Student Affairs by the Registrar. The Family Educational Rights and Privacy Act (PL93-80) (FERPA), will govern the release of information for this record which contains the student’s name, social security number, transcript from ARCOM, transcripts and transcript evaluations from other educational agencies attended by the student, secondary school transcripts, scholastic aptitude, other standardized test scores, ARCOM admission application and general correspondence with the student. Letters concerning misconduct or disciplinary actions at ARCOM are made part of the student’s permanent record.

Students receive their grades electronically. The student may request to examine their permanent record by contacting the Registrar in the Office of Student Affairs: registrar@arcomedu.org,

Transcript Request from Students

Upon written request to the Office of the Registrar, a current or former ARCOM student or graduate may request a transcript. ARCOM reserves the right to deny the release of any transcript for reasons including but not limited to: not meeting financial obligations to ARCOM or its affiliates, not following the procedure set forth in the withdrawal/leave/exit process from ARCOM, and/or not returning ACHE and/or ARCOM issued items as requested.

Transcripts from previous institutions attended and other documents submitted during the admissions process to ARCOM are the property of ARCOM and will not be returned to the student or forwarded to a third party

Transcripts are issued by the Registrar.

Transcripts will not be issued for students who have any type of administrative hold on their record/account.

Official Transcripts

Official transcripts are printed on ARCOM security paper in partial color with Registrar’s signature, date, and official ARCOM seal. Any official transcript request must include the name and address of the person/institution to whom the official transcript is to be sent.

  1. Upon graduation, the first five official transcripts requested are free; thereafter, there is a charge of $15.00 per official transcript
  2. An enrolled student or ARCOM graduate in good standing requesting an official transcript be sent to a third party must submit a Release of Information Request Form and related fee to the Office of the Registrar or through the SIS system. Official transcripts are sent directly to the third party as directed by the student (e.g., scholarship agency, residency program, licensure board, etc.). The Office of the Registrar reserves the right to verify the agency or address where the transcript is to be
  3. Any non-enrolled student, who did not graduate, requesting an official transcript must submit a Release of Information Request Form and related fee. In these cases, the transcript will identify any incomplete sequence of courses as well as the current status of the student (withdrawn, dismissed, on leave, ).
  4. Official transcripts and other formal documents are permanent and may not be amended after graduation.

Unofficial Transcripts

Unofficial transcripts obtained through the Registrar’s Office may be printed and will include “Unofficial Transcript” at the top of the document in lieu of a signature by the Registrar.

  1. Enrolled students may download their own unofficial transcript at any time, free of charge, through the Student Information System (SIS).
  2. Non-enrolled students who did not graduate must submit a Release of Information Form and a $15.00 fee to the Office of the

Change of Information

Students can complete a “Change of Information Form” to update their name, address, phone number, and additional personal information.  The form will be accessible through the Office of the Registrar.  A name change will require additional official documentation such as:

  • Marriage certificate
  • Social security card
  • Divorce Decree
  • US Passport

Name changes will not be made in the Student Information System without proper documentation and sufficient evidence supporting the official name change.

OMS-III and OMS-IV students must also notify the Office of Clinical Medicine of any changes in mailing address, phone number, or emergency contact information as well as the Office of Student Affairs. Students must complete a Rotation Address Change Form should the student address be different from that of the rotation site. It is required that the appropriate office be notified of any changes within 30 days to ensure that the student is available for information and emergencies. It is the responsibility of the student to inform the Office of Clinical Medicine of the address to be used during vacation periods. Non-compliance may result in disciplinary action.

Checkout Procedures for Student Dismissal, Withdrawal, or Leave of Absence

It is imperative that any student who leaves ARCOM for any reason go through the checkout procedure before his or her dismissal, withdrawal, or leave of absence can be said to be final. This requirement may be waived at ARCOM’s option. Failure to complete this exit procedure may cause ARCOM to withhold all records pertaining to the student’s attendance.

The checkout procedure is as follows:

  1. If the student is withdrawing, he or she must supply the Associate Dean of Student Affairs with a letter of resignation, or if requesting a leave of absence, must supply the Associate Dean of Student Affairs with an approved request signed by the dean.
  2. If the student is being dismissed, the Dean or the chairperson of the Student Progress Committee will notify the Associate Dean of Student Affairs of the dismissal as soon as possible and communicate with the student who is being dismissed that a checkout is in order.
  3. As soon as the Associate Dean of Student Affairs is formally notified of the student’s leaving school, a memorandum stating the change in the student’s status will be produced and all appropriate ARCOM offices and professors will be notified.
  4.  Before leaving campus, the student needs to undergo an exit interview with the:
  • Office of Student Affairs
  • Office of Financial Aid (if applicable)
  • Business Office

When the student completes these obligations, ARCOM will then release the student’s records upon the proper request. Exit forms and checkout instructions are available in the ARCOM Office of Student Affairs. Checkout procedures may be waived by ARCOM if sufficient reliable evidence indicates that a possible security risk exists. In any event, a suspended or expelled student will be afforded due process.