Registrar's Office

							Clayton State University
FERPA – Family Education
Rights and Privacy Act
   All educational records maintained by the
    university are covered under FERPA. The law
    applies to both paper and electronic files.
   CSU must have written permission from the
    student to release any information from a
    student’s record.
   Example: You may not disclose to a parent
    how well his/her son/daughter is doing in
    your class.
Directory Information
       Schools may disclose, without consent,
        directory information.
         Name
         Address
         Email Address
         Phone Number
         Date and Place of Birth
         Honors and Awards
         Dates of Attendance
Need More Information?
   Go to the
    Department of
    Education web
    site:
    www.ed.gov
   When in doubt,
    please contact the
    Registrar’s Office.
Georgia Open Records Act
   State law requiring that public records be
    open and available for inspection by any
    member of the public.
   Because CSU is a public agency, we are
    subject to the act.
   We must provide access to existing public
    records in our custody or under our control,
    including any records the university created
    or received during the course of operations.
Are there any exemptions?
        The law presumes all records are open and places
         the burden on the University to demonstrate that
         any requested materials are exempt.
        Exemptions relevant to CSU:
    1.     Medical records or other matters involving personal
           privacy.
    2.     Records related to pending investigations
    3.     Student educational records (FERPA)
    4.     Confidential evaluations submitted to a public agency in
           connection with the hiring of a public employee.
    5.     Certain research data, records, or information that has not
           been published , patented, or otherwise publicly
           disseminated.
E-mail
   Any e-mail sent or received on
    University-owned equipment, no matter
    where it is housed, or through private
    equipment housed on CSU property, no
    matter whether it is business related, is
    subject to disclosure.
Additional Information
   CSU Open Records Manager – Brenda Findley
   The University has 3 days in which to comply with a
    Open Records request. The clock begins ticking
    when any member of the university receives the
    request – not when you notify Brenda Findley.
   If you receive a request, notify Brenda immediately.
   Charges – the law permits us to charge a copying fee
    of 25 cents per page and a charge for staff time used
    in the search. The charge is based on the salary of
    the lowest-paid employee qualified to perform the
    search.
   www.duck.clayton.edu
       Faculty
            Access your student’s academic history
            Input no shows, midterm and final grades
            View your personal class schedule
            CAPP
       Students
            Access academic history
            Registration
            Request Major Change
            Withdraw
            CAPP
DUCK Login and PIN
   Login - SSN
   PIN - last 4 digits of your SSN plus your 2
    digit birth month.
   Forget your PIN? – you must go to either The
    HUB or the Registrar’s Office with a picture
    ID.
   For security reasons, the Registrar’s Office
    will not give out PINs over the telephone.
Class Rolls
   A student must be registered for your course
    in order to attend. The student’s name must
    appear on your DUCK roll.
   Please check your rolls on the DUCK
    frequently. This is particularly important once
    the Registrar’s Office notifies you rolls are
    now final.
   You will not be able to assign a grade to a
    student if his/her name is not on your roll.
Midterm Grades
The DUCK will be available for midterm
 grades on the following dates:
     First Short Session – September 12 –13
     Full Session – September 27 – October 11
     Second Short Session – November 3-4

      No Incomplete Grades
Midterm
   Last day to withdraw and receive an
    automatic W.
       First Short Session – September 16
       Full Session – October 14
       Second Short Session – November 9
Hardship Withdrawal

   Appropriate only after the midterm
   Must withdraw from all classes.
   Student must be passing your course at the time the
    hardship occurred.
   The hardship must be something outside of the
    student’s control and must be requested ASAP after
    situation arose (but no later than last day of classes):
      Change in job

      Accident

      Family crisis
No Shows
   You must report any student who has never
    attended your course or made contact with
    you by the end of drop/add.
   All no shows are reported via the DUCK –
    www.clayton.edu
   Drop/Add – August 22 – 24
   No Show Reporting period – August 29-31
    (noon).
Why do we report No Shows?
   CSU must verify the attendance of any
    student receiving federal aid.
   65 – 70 percent of our students receive aid.
   CSU is responsible for any aid distributed to
    students who do not attend class and are not
    eligible for the money (CSU will have to repay
    if inappropriate distributions are given).
 How much money have we
 saved the university?

Spring 2004   $525,000
Summer 2004   $174,000
Fall 2004     $247,000
Spring 2005   $235,000
Total         $1,181,000
Reinstating No Shows
   If it is a error on your part and the student
    actually attended class, please email Rebecca
    Gmeiner@mail.clayton.edu with the details
    immediately.
   If student never attended and is requesting
    to have his/her registration reinstated, the
    student must contact the Dean and have a
    legitimate reason (as determined by dean
    and appropriate documentation).
Grades
   All grades are entered via DUCK.
   CSU does not have plus or minus grades.
   A,B,C,D,F and I are the only authorized grades.
   W – must be initiated by the student
   I – must be passing. Student must have
    completed the majority of the requirements.
    Example – student has a car accident the last
    week of the term and missed the final exam. All
    other course requirements were completed.
   K – indicates CLEP, AP, or departmental exam
   NR – Not Reported
Legislative Requirement
   All students graduating from a USG
    institution must demonstrate they have
    knowledge in the following areas:
       United States history
       Georgia history
       United States Constitution
       Georgia Constitution
Legislative Requirement
   Core Requirements (must be taken at a
    USG institution)
       HIST 2111 or HIST 2112
       POLS 1101
Non-USG Institution
   Legislative Exams
       Available in the Testing Center
       Cost - $20 per exam
   HIST 3110
   CITZ 1001
Major Changes
   Student enters his/her request via the
    DUCK.
   Major changes must be approved by
    the appropriate person for that
    particular major.
Three Strikes Rule
   A single course may not be taken more than
    three times with grades of D, F, W or WF at
    CSU or as a transient student.
   Transfer students with two or more grades of
    D, F, W or WF in a single course before
    arriving at CSU have one more attempt to
    obtain a grade of C or higher.
   Appeals are decided by Deans.
Regents’ Test
   USG requirement to certify basic college-level
    competency in reading and writing.
   All students must pass or exempt the
    Regents’ Test to earn a degree at CSU.
   Exemptions:
       High SAT I (510V) or ACT (23R) exempts reading
        portion.
       High AP English (3), IB English (4), or high SAT II
        Essay (650) exempts writing portion.
       Bachelor’s degree.
Regents’ Test
   Students are required to take the test during
    the next semester of enrollment after
    completing 30 semester hours.
   Failure to do so = Regents’ Test probation.
   Failure to take the test while on Regent’s Test
    probation = subject to suspension.
   If > 45 hours without taking the test, must
    also take RGTE 0199 and RGTR 0198.
Regents’ Test
   If > 30 hours and fails a portion of the
    Regents’ Test, student must enroll in
    appropriate skills course(s).
   Must continue to take skills course(s) until
    passed.
   Cannot take other courses unless enrolled in
    skills course(s).
   Cannot withdraw from skills course(s) without
    withdrawing from all other courses.
Grade and Academic Appeals
   Initiation must be timely
       Appeal must be made within the next term
        of attendance or within three months,
        whichever comes first.
   Appeal begins with consultation with
    the instructor of the course.
   If student is not satisfied, student
    consults with Department Head, who
    attempts to resolve the situation
    informally.
Grade and Academic Appeals
   If informal resolution does not occur,
    student submits a formal, written
    appeal simultaneously to the
    Department Head and the Dean.
   Department Head will investigate and
    consult with the Dean. A written
    response will be provided.
   If the student is not satisfied, student
    submits a written appeal to the Provost.
Grade and Academic Appeals
   Associate Provost investigates and reports to
    Provost, who may
       Make an immediate ruling, or
       Convene an Academic Appeal Board.
       Provost provides written response to the appeal.
   If not satisfied, student may appeal to the
    President.
       Review is of procedural requirements.
       Written response; no further appeal.
Advisement System
   School/College-Based
       Systems vary with School/College
   Two types of advisors
       General Academic Advisors
       Faculty
   For many students,
       ―Must See Advisor‖ holds every term.
       General Academic Advisors specialize in advising
        student with less than 45 semester hours.
       Faculty Advisors specialize in advising students
        with 45 or more hours.
Advisement System
   Advisors are assigned by Department
    Heads
       New students
       Change of major students
       Check majors on first day of class
   AdvisorTrac software available
       Implemented by some Schools/Colleges for
        General Academic Advisors.
Advising by Faculty
   Assigned students (some are advised at
    least once every term)
   New Student Orientations
       Freshmen and Transfer/Nontraditional
   Late Registration
   Drop/Add
   Faculty Advisor Training
       Core and major curricula
       Shadow experienced advisors
CAPP
   Curriculum
   Advising and
   Program
   Planning
       CAPP is an advisement tool that offers
        flexible student tracking toward a degree
        or certificate.
       Available on the DUCK
Transient versus
Cross-Registration
   Transient: the student must be in good
    standing and may or may not be attending
    CSU. Student pays all fees to the school(s)
    he/she is attending.
   Cross-Registration: the school must be a
    member of ARCHE; the student must be in
    good standing; the student must be attending
    CSU; the course may not be offered at CSU.
    All fees are paid to CSU. Registration is on a
    space available basis—not recommended for
    students in their last semester.
The HOPE Program
 HOPE Scholarship
 HOPE Grant

 Accel Grant
Hope Limits
   HOPE will not cover CSU’s mandatory fees in
    full (new).
   63 paid hours limit for HOPE Grant (new)
   HOPE will only pay for courses in the
    student’s major as recorded in Banner.
   127 paid hours limit for HOPE Scholarship
    (new). Includes hours paid for Accel Grant,
    HOPE Grant, and HOPE Scholarship
   127 attempted hours limit (no change)
HOPE Eligibility Checkpoints
   Attempted Hours Checkpoint           (no change).
       3.0 GPA at the 30th, 60th, and 90th
        attempted semester hour.
   End of Spring Checkpoint        (new).

       Students must have a 3.0 GPA at the end
        of every spring semester regardless of
        hours.
Gaining your HOPE back….
   The HOPE Scholarship can be gained or
    regained at the 30th, 60th, or 90th hour
    checkpoint (no change).
   The HOPE Scholarship cannot be gained
    or regained at the new spring
    checkpoint.
Satisfactory Academic Policy
(SAP)
   Schools participating in the Federal Title
    IV program must monitor its financial
    aid recipients to ensure that they are
    meeting the school’s satisfactory
    progress standards.
   Must include a Quantitative and
    Qualitative measure
CSU’s SAP Policy
   Qualitative Standard – student must maintain
    a C average (2.0 GPA).
   Quantitative Standard – student must
    complete the program of study in a
    reasonable time frame.
       150% of the published credit hours required for
        program
       All attempted credit hours with a code beginning
        with A, B, C, D, F, W, and I are included.
       Transfer courses labeled as ―No Credit‖ are not
        included.
All F’s Policy
   The U.S. Department of Education
    (DOE) requires all colleges/universities
    participating in the Federal Title IV
    program to verify the attendance of all
    students on financial aid if they receive
    the grade ―F‖ in all classes for that
    term.
All failing grades
   The DOE makes the assumption a
    student who receives all failing grades
    in a semester is really a no-show.
       Note: students who have a D or better at
        midterm are considered enrolled even if
        they have an F for a final grade.
Burden of Proof
   It is up to the institution to prove to the
    DOE the student actually attended
    class.
       Last date of attendance information
Enrollment Services
Admissions Office (STC 208)
 Anne Meservey – Director of Admissions



Financial Aid Office (STC 217)
 Melody Hodge – Director of Financial Aid



Registrar’s Office (STC 216)
 Rebecca Gmeiner – University Registrar