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
Example: You may not disclose to a parent
how well his/her son/daughter is doing in
Schools may disclose, without consent,
Date and Place of Birth
Honors and Awards
Dates of Attendance
Need More Information?
Go to the
When in doubt,
please contact the
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
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
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.
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
Access your student’s academic history
Input no shows, midterm and final grades
View your personal class schedule
Access academic history
Request Major Change
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
For security reasons, the Registrar’s Office
will not give out PINs over the telephone.
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
You will not be able to assign a grade to a
student if his/her name is not on your roll.
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
Last day to withdraw and receive an
First Short Session – September 16
Full Session – October 14
Second Short Session – November 9
Appropriate only after the midterm
Must withdraw from all classes.
Student must be passing your course at the time the
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
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 –
Drop/Add – August 22 – 24
No Show Reporting period – August 29-31
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
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
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).
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
All students graduating from a USG
institution must demonstrate they have
knowledge in the following areas:
United States history
United States Constitution
Core Requirements (must be taken at a
HIST 2111 or HIST 2112
Available in the Testing Center
Cost - $20 per exam
Student enters his/her request via the
Major changes must be approved by
the appropriate person for that
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.
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.
High SAT I (510V) or ACT (23R) exempts reading
High AP English (3), IB English (4), or high SAT II
Essay (650) exempts writing portion.
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.
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
Cannot take other courses unless enrolled in
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
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
Review is of procedural requirements.
Written response; no further appeal.
Systems vary with School/College
Two types of advisors
General Academic Advisors
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.
Advisors are assigned by Department
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
Faculty Advisor Training
Core and major curricula
Shadow experienced advisors
CAPP is an advisement tool that offers
flexible student tracking toward a degree
Available on the DUCK
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 will not cover CSU’s mandatory fees in
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
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
Satisfactory Academic Policy
Schools participating in the Federal Title
IV program must monitor its financial
aid recipients to ensure that they are
meeting the school’s satisfactory
Must include a Quantitative and
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
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
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
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
Last date of attendance information
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