Registar

Forms

 Change of Address Form

To ensure accuracy of records, BFA students who have had a recent name change or change address should complete the Change of Address form HERE and return it to the Registrar’s office.

 Add/Drop Form

BFA students wishing to change classes, or add or drop a class from their schedule can complete the Add/Drop form, available HERE. The completed Add/Drop form must be signed by the Dean and turned in to the Registrar. Each semester, students wishing to add or drop a class may do so without monetary or academic penalty during the add/drop period, which occurs during the first five (5) days of each semester. 

 Withdrawal or Leave of Absence Form

BFA students who wish to take a leave of absence or withdraw from the Southwest School of Art should complete the withdrawal form, found HERE. Students who are considering withdrawing from the School should seek the guidance of the Dean and the Director of Student Affairs before making a final decision. A leave of absence of up to one (1) full academic year may be granted to students. An approved leave of absence does not change a student’s status or scholarship.  After one year, students who do not return to the School from a leave of absence automatically forfeit their scholarship and must re-apply to the BFA program, in order to be readmitted. 

 Transfer Credit Approval Form

To request approval of transfer credit(s), complete the Transfer Credit Approval Form available HERE. Prior college transcripts for transfer students are automatically reviewed for transferable credit in Foundation Studies and General Education courses. Transfer students desiring transfer credit for area studios must request consideration from their department chair during the first semester of their entering year. Transfer of credit is considered on a case-by-case basis, and students are advised to submit official transcripts for formal evaluation as early as possible when requesting credit by transfer.

Transfer credit is awarded only provided a grade of “C” or better was earned. For studio credit, the course must also be considered equivalent in subject matter to SSA’s BFA studio offerings. A portfolio of work created in studio classes may be required for transfer credit. Formal written approval for transfer credit must be submitted to the Office of the Registrar with supporting transcripts or credit evaluations. Only credits and not grades are transferred. The grade recorded as a “TR” which does not count in the overall GPA calculation.

Credits earned at institutions outside the United States are evaluated on a case-by-case basis, taking into account all factors deemed necessary, including appropriate national recognition of institutional quality.

 Transcript Request Form

Students requiring a copy of their official transcript should complete the Transcript Request Form available HERE. BFA students may request from the Office of the Registrar official transcripts of all coursework completed in the BFA Program at SSA. Transcripts and portfolios submitted to SSA as part of the application process become part of the permanent record of the student and cannot be returned to the student.


Student records, including academic transcripts, are protected by the Family Educational Rights and Privacy Act (20 U. S. C. 1232[g]). Only the student may request a copy of his or her academic record. Family or friends are not permitted access to student records without the written consent of the student.

Southwest School of Art charges BFA students a Lifetime Transcript Fee. This fee, part of the student life fee, allows students to order transcripts at no additional cost. Requests for transcripts must be in writing and must include the name of the student, all former names (if any), social security number, years of attendance, home address, the address to which the transcript should be mailed, and the student’s signature. A transcript request form may be printed from the web or picked up at the Office of the Registrar. Transcripts are processed and mailed within 3-5 business days after the written request has been received.

The Office of the Registrar accepts faxed requests for transcripts (210.224.9337), but it does not fax transcripts. Faxed transcript requests must include the student’s signature.

The Office of the Registrar does not accept scanned and emailed transcript request forms, and will not scan or email transcripts.

The Office of the Registrar will not prepare transcripts for any student who has an outstanding financial obligation to the college. The office will notify the student of a financial “hold” and keep the request until the hold is released by the originating office or for 60 days, whichever comes first. If a hold is released within this time, the transcript will be sent. If the hold is not cleared within 60 days, the request will be voided. A new request will be honored only after all holds are released.

Students can access their unofficial transcript in their student portal, NetClassroom.

 FERPA Release Form

FERPA Students who wish to grant a third party access to private information should complete the FERPA Release Form found HERE. The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. They are:

  • The right to inspect and review the student’s education records, within 45 days of the date SSA receives a request for access. Students should submit to the Office of the Registrar written requests that identify the record(s) they wish to inspect. The registrar will make arrangements for access and notifies the student of the time and place where the records may be inspected. If the records are not maintained by the registrar, the registrar shall advise the student of the correct official to whom the request should be addressed. That official will make arrangements for access and notify the student of when and where the records may be inspected;
  • The rights to request the amendment of the student’s education records that the student believes are inaccurate or misleading. A student who believes records are inaccurate or misleading should write to the Office of the Registrar, clearly identify the part of the record he or she wants changed, and document why he/she feels the information is inaccurate or misleading. If SSA decides not to amend the record as requested by the student, SSA will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment. Additional information regarding hearing procedures will be provided to the student at that time;
  • The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that the Family Educational Rights and Privacy Act authorizes disclosure without consent. One exception, which permits disclosure without consent, is disclosure to School officials with legitimate educational interests. A School official is a person employed by the School in a supervisory, administrative, academic, research, or support staff position (including law enforcement personnel and health staff); a person or company with whom the School has contracted (such as an attorney, auditor, or collection agent); a person serving on the board of trustees; or a student serving on an official committee, such as disciplinary or grievance committees, or assisting another School official in performing his or her tasks. A School official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the School discloses a student’s education records to officials of another school in which a student seeks or intends to enroll without the student’s prior consent. The School also discloses directory information in a student’s education record unless written notice is received from the student that the student does not wish to be included in the disclosure of directory information. Written notice should be sent to the Office of the Registrar. Directory information includes the student’s name, major field of study, participation in officially recognized activities and sports, dates of attendance, degrees and awards received, most recent previous educational agency or institution attended, SSA e-mail address, and photograph; and
  • The right to file a complaint with the U.S. Department of Education concerning alleged failures of the School to comply with the requirements of the Family Educational Rights and Privacy Act.  The name and address of the office that administers the Family Educational Rights and Privacy Act is as follows:

Family Policy and Compliance Office
U.S. Department of Education
600 Independence Avenue S.W.
Washington, D.C. 20202-4605

 

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