Office of the Registrar
Welcome to the Office of the Registrar
The Registrar, located across from the student lounge area, is the steward of Burrell College student records from application to degree conferral. The Office of the Registrar supports teaching and learning by maintaining the integrity of academic policies and student information systems. The Office of the Registrar is responsible for recording the academic progress and accomplishments of all students. It is the only office authorized to issue official transcripts.
Additionally, the Office of the Registrar coordinates services in the areas of course information, grading, degree progress, certification of enrollment, attendance of students, degrees awarded, and protection and release of academic records.
Delivering exceptional services to students and faculty is of utmost importance and among the Office of the Registrar’s top priorities. The office actively seeks ways to effectively communicate and inform students of their rights, responsibilities and procedures. As a service oriented office, in addition to providing efficient and prompt access to information, this office coordinates of students and faculty activities pertaining to administrative matters that are within the scope of its areas of responsibility.
Annual Notification of Rights under FERPA
The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) affords eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age.) The rights are as follows:
- The right to inspect and review the student’s education records within 45 days after the day Burrell College of Osteopathic Medicine receives a request for access. A student should submit a completed “Request to Review Education form” to the Registrar. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
- The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask the College to amend a record should write to the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If Burrell College decides not to amend the record as requested, the College will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
- The right to provide written consent before the College discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent. However, FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, 99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures.
- A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student —
- The College discloses education records to school officials with legitimate educational interests. A “school official” typically includes a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health/medical staff); a person serving on the College’s Board of Trustees; or a student serving on an official committee, such as a conduct or grievance committee. A school official also may include a consultant, volunteer, contractor, or other parties to whom the College has outsourced institutional services or functions for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for the College, providing that the conditions listed in § 99.31(a)(1)(i)(B)(1) – (a)(1)(i)(B)(3) are met. (§ 99.31(a)(1))
- Upon request, the College also discloses education records without consent to officials of another school in which a student seeks or intends to enroll. To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of § 99.34. (§ 99.31(a)(2))
- To authorized representatives of the U. S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§ 99.31(a)(3) and 99.35)
- In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§ 99.31(a)(4))
- To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§ 99.31(a)(6))
- To accrediting organizations to carry out their accrediting functions. (§ 99.31(a)(7))
- To parents of an eligible student if the student is a dependent for IRS tax purposes. (§ 31(a)(8))
- To comply with a judicial order or lawfully issued subpoena. (§ 99.31(a)(9))
- To appropriate officials in connection with a health or safety emergency, subject to § 99.36. (§ 99.31(a)(10))
- Information the school has designated as “directory information” under § 99.37. (§ 99.31(a)(11)) the College may disclose personally identifiable information without prior written consent under FERPA as part of the “directory information”. The College has declared the following information as “directory information“:
- student’s name, address, telephone number, date and place of birth, major field of study, dates of attendance, degrees and awards received, photographs, educational institutions attended, enrollment status, college and alternate e-mail addresses, leadership participation in officially recognized activities and graduate medical education placements. Students have the right to request that the College refrains from disclosing some or all directory information. This will prevent the College, however, from printing your name in certain publications (i.e. commencement program) or disclosing directory information requested by third parties including spouses and parents. A student can complete a “Request to Prevent Disclosure of Directory Information” form and submit to the Registrar’s office. If a student does not specifically request the withholding of directory information by filing the appropriate college form, as indicated above, the College assumes that he or she approves of the disclosure of such information.
- To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of § 99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§ 99.31(a)(13))
- To the general public, the final results of a disciplinary proceeding, subject to the requirements of § 99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§ 99.31(a)(14))
- To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by BCOM to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:
Student Privacy Policy Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202
The most current FERPA Policy can be found here.
Change of Information
BCOM students are responsible for maintaining accurate and up-to-date contact information in their academic record. A student may update their current and permanent addresses and other contact information by submitting a Request for Change of Record form to the Registrar.
Enrollment Verification
Students seeking verification of enrollment letters may submit an Authorization to Release Student Education Record Information form to the Office of the Registrar, registrar@burrell.edu. Please allow three to five business days for processing.
FERPA Request to Prevent Disclosure of Directory Information
Students wanting to restrict the release of their directory information may submit the Request to Prevent Disclosure of Directory Information form to the Office of the Registrar, registrar@burrell.edu.
FERPA Authorization to Release Student Education Record Information
Students wanting to authorize BCOM to disclose the students’ records and information subject to the law and applicable policies.
Authorization to Release Student Education Record Information form.
Name Change Request
To officially change your legal name, complete the Request for Change of Record form along with the required documentation to the Office of the Registrar. To utilize a preferred name, submit a Preferred Name Request form to the Office of the Registrar.
Withdrawal Procedure
It is required that any student who leaves BCOM for any reason go through the withdrawal process. Failure to complete the process may cause BCOM to withhold all records pertaining to the medical student. To complete the process, a student must take the following steps:
- If withdrawing, submit a letter of resignation to the Registrar.
- Obtain a BCOM Student Checkout Form from the Office of the Registrar.
- Complete an exit interview with a representative from each the following offices: Office of Financial Aid, Information Systems, Library Resources, Office of Finance, and the Registrar.
- Sign, date and return the completed BCOM Student Checkout Form to the Registrar.
Unofficial Transcripts
Students may print an unofficial transcript from their CAMS Student Portal. Go to MyBCOM – Burrell College of Osteopathic Medicine and click on “CAMS Student Portal.” Students in need of assistance in accessing their CAMS student portal should contact the BCOM Help Desk, please submit a ticket here.
Official Transcripts
An official transcript is a copy of the student’s permanent academic record issued by the Burrell College of Osteopathic Medicine Registrar. It displays all courses taken for credit at Burrell College and includes all grades received. Unlike unofficial transcripts, it is signed and dated by the registrar and displays the Burrell College seal.
Burrell College cannot send official transcripts by email or fax. The Office of the Registrar has partnered with Parchment, a digital credentials service, to manage the ordering, processing, and delivery of your official Burrell College transcripts. Orders may be placed for either a traditional paper transcript or a secure electronic transcript delivery.
Ordering Official Transcripts
Burrell College of Osteopathic Medicine has partnered with Parchment to securely manage the ordering, processing, and delivery of your official Burrell College transcripts.
- The site will walk you through placing your order, including delivery options and fees
- You can order as many transcripts, to be sent to as many destinations as you like in a single session
- This service is available 24/7
- Order updates will be emailed to you
- You can check your order status or order history online
- Your credit card will only be charged after your order has been completed
- All charges are non-refundable
Please click on the “Order Records” button below to place your order:
Transcripts are processed in the order in which they are received. Normal processing time is 1–5 business days and does not include delivery time. During college holidays and peak periods (beginning or end of terms, official registration, or graduation), it may take longer than normal to process a transcript. Orders are generally processed immediately unless you request a hold for degree or grades.
Electronic Official Transcripts
Electronic Official Transcripts are not delivered by email; the recipient’s email address is used for notification and reminder messages regarding delivery of the student’s transcript to a secure site where it can be accessed. Please verify that the recipient information you provide is correct before finalizing your order. Unfortunately, BCOM will not be able to provide refunds for transcripts that are sent to the wrong recipient email address or for downloads that have been disabled after expiring. Electronic transcripts should be ordered to be sent directly to the intended institution or recipient in order to be considered official.
Costs
All charges for official transcripts must be paid at time of request. Official transcripts cost $15.00 per official transcript copy requested.
Fees subject to change without notice.
The 1998 Reauthorization of the Higher Education Act of 1965 requires all postsecondary institutions to make a good faith effort to distribute voter registration materials to each degree or certificate seeking student who is physically in attendance at the institution. For more information on voter registration and state requirements, use the links below:
New Mexico Residents: Information on voting in local, state, and federal elections, and the New Mexico Voter registration form can be found on the New Mexico Secretary of State website.
Florida Residents: Information on voting in local, state, and federal elections, and the Florida Voter registration form can be found here.
Other U.S. Residents: If your state of residence is something other than New Mexico, you can either visit your home state’s Secretary website or the U.S. Election Assistance Commission website for voter registration forms and information.
Constitution Day was established by Congress in an effort to increase knowledge about the United States Constitution. On May 2005, the United States Department of Education announced that all educational institutions are required to commemorate Constitution Day by offering educational programs each year on September 17. When September 17 falls on a Saturday, Sunday, or holiday, Constitution Day shall be held during the preceding or following week. This day honors the signing of the United States Constitution by the delegates of the Constitutional Convention on September 17, 1787.
Helpful Resources:
For additional information:
Library of Congress repository for Constitutional documents and information at http://memory.loc.gov/ammem/collections/continental/
National Archives website for the U.S. Constitution at http://www.archives.gov/exhibits/charters/constitution.html
Eric Sandoval, BBA
Registrar
AA, Dona Ana Community College
BBA, New Mexico State University
