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Academic Records
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Academic Records

Enrollment Services is here to help students with a vast array of service areas. The resources below will assist students during their time at ATSU and beyond. Please start here for all requests related to your enrollment and financial history with Enrollment Services. Contact Enrollment Services if you do not find what you need. We look forward to assisting you!

  • Academic Calendar +

    • The Academic Calendar is subject to change at any time by official action of A.T. Still University.

      ATSU approved breaks, holidays, and graduation ceremonies

      Please contact your school or program for a list of ATSU approved breaks, holidays, and graduation ceremonies.

  • Proof of Enrollment and Degree Earned +

    • Student self-service from the National Student Clearinghouse

      Current students and alumni have free, 24/7 access to print enrollment certifications, view enrollment history, and check enrollment verifications that the Clearinghouse has provided to student service providers on their behalf. To access Student Self-Service,

      1. Login to the ATSU Portal,
      2. Click Resources,
      3. Click Academic Resources, and
      4. Click National Student Clearinghouse.
      5. Enter your ATSU username and password again to access the Student Self-Service tools.

      If you are not a student or alumni and requesting verification on a student’s current enrollment, please visit National Student Clearinghouse verification services. If you are an employer or background screening firm requesting degree verification information, please visit National Student Clearinghouse verification services.

      Forms and Letters

      If you need a form completed, please drop off your form with Enrollment Services or email your form to enrollmentservices@atsu.edu. If you also need a transcript, you will be given an option to upload your form for completion along with your transcript order.

      If the standard enrollment or degree verification through the National Student Clearinghouse does not meet your needs, you are welcome to request a letter of enrollment either online or by completing and emailing a paper request form.

      1. Submit your request online. You will be required to log into the secure ATSU student portal using your portal login credentials. Or . . .
      2. Complete, sign, and return the paper Verification Request form. Instructions for submitting your verification request are included on the form.

      Questions

      Questions related to verification requests, should be directed to Enrollment Services at 660.626.2019 or enrollmentservices@atsu.edu.

  • Loan Deferment +

    • The National Student Clearinghouse provides enrollment verification services for ATSU. All students enrolled at least half time are electronically reported to the Clearinghouse every 30 days. The role of the Clearinghouse is to provide continuous enrollment verification to the vast majority of lending institutions.

      If you are enrolled and receive a collection letter after you have started your courses, contact your lender or loan servicer to verify that your deferment has been processed. If it has not, call the Clearinghouse at 703.742.4200 to speak to a student service representative. The representative will assist you with verification information, and if you are being threatened with default, intervene on your behalf with your lender.

      Not all lending institutions use the Clearinghouse to verify student enrollment. Enrollment Services will continue to process deferment requests for lending agencies that do not participate in the Clearinghouse. You may contact the National Clearinghouse to find out if your lender participates in the Clearinghouse or if you have any additional questions.

      For loan deferment questions, contact:

      National Student Clearinghouse
      703.742.4200
      service@studentclearinghouse.org

  • Course Registration +

    • Residential programs

      Residential programs are registered automatically based upon each program’s curriculum. No action needs to be taken by the student in order to register for a course. This is true for all residential programs with the exception of Biomedical Sciences who utilizes online registration.

      Online programs

      Academic degree plans

      Many of our online programs at ASHS and CGHS are registered based upon an Academic Degree Plan (ADP) that is signed upon matriculation and allows for an automatic registration process as long as no registration holds are on a student’s record.

      Online programs - semester block FAQs

      What do I need to know about enrollment status (full-time, half-time, less than half-time)?

      Enrollment status is measured over a semester (made up of two ten week blocks) and includes all the credit hours you take during that semester. In other words, your enrollment status depends on the number of credit hours you take in a given semester. You should plan to register for courses at the beginning of each semester for both blocks that are included in that semester.

      Why is this important?

      If you are required to maintain a specific enrollment status for financial aid purposes, loan deferments, VA benefits, or private scholarships, this is how you meet those requirements.

      Example A: Half-time enrollment (five credit hours for a semester) is required for Direct Loan eligibility. If you plan on taking three credit hours in the first semester block and three credit hours in the second semester block, you would be pursuing six credit hours across the semester and considered more than half-time. You would have to register for both blocks at once to qualify for half-time enrollment status in this scenario.

      Example B: If you register for three credit hours for the first semester block and do not register for second semester block, you will be considered less than half-time at three total hours for that semester. Registering for both blocks at the start of the semester helps you avoid this scenario.

      Please refer to the Enrollment Status section of the ATSU Catalog for credit hour and corresponding enrollment status information.

      How can I qualify for financial aid if I’m a new student and start classes in the second semester block?

      Financial aid is based on your enrollment status for the full semester. If you are a new student in the second semester block, you must be enrolled in at least five credit hours (or half-time).

      What if I only want to register for one semester block?

      You are not required to register for two blocks. It is important to ensure you have the proper enrollment status and meet eligibility requirements for any financial aid you are receiving.

      How much is due when I register for both blocks?

      If you register for both blocks, you will be required to pay prior to the start of the semester or set up a payment plan with the Finance Office. Loan disbursements will be made at the start of the semester when all paperwork has been submitted timely.

      If I register for two blocks at once, can I change my classes later for the second block?

      Registering at the same time for both blocks in a semester will not affect your ability to adjust your class schedule should the need arise. You have the ability to add courses prior to the start of each block or drop courses without financial liability, through the first week of each block (please note dropping courses could impact your financial aid and VA benefit eligibility).

      I registered for both blocks. Should I purchase books for all of my classes (even the ones that begin during the second block)?

      You are encouraged to obtain textbooks by block instead of semester. This will allow for flexibility to adjust your class schedule should the need arise.

      If I take a block off, how will this impact my ability to receive financial aid?

      Enrollment is required to receive financial aid. You must be enrolled at least half-time to receive federal loans.

      If I take a block off, does this mean I have to start paying back my student loans?

      Your enrollment status is reported to the National Student Clearinghouse. The six-month grace period for student loan borrowers begins the day after you are no longer enrolled at least half-time. In addition, an in-school deferment for student loan borrowers requires at least half-time enrollment.

      How and when will financial aid be determined if I failed courses in the previous block? How will this affect me if I have registered for courses in the next block but failed courses in the previous one?

      Satisfactory Academic Progress (SAP) for financial aid will be reviewed at the end of each semester.

      How long are the breaks between blocks?

      Each semester has a one week break between each first and second block.

  • Add/Drop and Withdrawal +

    • What is the difference between a course drop and a program withdrawal?

      A course drop involves dropping one or more courses while still maintaining enrollment within the semester. A program withdrawal occurs when dropped courses lead to no enrollment remaining for the semester. This is true for courses offered within blocks even if first block courses were completed. Learn more about ATSU’s course drop or withdrawal policy by navigating to the ATSU Policy section of the University Catalog.

      Program Withdrawal

      Students withdrawing from their program must fill out the program withdrawal form located on the ATSU portal (under Resources > Academic Resources). Upon form submission, the student’s program has two business days to contact the student to discuss the withdrawal. After two business days, the withdrawal will be processed with an official withdrawal date recorded as the initial submission date of the withdrawal form.

      Program Withdrawal Deadlines for 2022-2024

      Online programs

      Add or drop a course

      Online program students who wish to add or drop a course should complete the Course Add/Drop Request form. Forms may be submitted up to the end of the first week of the class being added or dropped.

      Students who drop in the first week of their term will not receive ‘W’ grades on their transcript. Students can drop the first 60% of the term and receive a ‘W’ grade, after that point they can no longer drop. Course drops must be submitted by 11:59 PM CT on the last day to drop.

  • Grades +

    • Access grades

      1. Login to the CampusNexus Student Portal, and
      2. Click on Academics to access the Degree Audit. Your degree audit provides a list of all courses associated with your academic program. You may not be required to complete all of the courses listed in the degree audit. Please contact your academic program if you have questions concerning course requirements.

      When will grades be available?

      Final grades are submitted to Enrollment Services within five working days from the end of the term. Enrollment Services posts grades within two working days of receipt.

      Contact Enrollment Services with any questions regarding the Academics section of the CampusNexus Student Portal.

  • Transcripts +

    • Official transcripts

      A.T. Still University has authorized the National Student Clearinghouse to provide 24/7 transcript ordering online. You can place as many orders as you like in one session using any major credit card. You card will only be charged after your order has been completed. To order an official transcript(s), login to the Clearinghouse secure site.

      National Student Clearinghouse customer service is available to help with any online system ordering questions at 703.742.4200. Please select the “All other business” option to speak to a customer service representative.

      Unofficial transcripts

      Unofficial copies of an ATSU transcript are available to all students that graduated after 1988. To access your unofficial transcript,

      1. Login to the ATSU Portal,
      2. Click Resources,
      3. Click Academic Resources, and then
      4. Click Anthology Student Portal.
      5. Once in the portal, select the Academics link and then Unofficial Transcript.

      If you graduated prior to 1988, you will need to contact Enrollment Services for an unofficial copy of your ATSU transcript.

      If you have not used your ATSU portal account during the last six months, your access may have been terminated. Please complete the Alumni Portal Access Form. The form is submitted automatically to ITS (Information Technology & Services), however, portal activation may take 3-5 working days. After ATSU Alumnus status is verified, the portal account is created and Alumni Relations will send an email to the graduate with their username and password.

      Questions

      If you have questions about ordering transcripts or the status of your transcript request or information found on the transcript, please contact Enrollment Services!

      Withholding transcripts

      A transcript hold may be placed on a student’s or graduate’s record due to failure to satisfactorily discharge their financial obligations to the University. A transcript hold extends beyond the release of the transcript document. This hold may also block the release of records such as National Board scores and enrollment or degree verifications for internships, residencies, employment, staff privileges, specialty certification, and licensing. Any request to verify educational records would require the student to satisfy the situation that resulted in the hold before being released.

      Graduates who have not received a diploma due to failure to satisfactorily discharge their financial obligations to the University prior to the date of graduation and who have failed to do so following graduation, shall not have the privilege of having transcripts, other records, or recommendations sent to any institution or entity until such debts are paid.

      Transcript legend

      A transcript legend (or key) is included when a student or graduate orders a copy of their transcript. The legend explains the definition or value of the grades earned. The legend included at the time of an order displays the grade information relevant to the current academic year.

      Grades or indicators that may appear on a transcript, but are not represented in the current transcript legend may be found below.

      Grades

      Grade Value Grade Value
      C Conditional WE Withdraw Early
      Con Conditional WF Withdraw Fail
      S Satisfactory WP Withdraw Pass
      U Unsatisfactory 70R Original grade remediated

      Doctor of Audiology - online program advanced credit explanation

      Newly accepted transitional Doctor of Audiology students are awarded 36 credits for clinical practice. Credit for clinical practice represents credit for documented clinical competence through certification and/or licensure in audiology and a minimum of 4 years of clinical practice prior to matriculation. Additional advanced credits for established competencies are awarded based on the admissions requirements for audiologists to enter the transitional audiology program and based on a review of the Evaluation of Practicing Audiologists Capabilities Assessment (E.P.A.C.) completed by the student. Provision of credit for established competencies in the ten broad categories of audiologic care enables an appropriate individualized academic plan to be determined for each audiologist. These competencies and credit for clinical practice are listed on the transcript and count as credit towards the degree. For a full explanation of the full explanation of the awarding of advanced credit in the online Doctor of Audiology program, please refer to the University Catalog.

      Academic Calendar: past and present

      Kirksville College of Osteopathic Medicine

      Doctor of Osteopathic Medicine

      • Beginning with the class graduating in 1986, clinical training transitioned from recording clock hours to recording in weeks.
      • Beginning with the graduating class of 1997, clinical training will again be recorded in clock hours.
      • Effective July 15, 2013, beginning with the class of 2017, course and clinical credits are recorded in semester hours.

      Master of Science in Biomedical Sciences

      • Effective July 15, 2013, course credits transitioned from being recorded as quarter hours to semester hours

      Arizona School of Health Sciences

      • Effective July 1, 2014, course credits are recorded in semester hours for the following programs; Doctor of Athletic Training, Master of Science in Athletic Training, and the Graduate Certificate in Clinical Decision-Making in Athletic Training.
      • The inaugural Doctor of Occupational Therapy – residential and Neurologic Physical Therapy Residency programs are recorded in semester hours.
      • Effective October 1, 2016, course credits are recorded in semester hours for the Orthopedic Physical Therapy Residency program.
      • Effective July 17, 2017, course credits are recorded in semester hours for the following programs; Doctor of Physical Therapy - residential, Doctor of Audiology – residential, and Master of Science in Occupational Therapy – residential (for the first and second year of the program).
      • Effective July 2018, course credits are recorded in semester hours for the Post-Professional Doctor of Audiology program.
      • Effective July 2019, course credits are recorded in semester hours for the Master’s in Physician Assistant Studies - residential, beginning with the incoming class.
      • Quarter hours are recorded for the Master of Physician Assistant Studies - online, the Post-Professional Doctor of Physical Therapy program, and the [Transitional] Doctor of Audiology - online program.

      College of Graduate Health Studies.

      • Effective July 15, 2013, course credits transitioned from being recorded in quarter hours to semester hours.

      Arizona School of Dentistry & Oral Health

      • Course credits are recorded in semester hours.

      School of Osteopathic Medicine in Arizona

      • Course credits are recorded in semester hours.

      Missouri School of Dentistry & Oral Health

      • Course credits are recorded in semester hours.

      Transfer of credit, articulation agreements, and priority consideration agreements

      In order to have prior credits reviewed for transfer credit, please read the Transfer Credit Policy and corresponding program-specific transfer credit policies in the University Catalog. If all requirements are met, complete and submit the application to Transfer and Associated Credit Request Form (pdf) and follow the submission instructions outlined in the University Catalog.

      ATSU has an articulation agreement with Truman State University, Kirksville, Mo., which allows automatic awarding of transfer credit and can be reviewed in the University Catalog.

      Priority consideration agreements are in place for some programs at ATSU. At this time, the agreements do not include the automatic awarding of transfer credit. Transfer credit under these agreements follows the same transfer credit process as any program that offers the opportunity to award transfer credit.

  • Diplomas +

    • Diploma orders

      All graduates of ATSU will be mailed a diploma at no charge. Graduates that wish to order an additional copy of their diploma should complete the diploma replacement, duplicate or electronic copy request form (pdf). The following additional guidelines will help graduates as they are deciding whether or not to order a duplicate.

      1. Diplomas damaged during shipping will be replaced at no cost upon receipt of a photo documenting the damage.
      2. Diplomas with incorrect information due to ATSU error or diploma vendor error will be replaced at no cost to the graduate.
      3. Graduates with a name change who did not submit a name of record change request form (pdf) prior to graduating are required to purchase an additional diploma with their new name.
      4. Diplomas lost due to a graduate not updating their address on the Anthology Student Portal prior to their graduation date will need to be reordered at the graduate’s expense.
      5. Graduates must notify ATSU of their missing diploma within six months of their graduation date to receive a new diploma at no charge. After six months, the graduate will be required to purchase a replacement.
      6. Diplomas that are returned to ATSU will be mailed again at no charge to the graduate one additional time. Diplomas returned a second time will require the graduate to pay for shipping costs. Returned diplomas that are not claimed within six months of the graduation date will be destroyed and the graduate will have to purchase a replacement.

      Name on diploma

      The graduate’s name on the diploma will appear as it is listed in the Anthology system (First, Middle, Last). Be sure to review your name via the unofficial transcript as the Anthology Student Portal does not display middle names. Submit name changes via the name of record change request form along with legal documentation to Enrollment Services prior to your graduation date. Students who do not make any necessary name changes prior to graduation will be charged to reorder a diploma in a different name.

      Mailing address

      Diplomas will be mailed to the address listed within the Anthology system as of your graduation date. It is your responsibility to update your address in the portal if you relocate or work with the U.S. Postal Service to apply a forwarding address.

      When will I receive my diploma?

      Diplomas can take up to six to eight weeks to receive after your graduation date. They are ordered after all grades are received at the end of the semester and are shipped directly to graduates from our vendor.

      Diploma sizes

      All diplomas are printed to be displayed horizontally.

      Doctorate — 18x14
      Masters — 11x8.5

      Electronic diploma copies

      If you need an electronic (PDF) copy of your diploma, please complete the diploma replacement, duplicate or electronic copy request form (pdf). Electronic diploma copies are only available for graduates who completed their program after February 1, 2013.

  • F-1 Student Visa +

    • Non-U.S. citizens seeking to study in an approved ATSU program must obtain an F-1 visa issued by the U.S. Government. ATSU is approved to issue a U.S. Department of Homeland Security I-20 Form for select ATSU programs. Not all ATSU programs admit non-U.S. citizens at this time.

      For more information on F-1 student visas, please visit the International Students webpage.

  • FERPA - Student Privacy +

    • FERPA information for students | FERPA information for faculty and staff

      A.T. Still University is committed to protecting the privacy rights of its students. The Family Educational Rights and Privacy Act (FERPA) sets forth requirements regarding the privacy of student records. FERPA governs the release and access to education records maintained by an educational institution. FERPA applies to all schools that receive funds under an applicable program of the U.S. Department of Education. The following information covers the basic privacy issues related to student records, under FERPA. Questions concerning FERPA can be emailed to enrollmentservices@atsu.edu.

      To anonymously report FERPA concerns, please call 1.855.FRAUD.HL or visit www.fraudhl.com (Company ID is “ATSU”).

      Education records

      An education record is any record maintained by the University or agency or party acting for the University from which a student can be personally identified. Records may be in any form and include, but not limited to: written documents, computer media, video or audio tape, photographs, microfilm, microfiche, and electronic files.

      Education records do not include:

      • Sole possession records – a record kept by a faculty or staff member if it is kept in the sole possession of the maker of the record and is not accessible or revealed to any other.
      • Law enforcement records
      • Employment records
      • Medical records
      • Alumni records

      Student rights

      The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. The law guarantees students of the following:

      • The right to inspect and review their education records.

      When a record contains information about more than one student, the student may inspect and review only the records which relate to him/her.

      Students who wish to review their education records should reference the Education Records section on the Student Affairs website.

      A.T. Still University is not required to provide copies of educational records, unless distance prevents the student from access. Reasonable fees for copies of records may be charged by the University.

      • The right to request the amendment of the student’s education records to ensure that they are not inaccurate, misleading, or otherwise in violation of the student’s privacy or other rights.

      Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.

      If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment.

      Upon request, the University will arrange for a hearing, and notify the student, reasonably in advance of the date, place and time of the hearing.

      The student may have an adviser present at the hearing. If the student desires to have an adviser present, he/she must notify the hearing panel of this fact, in writing, no less than two working days prior to the hearing. Advisers must be members of the A.T. Still University community (i.e. current students, faculty, staff). This adviser serves as a support person to the student and may not speak for the student, nor address the hearing panel. If the student requests to have private legal counsel present, the hearing panel may reschedule the hearing so that A.T. Still University legal counsel may be present.

      The student shall be afforded a full and fair opportunity to present written evidence relevant to the issues raised in the original request to amend the student’s education records.

      The hearing will be conducted by a three-person panel comprised of University officials who do not have a direct interest in the outcome of the hearing. The panel will be appointed by the vice president for student affairs. The hearing panel will prepare a written decision, within 10 business days of completion of the hearing, based solely on the evidence presented at the hearing. The decision will include a summary of the evidence presented and reasons for the decision. If the University determines that the challenged information is inaccurate, misleading, or in violation of the student’s right of privacy, it will amend the record and notify the student, in writing, that the record has been amended.

      If the University determines that the challenged information is not inaccurate, misleading or in violation of the student’s rights of privacy, it will notify the student or their right to place with the record a statement commenting on the challenged information and/or a statement setting forth the reasons for disagreeing with the decision. The statement will be maintained as part of the student’s education records as long as the contested portion is maintained. If the University discloses the contested portion of the record, it must also disclose the statement.

      Grades and academic performance evaluations may be challenged under this procedure only on the basis of the accuracy of their transcription.

      • The right to consent to disclosures of personally identifiable information contained in the student’s education records, except to the extent that FERPA 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 University in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the University has contracted (such as the National Clearinghouse, an attorney, auditor, or collection agent); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official 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.

      • The right to file with the U.S. Department of Education's Student Privacy Policy Office a complaint concerning alleged failures by University 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 20202-8520

      FERPA rights apply to all students in attendance and former students. FERPA rights do not apply to deceased students or persons who have applied but not attended. Request for records of a deceased student will be reviewed on a case-by-case basis. The University reserves the right to deny the request.

      FERPA begins on the day of matriculation.

      Annual notification

      Students will receive electronic notifications of their FERPA rights each semester enrolled at ATSU. Additionally, a copy of the policy can be obtained by contacting Enrollment Services or by accessing the policy via ATSU’s website.

      Right to refuse access

      A.T. Still University reserves the right to deny transcripts or copies of records not required to be made available by FERPA, if the student has unpaid financial obligations to the University or if there is an unresolved disciplinary action against the student.

      Directory information

      A.T. Still University has identified the following items as directory information: Name, primary address, telephone number, email address, dates of attendance, class year (if applicable), enrollment status (i.e. full-time/part-time), previous institution(s) attended, program(s) of study, awards, honors, degree(s) conferred (including dates), class roster, class schedule, photographs, expected graduation date, and limited release of date of birth. DOB will only be released to official agencies as required for matching student records or as a validation of positive identification when furnished by a person making an inquiry.

      These items may be released without the prior written consent of the student. However, it is our policy not to do so, unless it is deemed to be in the best interest of the student.

      Students reserve the right to request in writing that directory designated items be restricted from public disclosure. If they wish to do so, students may fill out a Nondisclosure of Directory Information Form (pdf). The nondisclosure restriction will remain in effect until Enrollment Services is notified in writing by the student to remove the FERPA restriction.

      A.T. Still University assumes no liability if honoring the nondisclosure request has a negative effect for the student.

      Non-directory information

      Non-directory information is any information considered personally identifiable, such as social security number, student ID, race, ethnicity, nationality, gender, academic standing, and any information not identified as directory information. This type of information cannot be released without the prior written consent of the student, except under the following:

      1. To schools in which the student seeks or intends to enroll.
      2. To federal, state, and local authorities involved in the audit or evaluation of compliance with educational programs.
      3. To comply with a judicial order or subpoena.
      4. In connection with financial aid, as necessary to determine the eligibility, amount or conditions of the financial aid, or to enforce the terms and conditions of the aid.
      5. To organizations conducting studies for or on behalf of educational institutions.
      6. To accrediting organizations.
      7. To the parents of a student, who are considered a dependent student under the Internal Revenue Code.
      8. When a health or safety emergency is apparent.
      9. To an alleged victim of a crime of violence, the results of a disciplinary hearing may be disclosed.
      10. To school officials with a legitimate educational interest.

      Record of requests for disclosure

      Enrollment Services will maintain a record of all requests for and/or disclosures of non-directory information from a student’s education records, as required under FERPA regulations. The record will indicate the name of the party making the request, any additional party to whom the information may be re-disclosed (if any), and the legitimate interest the party had in requesting or obtaining the information.

      Reporting a Suspected FERPA Violation

      When a FERPA violation is suspected, please provide a brief summary of the concern and email to reportabuse@atsu.edu for investigation. ITS will contact you to go through a series of questions and complete an internal form to determine if any type of violation has occurred (FERPA, HIPAA, security incident, etc.).

      Faculty and staff

      All employees of ATSU are required to read and sign the ATSU Staff Handbook which addresses FERPA. Annually employees are asked to review FERPA and the online FERPA tutorial during the annual employee training. In addition, Enrollment Services will periodically send FERPA reminders and information through a variety of distribution methods.

      Please note, usage of ATSU’s email system is required when conducting ATSU related business via email.

      Grading policy

      A.T. Still University adheres to the grading practices recommended under FERPA. Grades are not posted in a public manner either by student name, social security number, or student identification number. FERPA permits the posting of grades only if the student is assigned a unique identifier known only to the student and the faculty member.

      Parental access

      If a student is not a dependent for tax purposes, the parent has no right to access student record information about the child unless the parent has the child’s written permission. However, if the student is claimed by the parent as a dependent for income tax purposes on their most recent Federal Income Tax form, then student record information may be released at the discretion of the University to the parent, as long as a copy of the applicable page from the parent’s most recent income tax return is provided to the University and it verifies dependency. Full rights are given to either parent, regardless of who claims the child as a dependent, unless the institution has been provided with evidence that there is a court order, state statute, or legally binding document limiting those rights, such as divorce, separation or custody orders.

      Types, locations, and custodian of education records

      To view a list of the types of records maintained by A.T. Still University, their locations, and custodians please visit the Education Records section of the Department of Student Affairs.

      FERPA information for faculty and staff

      The information provided below is taken from the 2012 FERPA Guide, written and published by the American Association of Collegiate Registrars and Admissions Officers (AACRAO). This guide is written in consultation with the Student Privacy Policy Office (SPPO), which is responsible for providing assistance to ensure compliance with FERPA, and which investigates, processes, and reviews FERPA complaints and violations.

      Letters of recommendation

      “Statements made by a person providing a recommendation that are made from that person’s personal observation or knowledge do not require a written release from the student who is the subject of the recommendation. However, if personally identifiable information obtained from a student’s education record is included in a letter of recommendation (grades, GPA, etc.), the writer is required to obtain a signed release from the student which (1) specifies the records that may be disclosed, (2) states the purpose of the disclosure, and (3) identifies the party or class of parties to whom the disclosure can be made. If kept on file by the person writing the recommendation, the letter of recommendation and student release would be part of the student’s education record and the student has the right to read it unless he or she has waived their right to access (AACRAO 2012 FERPA Guide, p. 35)."

      Enrollment Services can also provide you with a Letter of Recommendation Permission Release form (pdf) which can be completed by the student and maintained with a copy of the letter of recommendation.

      Sample permission letter for writing a letter of recommendation

      I give permission for Dr. Reid to write a letter of recommendation to:

      Highland Hospital
      1 Hospital Drive
      Springfield, MO 65804

      Dr. Reid has my permission to include my grades, GPA, and class rank in this letter.

      I waive/do not waive my right to review a copy of this letter at any time in the future.

      Signature and date

      Posting of grades by faculty

      Public posting of grades either by the student’s name, school identification number, or social security number without the student’s prior written consent is a violation of FERPA. This includes the posting of grades to a class website and applies to any public posting of grades for students taking distance education courses.

      Instructors who wish to post grades should use a system that ensures that FERPA requirements are met. This can be accomplished by obtaining the student’s written consent or by using a unique identifier known only to the student and the instructor. The order of posting should not be alphabetic.

      Parental access to an eligible student’s education records

      At the postsecondary level, parents have no inherent rights to inspect their son’s or daughter’s education records. The right to access is limited solely to the student.

      Records may be release to parents only if certain conditions are met. Therefore, all faculty and staff should refer such requests to the Enrollment Services.

      Helpful hints to avoid FERPA violations

      • Never release non-directory designated information over the phone or to a third-party without written consent.
      • Prior to releasing "directory" designated information on a student, ensure they do not have a FERPA hold on their information.
      • Ensure that student information is shredded when no longer needed and in compliance with ATSU Policy No. 10-209: ATSU Record Retention Policy.
      • Do not leave confidential information displayed on an unattended computer.
      • Cover or put away papers that contain confidential information if you are going to step away from your desk.
      • Double check you are sending email messages to the correct address.
      • Do not discuss confidential student information in a manner in which others who do not have a legitimate interest in knowing such information can hear.
      • Do not share student educational record information with other ATSU school officials unless a legitimate educational interest exists.
      • Refer all requests for student information to Enrollment Services. This includes requests from a student’s family.
      • Password protect documents with confidential information.
      • Utilize Virtru or Gmail confidential mode to protect information sent in emails.
      • Never circulate a class roster containing social security number or student identification number.

  • USMLE +

    • Part B of the United States Medical Licensing Examination (USMLE) application process requires students to complete the Certification of Identification and Authorization form. The ATSU seal and a signature by an authorized member of Enrollment Services are required to complete this part of the application process. Students may bring the form to Enrollment Services in person or mail it. Upon request, once the seal and appropriate signature have been obtained, Enrollment Services staff can:

      1. Notify the student that the completed form is ready for pick-up by ATSU email,
      2. Return the completed form to the student by mail, or
      3. Mail the completed form to the National Board of Medical Examiners (NBME), Applicant Services address listed at the bottom of the Certification of Identification and Authorization form.

      Things to know

      • Enrollment Services will mail forms every Thursday via United States Postal Service (USPS).
      • This office will not handle the mailing of application fees. If a student wants to mail their application fee along with their application, the student will need to either pick up their completed form or have their completed form mailed back to them.
      • Enrollment Services is not responsible for tracking or meeting application deadlines. This is a student responsibility. Therefore this office will not guarantee or be held liable for applications that are not received by the NBME office by the cutoff dates nor is this office responsible for damage or loss by the USPS. Enrollment Services offers this mailing service as a convenience to students.

      If mailing your form, please send to:

      A.T. Still University
      ATTN: Enrollment Services
      800 W. Jefferson
      Kirksville, MO 63501

      When mailing your form, please indicate which option you would like Enrollment Services to complete.