Registrar

The Registrar’s Office is under the direct supervision of the PHSU Vice President of Student Affairs. The primary role of the Registrar is to maintain the permanent records and documents that pertain to each matriculated student’s progress through medical or graduate school.

The main services offered by the Registrar’s Office are to:

1. Prepare and maintain custody of all academic records following the regulations of the Buckley Amendment (FERPA)
2. Coordinate Registration Procedures
3. Coordinate Veterans Services
4. Provide certifications of Enrollment, Class Lists, and Deferments
5. Prepare the evaluation of records for promotion and graduation
6. Certify Degrees and Academic Standing
7. Certify Enrollment for USMLE Part I and II
8. Prepare, maintain and distribute the Official Transcript
9. Receive, record, and secure documentation for final course grades
10. Establish policies for access to student Academic Record in accordance with Federal Educational Rights and Privacy Act (FERPA)

Certifications

A fee will be charged to students who request academic certifications or certification of enrollment for other purposes. Certification for Income Taxes will be free of charge. Certifications for verification of Degree follows the same steps as for enrollment certification. (Must fill a request form and pay the corresponding fee as published in the tuition and fee schedule.)

Transcripts

The student’s academic record is an official document and copies are made upon the request of the student.

1. Official transcripts must bear school seal and will be sent directly to the Institution requested by the student.
2. Transcripts requested for personal use of the student will be handed to the student personally; if the student authorizes another person to come for the transcript, a written authorization is needed, and the person must have identification. Transcripts handed to the student must be labeled “student copy”.
3. Student’s undergraduate transcripts are confidential records kept for exclusive use of Ponce Health Sciences University Registrar’s Office and will not be given to the applicant or third person under any circumstances.
4. No requests for transcripts or certifications will be honored if the student has outstanding debts to the University.
5. PHSU may withhold official transcripts if a student has an outstanding debt with the university. If a student has completed all graduation requirements the student will be provided with their diploma. If a student meets FERPA requirements, they may receive an unofficial transcript upon request regardless of any outstanding financial balance.

National Student Clearing House
Ponce Health Sciences University and the National Student Clearinghouse provide students with a safe and reliable tool where student can request Credit Transcript online. Students can order transcripts using a debit or credit card. Student’s card will be charged once the request is processed. In addition, students will automatically receive an email confirming the request once it is processed. Students can also follow up online.

Requests will be processed in the order they are received.

Students must pay the corresponding fees per the institution and National Student Clearinghouse.

The processing time for the transcript is 5-7 business days after receipt of the request and payment.

The link to access to request a credit transcript online: tsorder.studentclearinghouse.org/school/select

Privacy of Student Records

The University adheres to all applicable regulations concerning the privacy or confidentiality of student records, including, but not limited to, the Family Educational Rights and Privacy Act (FERPA). Faculty members are required to strictly comply with the University’s FERPA policy in their administration and use of student records.

The Family Educational Rights and Privacy Act of 1974 (FERPA)
For the purposes of this policy, Ponce Health Sciences University has used the following definition of terms.

1. Student - Any duly registered person who attends or has attended any of the Ponce Health Sciences University academic programs.
2. Educational Records - Any record (in handwriting, print, tapes, film or other medium) maintained by Ponce Health Sciences University is an agent of the School, which is directly related to a student, except:
   1. A personal record kept by a staff member if kept in the sole possession of the maker of the record; the record must not be accessible or revealed to another person, except a temporary substitute for the maker of the record.
   2. Records created and maintained by Ponce Health Sciences University to comply with the federal rules and regulations privacy preservation concerns.
   3. An employment record of an individual, whose employment is not contingent on their student status, provided the record is used only in relation to the individual’s employment.
   4. Records made or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional if the records are used only for treatment of a student and made available only to those persons providing the treatment.
   5. Alumni records containing student(s) information after they are no longer in attendance at Ponce Health Sciences University, and which do not relate to the person as a student.

Note: A college or university is required by Section 99.7 of the FERPA regulations to provide students annual notification of their FERPA* rights. Its policy must include the method it will use to inform students.

• Students will be notified of their FERPA rights annually by publication in the academic catalog;
• Students will be notified of FERPA rights annually by publication in the student bulletin; or
• Students will be proved a statement of their FERPA rights in their registration packets.

*The Family Educational Rights and Privacy Act of 1974

Procedure to Inspect Education Records

• Students may inspect and review their own academic records upon approval of the Registrar.
• Students should submit a written request to the Registrar or Record Officer, which identifies as precisely as possible the record or records he or she wishes to inspect.
• The Record Custodian or an appropriate University staff person will make the needed arrangements for access as promptly as possible and notify the student of the time and place where the records may be inspected. Access must be given 15 days or less from receipt of the request.
• When a record contains information about more than one student, the student may inspect and review only the record related to the student.

Right of University to Refuse Access

Ponce Health Sciences University reserves the rights to refuse to permit a student to inspect the following records:

1. Letters and statements of recommendation for which the student has waived the right of access, or which were placed in the file before, January 1, 1975.
2. Records connected with an application to attend Ponce Health Sciences University and that application was denied.
3. Those records which are excluded from the FERPA definition of education records.

Refusal to Provide Copies

Note: With an understanding that it cannot deny students access to their records, Ponce Health Sciences University is required to describe the circumstances in which it may deny students a copy of their education records.

Ponce Health Sciences University reserves the right to deny transcripts or copies of records not required to be made available by FERPA in any of the following situations:

1. The student has an unpaid financial obligation to the University.
2. There is an unresolved disciplinary action against the student.

Fees for Copies or Records

The fee for copies will be $3 each. (Note: A college or university may not charge for search and retrieval of the records; however, it may charge for copying time and postage).

Types, Locations, and Custodians of Educations of Records

Listing required. Types, Locations, and Custodians are examples

The following is a list of the types of records that Ponce Health Sciences University maintains their locations and their custodians.

*All physical records are maintained at the main campus in Ponce, Puerto Rico

Disclosure of Education Records

Ponce Health Sciences University will disclose information from a student’s education records only with the written consent of the student, except:

• The school officials who have a legitimate educational interest in the records. A college or university is required to specify the criteria for school officials and for legitimate educational interest. The following are Ponce Health Sciences University criteria: A school official is:

1. A person employed by the University in an administrative, supervisory, academic or research, or support staff position.
2. A person elected to the Board of Trustees.
3. A person employed by or under contract to Ponce Health Sciences University to perform a special task, such as the attorney or auditor.
4. A school official has a legitimate educational interest if the official is:
   • Performing a task that is specified in his or her position description or by a contract agreement.
   • Performing a task related to a student’s education.
   • Performing a task related to the discipline of the student.
   • Providing a service of benefit relating to the student or student’s family, such as health care, counseling, job placement, or financial aid.

• To officials of another school, upon request, in which a student seeks or intends to enroll. FERPA requires a college or university to make a reasonable attempt to notify the student of the transfer unless it states in its policy that it intends to forward records on request.
• To certain officials of the U.S. Department of Education, the Comptroller General, and state and local educational authorities, in connection with certain state or federally supported education programs.
• In connection with a student’s request for or receipt of 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.
• If required by a state law requiring disclosure that was adopted before November 19, 1974.
• To organizations conducting certain studies for or on behalf of Ponce Health Sciences University.
• To accrediting organizations to carry out their functions.
• To parents of an eligible student who claim the student as a dependent for income tax purposes.
• To comply with a judicial order or a lawfully issued subpoena.
• To appropriate parties in a health or safety emergency.
• Directory information as designated by Ponce Health Sciences University.
• The result of any disciplinary proceeding conducted by Ponce Health Sciences University against an alleged perpetrator of a crime of violence to the alleged of that crime.
• PHSU complies with the FERPA USA Patriot Act: Public Law 107-56: DCL April 12, 2002 Section 507. PHSU follows the provisions outlined in the regulations as follows: PHSU only discloses personally identifiable information from an education record to appropriate parties in connection with an emergency if knowledge of the information is necessary to protect the health and safety of the student or other individuals.

Record of Request for Disclosure

Ponce Health Sciences University will maintain a record of all requests or disclosure of information from student’s education records. The record will indicate the name of a party making the request, any additional party to whom it may be re-disclosure and the legitimate interest the party had in requesting or obtaining the information. The record may be requested and reviewed by the parent or eligible student.

Directory Information
(Note: Disclosure of Directory Information is optional. If the opinion is exercised; a college or university is required to list the items it has designated as Directory Information).

Ponce Health Sciences University designated the following items as Directory Information: student name, address, telephone number, date and place of birth, major field of study, participation in officially recognized activities, previous school attendance, photograph, email, height and weight, honors, and education. Ponce Health Sciences University may disclose any of those items without prior written consent, unless notified in writing to the contrary by the student.

The following are not considered directory information: social security number, religion, ID Number, gender, race, grades, nationality, and GPA.

Correction of Education Records

Note: Ponce Health Sciences University includes this policy a procedure for the correction of records.

Students have the right to ask to have records corrected that they believe are inaccurate, misleading, or in violation of their privacy rights. Below is the procedure to correct a record:

1. A student must ask an official at Ponce Health Sciences University to amend a record. They should write the Ponce Health Sciences University official responsible for the record, clearly identify the part of the record they want changed and specify why it is inaccurate or misleading.
2. Ponce Health Sciences University, registrar or Record Officer, may comply with the request or it may decide not to comply. If it decides not to comply, Ponce Health Sciences University, registrar or Record Officer, will notify the student of the decision and advise them of their right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the student’s rights.
3. Upon request, the Registrar of Ponce Health Sciences University, will arrange for a hearing, and notify the student in advance (within a reasonable timeframe) of the date, place, and time of the hearing.
4. The hearing will be conducted by a Hearing Committee of three members who are disinterested parties; however, the hearing committee members may be officials of the Institution. The student shall be afforded a full and fair opportunity to present evidence relevant to the issue raised in the original request to amend the student’s education record. The student may be assisted by one or more individuals, including an attorney.
5. Ponce Health Sciences University Hearing Committee will prepare a written decision based on the evidence presented at the hearing and it will be submitted to the Vice President of Academic Affairs to take the corresponding action. The decision will include a summary of the evidence presented and the reason for the decision.
6. If the Vice President of Academic Affairs decides that the challenged information is not inaccurate, misleading, or in violation of the student’s right to privacy, the student will be notified that they have a right to place in the record a statement commenting on the challenged information or a statement setting forth reasons for disagreeing with the decision.
7. The statement will be maintained as a part of the student’s education records as long as the contested portion is maintained. If Ponce Health Sciences University discloses the contested portion of the record, it must also disclose the statement.
8. If the Vice President of Academic Affairs decides that the information is inaccurate, misleading, or in violation of the student’s right to privacy, the Vice President of Academic Affairs will order the registrar to amend the record and notify the student, in writing, that the record has been amended.

The Solomon Amendment and FERPA

The Solomon Amendment requires institutions to provide directory-type information on students who are 17 years of age or older upon request of representatives of the Department of Defense for military recruiting purposes. This information- “student recruiting information” - includes: student’s name, address, telephone listing, date and place of birth, level of education, academic major, degrees received, and the most recent previous education institution at which the student was enrolled.

A request for student recruiting information under Solomon must be honored unless there is an exception in the law which precludes the institution from providing the requested information. The most important exceptions are that the university:

1. Have a long-standing policy of pacifism based on historical religious tradition;
2. Certify that such information is not collected by the institution;
3. Certify that each student concerned has formally requested to withhold “directory information “under FERPA from third parties.

The definitions of the terms “directory information” (FERPA) and “student recruiting information” (Solomon) are not synonymous.

All students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the University to comply with the requirements of FERPA.

Teach-Out Policy

LAST REVISED: September of 2014
REFER QUESTIONS TO: President

Scope

This policy applies to administration and faculty in all programs of Ponce Health Sciences University (PHSU).

Policy

The decision to close a degree or certificate program requires substantial planning and careful consultation with all those affected. Every effort should be made to inform everyone affected as fully as possible about the conditions leading to a decision of such importance and all available information should be shared. As the immediate interests of current students and faculty are most directly affected, their present and future prospects require sensitive and timely attention and involvement. The university teach-out policy aims to protect the interests of students and faculty and to satisfy the requirements established for the University by the Middle States Commission on Higher Education (MSCHE) and the Missouri Department of Higher Education and Workforce Development (MDHEWD) during this process.

In accordance with Federal regulations, the University is required to submit a teach-out plan to MSCHE and MDHEWD for approval if any of the following occurs:

1. The institution notifies MSCHE and MDHEWD that it intends to cease operation entirely.
2. MSCHE or MDHEWD terminates accreditation or the candidacy of an institution.
3. The USDE notifies either MSCHE or MDHEWD that it has initiated an emergency action against the institution or an action to limit, suspend, or terminate an institution participating in any Title IV, Higher Education Act program.
4. A State Licensing or authorizing agency notifies either MSCHE or MDHEWD that an institution license or legal authorization to provide an educational program has been or will be revoked.

More specifically, if the University decides to close an educational program, or the entire institution, one of the following options must be followed:

1. Execute a Teach-Out Plan. The teach-out option occurs when the institution “teaches-out” currently enrolled students; no longer permanently admits students to programs; and terminates the educational program or the operations of an institution.
2. Develop and implement a Teach-Out Agreement. The teach-out agreement option occurs when the institution enters into a contract with another institution or organization to teach out the educational programs or program.

Both teach-out plans and teach-out agreements must include the following information:

1. Dates of termination and closure;
2. An explanation of how affected parties (students, faculty, staff) will be informed of the impending closure;
3. An explanation of how students will be helped to complete their program of study with minimal disruption or additional expense;
4. How faculty and staff will be redeployed or helped to find new employment; and
5. If closing an institution: signed copies of teach-out agreements with other institutions, if any; and arrangement for the storing of student records, disposition of final financial resources and other assets.

The teach-out plan addresses graduate students as well as prospective and currently enrolled students. The teach-out period and teach-out plan will vary by academic department and/or program and must be determined and approved in advance at all required levels, as specified under Responsibilities below.

Definitions

• Degree Program. A degree program is an organized curriculum leading to a degree in an area of study recognized as an academic discipline by the higher education community, as demonstrated by assignment of a Classification in Instructional Programs (CIP) code by the National Center for Educational Statistics or as demonstrated by the existence of similar degree programs at other colleges and universities.
• Certificate Program. A certificate program is a coherent course of study leading to the awarding of a credential. A college credit certificate is not intended as a degree, but as a supplement to a student’s specific educational goals or professional career preparation. Completion of a college credit certificate generally is related to a specific field and usually associated with a limited set of occupations.
• Educational Program. A degree program or college credit certificate program.
• Date of program termination. The date on which the educational program is closed permanently to admission.
• Date of program closure. The date on which the last student in teach-out has completed the educational program.
• Notification. A letter from an institution’s chief executive officer, or his/her designated representative, to MSCHE or CEPR summarizing a proposed change, providing the intended implementation date. The policy and procedures for reporting and review of institutional substantive change are outlined in the document Substantive Change: Institutional Closure or Institutional Status Requiring a Teach-out Plan.
• Accreditation Liaison Officer (ALO). The individual at the institution who is responsible for ensuring the timely submission of annual institutional profiles and other reports as requested by either MSCHE or MHEWD in the years between accreditations. With the President, the Accreditation Liaison Officer is responsible for the accuracy of all information submitted to either MSCHE or MHEWD and for ensuring ongoing compliance with standards, policies and procedures beyond reaffirmation. During the Reaffirmation Cycle, the Liaison serves on the Self-Study Teams and oversees all staffing aspects of the Reaffirmation process.
• Teach-Out Plan. The written plan and subsequent process by which the University provides institutional and academic support services to students enrolled in an educational program that has been discontinued. The teach-out process often extends well beyond the termination date (the date on which the site or program is closed permanently to admissions) to allow time for enrolled students to complete their program in a reasonable amount of time. The plan must provide for the equitable treatment of students in an institution.
• Teach-Out Agreement. A written agreement between accredited institutions that provides for the equitable treatment of students if one of those institutions stops offering an educational program before all students enrolled in that program complete the program.

Procedures

Responsibilities
The President, the relevant Dean (and the Associate Dean, School of Medicine St. Louis or Director of Clinical Psychology) whose scope of authority involves an educational program being considered for termination shall inform and involved affected faculty and staff at the earliest possible stage of consideration. Once the decision to pursue closure of an educational program has been made, the relevant Dean shall forward a proposal to the President. The proposal should be developed with the involvement of faculty and students as possible and should outline the:

1. Nature of the program,
2. Reason for termination,
3. Number of students currently enrolled,
4. Progression statistics of students in the program,
5. Resources used to offer the program,
6. Financial savings, if any, realized from the termination,
7. Explanation of how any students enrolled in the program will be helped to complete their program,
8. Assessment of whether any faculty will be adversely affected by termination and
9. Explanation of how affected individuals will be informed of the planned termination.

The Dean should be available to brief the President and, in the case of the institution closing, the Accreditation Liaison Officer of the pending decision. The President will work with the Dean to develop and coordinate presentations on the proposal to the President and the University Board of Directors.

The Dean and Chair shall work to develop a teach-out plan (See Appendix A, “Teach-Out Academic Plan”) and implement the notification elements of the plan for students and faculty. Appendix B provides a general summary used to brief faculty and students as “Sample Student and Faculty General Communication Summary.” Both current and prospective students should be notified as soon as practicable (See Appendix C and D for sample letters). The Dean is responsible for on-going monitoring and reporting on implementation of the teach-out plan. A monitoring report should be used to provide periodic reports to the President on the status of the teach-out. The monitoring report shall also be used to advise students of their progress in the teach-out. (See Appendix E, “Sample Program Monitoring Report.”)

The Executive Policy Committee shall review the initial proposal to terminate an educational program forwarded by a relevant Dean. The Faculty Committee will determine whether any faculty will be adversely affected by termination and act to implement provisions in the University Faculty Guidelines. The Executive Policy Committee shall notify the President and help facilitate the Vice President of Academic Affairs presentation on the change to the President and the University Board of Directors.

The President will develop and coordinate the presentation on the proposal to the University Board of Directors and work with the relevant Dean to ensure all affected parties are notified on pending decision. The affected parties must include the faculty, students, the Council of Deans. Once the President and the University Board of Directors have approved termination of the program, the President will be updated periodically by the relevant Dean on the notification and approval process and will receive periodic updates from the relevant Dean on the implementation of the teach-out plan.

Affected Groups

1. Prospective students with active applications awaiting admission decisions to a degree program should be immediately advised to seek alternative programs by the appropriate unit, generally the academic department or program. Prospective students should be given as much time as practical to seek alternative opportunities. The academic department or program also should immediately suspend admission of new students.
2. Prospective graduate students are those who have active applications awaiting admission decisions to an affected degree program. As soon as the decision to terminate is made, the appropriate unit, generally an academic department or program, should immediately suspend admission of new students and advise students who have already been offered admission that they must complete the degree program within a teach-out period. The graduate degree must be completed within the teach-out period. Such students must meet the minimum credit hour requirements for the degree.
3. Graduate students currently enrolled in a terminated degree program should be given an opportunity to complete their degree programs. Departments and programs should work with such students to develop a strategy for completion within the teach-out period. Programs should be as flexible as possible in facilitating and allowing currently enrolled graduate students to complete their degree program. Such students must meet the minimum credit hour requirements for the degree.
4. Graduate students previously admitted into a terminated educational or degree program who are not currently enrolled shall have their requests for readmission made on a case-by-case basis. At a minimum, the decision to readmit shall consider the ability of the department or program to offer needed courses within the teach-out period and the student’s previous performance within the terminated educational program.
5. Graduate students currently enrolled in a terminated certificate program should be given an opportunity to complete their certificate. Departments and programs should work with such students to develop a strategy for completion within the teach-out period. Students should expect to take a sufficient number of courses each semester, including summers, to enable them to complete all requirements within the teach-out period. The teach-out period will continue for no more than two academic years following the date of which notice of termination is given to students. The teach-out period will vary by certificate program and must be determined by the department and college with approval of the President. The certificate must be completed within the teachout period. Such students must meet the minimum credit hour requirements for the certificate.
6. Faculty should be involved in and informed of plans to terminate a degree or certificate program at the earliest possible stage of consideration. Faculty shall be informed of any potential layoff considerations covered by the University Faculty Handbook at the earliest possible stage of consideration and be kept apprised of recommendations forwarded to the University Board of Directors regarding plans to terminate a degree program or certificate program.