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Change of Name or Address
It is the obligation of every student to notify the Student Records Office
in the Student Services Center of any change in name or address. A picture
I.D. is required in order to make such a change. Failure to make this
required change may cause serious complications in the handling of student
records, tuition and communication with the College in general.
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Transfer
Credit Appeal Procedure
Orangeburg-Calhoun Technical College desires to award transfer credit to
students to the fullest extent possible within the guidelines of the
Transfer Credit Policy of the College. When official transcripts are
received, the Registrar will review all transcripts and award transfer
credit as appropriate.
The student may appeal the decision of the Registrar to a review committee
composed of the Vice President for Academic Affairs and the University
Transfer Program Coordinator. The decision of the review committee is final.
A written request and justification for an appeal should be addressed to
the:
Transfer Credit Review Committee
Office of the Vice President for Academic Affairs
Orangeburg-Calhoun Technical College
3250 St. Matthews Road
Orangeburg, SC 29118-8299
Any student wishing to transfer credits from OCtech to another
post-secondary institution should contact the Director of Admissions or
other appropriate personnel of that college to determine the requirements of
that institution as well as what courses are transferable. Students are
encouraged to obtain in writing the requirements and commitments of that
college.
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Transcripts
The College Registrar maintains a transcript for each student’s academic
record. This shows courses taken and credits earned by the student while
attending Orangeburg-Calhoun Technical College and is updated accordingly
each semester. All transcript requests must be made in writing. Student
transcripts will be issued upon receipt of a written request and payment of
a $3.00 processing fee for each transcript issued. Transcripts may be
requested in the Center for Student Services.
All debts owed to the College must be paid before a student transcript is
released from Orangeburg-Calhoun Technical College. Transcript requests will
be processed within 15 working days of receipt of the completed transcript
request and full payment of all applicable charges.
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Transcript Request
Click here to view and print the transcript request form
Academic Records
Confidential Treatment of Student Academic Records
The privacy and confidentiality of all official student records shall be
preserved at OCtech in accordance with the Family Educational Rights and
Privacy Act (FERPA) of 1974. Each student has the right to inspect and
challenge the accuracy of his/her records.
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Student
Review of Academic Records
Students may inspect and review their educational records upon written
request to the Vice President of Student Services at Orangeburg-Calhoun
Technical College. The request should identify as precisely as possible, the
record(s) he/she desires to inspect. The Vice President of Student Services
will notify the Registrar who will make the necessary arrangements for
access as promptly as possible. The student must be given access to inspect
and review educational records within 45 days of the day the College
received the request for access. The Dean of Students will notify the
student of the time and location where the records may be inspected.
Orangeburg-Calhoun Technical College reserves the right to refuse student
inspection and review of the following records:
1. The financial statement of the student’s parent(s).
2. Confidential letters and recommendations placed in the files prior to
January 1, 1975 or letters and statements of recommendations placed after
January 1, 1975 in which the student has waived his or her right to inspect
and review statements that are related to the student’s admission,
application for employment, job placement, or receipt of honors.
3. Educational records that contain information about more than one
student; however, the College will permit access to the portion of the
record which only pertains to the inquiring student.
4. Disciplinary records.
Orangeburg-Calhoun Technical College retains the right to deny a student a
copy of his/her academic records in the following instances:
1. The student has an unpaid financial obligation to the College.
2. There is an unresolved disciplinary action against the student.
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Disclosure of Student Academic Records
Orangeburg-Calhoun Technical College will disclose information from a
student’s academic record only with the written consent of the student.
Exceptions to disclosure without student consent include the following:
1. To college officials who have a legitimate educational interest in the
records. College officials include any person employed in an administrative,
supervisory, support staff or faculty position; an Area Commission member; a
person employed under contract to Orangeburg-Calhoun Technical College to
perform a special task such as an auditor or attorney. A college official
has a legitimate educational interest if the official is: performing a task
that is specified in his or her position description or contract agreement,
performing a task related to a student’s education, performing a task
related to the discipline of a student, or providing a service or benefit
relating to the student or student’s family, such as health care,
counseling, job placement or
financial.
2. To agents acting on behalf of the institution (e.g., clearinghouses,
degree/enrollment verifiers).
3. To certain officials of the U. S. Department of Education, the
Comptroller General and state and local education authorities in connection
with various state or federally supported education programs.
4. In connection with a student’s request for financial aid as necessary to
determine eligibility, amount, or conditions of the financial aid, or to
enforce the terms and conditions of the aid.
5. To organizations conducting certain studies for or on behalf of
Orangeburg-Calhoun Technical College.
6. To accrediting organizations to carry out their functions.
7. To the parents of an eligible student who claim the student as a
dependent for income tax purposes.
8. To comply with a judicial order or a lawfully issued subpoena.
9. To appropriate parties in a health or safety emergency.
10. Directory information such as name, address, telephone number and
enrollment status.
11. The results of any disciplinary proceeding conducted by Orangeburg-
Calhoun Technical College against an alleged perpetrator of a crime of
violence to the alleged victim of that crime.
12. To anyone if a health or safety emergency exists and the information
will assist in resolving the emergency.
13. To an alleged victim of a crime of violence of the results of a
disciplinary hearing regarding the alleged perpetrator of that crime with
respect to that crime.
14. To anyone requesting the final results of a disciplinary hearing against
an alleged perpetrator of a crime of violence or non-forcible sex offense
(Foley Amendment).
15. To the Immigration and Naturalization Service for purposes of the
Coordinated Interagency Partnership Regulating International Students.
16. To military recruiters who request “Student Recruiting Information” for
recruiting purposes only (Solomon Amendment). Recruiting Information
includes name, address, telephone listing, age or year of birth, level of
education and major.
17. The Internal Revenue Service for the purposes of complying with the
Taxpayer Relief Act of 1997.
18. To authorized representatives of the Department of Veterans Affairs for
students receiving educational assistance from the agency.
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Enrollment Certification/Degree Verification
Orangeburg-Calhoun Technical College has authorized the National Student Clearinghouse as our agent for enrollment certifications and degree verifications for current students, former students and graduates of the college. There is no charge for this service, and currently enrolled students may access enrollment information 24 hours a day, 7 days a week by logging on to www.enrollmentverify.org. Student enrollment information will be updated to the Clearinghouse each month. Students are reminded that status changes (full-time to part-time or complete withdrawal) after your enrollment certification has been obtained, may impact eligibility for matters that require full-time enrollment. If you have any questions, please contact a member of the Student Records Staff.
Employers, insurance companies, housing agencies and agencies that you have authorized to perform background checks on your records, may obtain degree verifications at anytime at www.degreeverify.org. Third party agencies may not access your academic information without your expressed written consent.
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Directory Information
Directory information such as name, address, telephone number, major,
participation in recognized activities, attendance dates, degrees/awards
received, and most recent school attended is not released to any commercial
concerns. However, the College may disclose any of those items without prior
written consent to those organizations the College deems responsible for
promoting achievements of the student and organizations charged with
verifying information provided by the student for employment reasons unless
notified in writing by the student to the contrary by the end of the second
week of class each term (or first meeting of Continuing Education courses).
Requests should be directed to the College Registrar.
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Student
Right-to-Know Disclosure
Under the Student Right-to-Know and Campus Security Act of 1990, prospective
students, applicants and current OCtech students have the right to know the
graduation and transfer-out rates of students enrolled at the College. These
rates indicate the percentage of students who begin college as a first-time,
full-time student during the fall semester and graduate or transfer within
prescribed timelines as outlined in the Department of Education Guidelines.
This information may be obtained from the Vice President of Student Services
or Admissions Office at Orangeburg-Calhoun Technical College, 3250 St.
Matthews Road, Orangeburg, SC 29118-8299 or by calling (803) 536-0311 or
1-800-813-6519 (within SC). Information and statistics concerning campus
crime, safety and security policies and procedures are also available and
may be obtained from the OCtech Security Office, 3250 St. Matthews Road,
Orangeburg, SC 29118-8299 or by calling (803) 535-1393 or 1-800-813-6519
ext. 1393 (within SC).
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STUDENT RECORDS
