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Frequently Asked Questions

FAQ Topics:  Scheduling   | FERPA   | Graduation   | Transcripts   | Change of Status (major, minor, etc.)   | Miscellaneous  

Scheduling FAQ

A: You can find your registration date and time by signing into your iClarion portal account and accessing Web for Students. On the blue navigation bar, select Registration, then Registration Status. The following information template will be displayed:

• 2007 Fall (sample)
  • You have no Holds to prevent registration.
  • Your academic standing: Good Standing
  • You are admitted for this term.
  • Your Class for registration purposes is FRESHMAN
  • Your Registration Date/Time is 11/02 at 12:00 NOON

Q: The class I’m trying to schedule is closed, what can I do?

A: You will need to contact the department of the class for permission to enter the closed section. If the department gives you permission to enter the closed class, they will provide you with a ‘”CLOSED SECTION FORM”. This form needs to be completed and signed by the Department Chair of the department offering the course. The form must then be submitted to the Registrar’s Office on the DATE it was approved.

Q: Who can help me decide what classes I should schedule?

A: Your advisor should be able to guide you and make suggestions regarding your schedule using your current degree audit. (See also University Advising Services Center).

Q: My major is undecided, how do I declare a major before I schedule classes?

A: Students should complete a Change of Status form (which can be obtained from any Dean's Office) then submit the form to the Dean's office of the new major. Students requesting to add a minor should submit the form to the Dean's office of the minor. The Dean's Office staff will distribute copies of this form to the proper offices.

Q: Where can I get a list of the courses that are offered?

A: Go to the following website: www.clarion.edu/registrar/schedule/

Q: I tried to register for several web based classes and received a message that the class is either closed or "closed by restriction". What does this mean?

A: Several of the web based classes are reserved for students enrolled in a particular program at Clarion University. For example if web classes has a section number of WO, WU, 5W, etc.,  they are reserved for either nursing or high school students. Section numbers such as W1, W2 etc should be classes that you can register for unless they are closed. You must obtain written permissions from the department chairperson if the class is closed.

Q: I am not available to register on my assigned date and time, can I have my time changed?

A: If you cannot register on your registration date and time, you can still can register anytime thereafter while the registration period is available. Web registration is available seven days a week from 8:30 a.m. to 11:00 p.m. during registration.

Q: How do I audit a class at Clarion University and what is the cost?

A: Students must declare their intentions in writing to the Office of the Registrar prior to the end of the drop/add period to audit a class. Lab courses may not be taken as an audit. All fees and tuition are charged to the student when auditing a class.

FERPA FAQ

A: FERPA is the Family Educational Rights and Privacy Act of 1974, also known as the Buckley Amendment. FERPA restricts the student information that we may give out to any individual. Only directory information can be released without the student’s written consent.

Q.  What are my rights as a student under FERPA? 

          A:
            1)      The right to inspect and review your education records.
            2)      The right to request an amendment to your education records.
            3)      The right to have some control over the disclosure of information from your records.

Q.  What are education records?

A.  Education records are all records that contain information that is directly related to a student and   that are maintained by an educational agency or institution or by a party acting on its behalf. A record means any information recorded in any way, including but not limited to handwriting, print, tape, film, microfilm, microfiche, and digital image that are in the possession of any school official.

      Education records do not include the following:

• Sole possession records (those records kept in the sole possession of the maker which are used only as a personal memory aid and are not accessible or reviewed by any other person except a temporary substitute for the maker of the record)
• Medical or psychological treatment records that include but are not limited to records maintained by physicians, psychiatrists, and psychologists
• Employment records, provided that employment is not contingent upon being a student
• Law enforcement or campus security records that are solely for law enforcement purposes and maintained solely by the law enforcement unit
• Records collected about an individual after the individual is no longer a student (i.e. alumni records)
   

Q: What information has Clarion defined as directory information?

A: Student's name, age, local and permanent addresses and telephone numbers, University e-mail address, major field of study, dates of attendance, enrollment status, (e.g., undergraduate or graduate; full-time or part-time) participation in officially recognized activities and sports, any degrees and the date they were conferred, any honors and awards received, and the most recent educational agency or institution attended.

Q: How do I prevent my directory information from being released?

A: You need to notify the Office of the Registrar in writing before the end of the first week of each semester. See www.clarion.edu/registrar/directory_info.shtml for full details.

Q: How do I give my parents access to non-directory information?

A: You need to complete the Release of Information. This form allows you to give access to one or more specific people. The designated person(s) will then be able to request information in the same fashion a student can, either in person with a picture ID or via written request with a valid signature. Please bring in, mail in, or fax in completed release forms to the Office of the Registrar.

Q: Do faculty members have a right to inspect education records of any student without giving a reason?

A: No. The faculty member must demonstrate a legitimate educational interest in their request to access student records.

Q: Can an instructor post grades or exam results in a public place using my social security number or my Clarion ID?

A: It is permissible for faculty to post grades provided no personally identifiable information is used to associate grades with specific students.  Students can be assigned a random number at the beginning of the course to use throughout the semester.  Grades can be posted using this number as long as the numbers are kept confidential, between the student and instructor, and posted in a random order.  Grades cannot be posted in alphabetical order and the random number should not include any portion of a student’s social security number or Clarion ID. 

Graduation FAQ

A: You should apply for graduation the semester before you plan to graduate. You should meet with your advisor to go over your remaining graduation requirements and make sure you are registered for everything you need the following semester.

Q: How do I apply for graduation?

A: The Application for Graduation is available online at: http://www.clarion.edu/registrar/pdfs/Grad_appform.pdf  The graduation fee is assessed on student bills based on reaching a specific cumulative credit hour depending on your program.  You should make an appointment with your advisor to go over your degree audit. Your advisor, department chair and dean will need to sign your application for graduation.

Q: Do I have to apply for graduation?

A: Yes. You will not receive your degree unless you apply for graduation and meet all of the requirements of your program.

Q: If I have a course(s) to complete in the summer, can I still graduate in May?

A: You will not be certified for graduation until you complete all of your course requirements. However, as long as you will be completing all of your remaining requirements in the summer, you may still participate in the graduation ceremony. You will need to have an approved application for graduation in the Registrar's Office.

Q: Where do I get my cap, gown and announcements?

A: You may purchase your graduation attire at the Clarion University Book Center in the Gemmell Student Center or by calling 814-393-2696. Venango Campus students can pick up their graduation attire at the Venango Campus Book Store or by calling 814-676-6591.

Q: Can I get extra graduation tickets?

A: Due to the number of graduates and the limited seating in Tippin Gym, requests for extra tickets cannot be accommodated.

Q: When will I receive my diploma?

A: Diplomas are sent to the address designated on the graduation application approximately four weeks after the graduation ceremony.

Q: How do I get a duplicate copy of my diploma?

A: You will need to send a request in writing along with a $15 fee made payable to Clarion University of Pennsylvania. Your request should include your name as you would like it to appear on your diploma, social security number, complete mailing address, date of graduation, daytime phone, and your signature. Mail your request to Office of the Registrar, 840 Wood Street, Clarion, PA 16214.

TRANSCRIPTS FAQ

A: All currently enrolled, degree seeking students will be assessed a one-time $15 transcript fee which will be added to their statement of charges from the Accounts Receivable Office. Note: Quick Admit students, non-degree students, alumni and former students will not be charged the $15 fee unless they return to Clarion as a degree seeking student.

Q: Can I request my transcripts by phone or email?

A: No. Transcripts cannot be requested by phone or email. In order to protect students' privacy rights, we must receive a signed, written request before releasing transcripts.

Q: How can I submit my request for transcripts?

A: Students on campus and former students in the Clarion area may complete a Transcript Request Form in the Office of the Registrar, 122 Carrier Administration. If you are not in the Clarion area, you can mail your Transcript Request Form to the Office of the Registrar, 840 Wood Street, Clarion, PA 16214. You may also fax your request to the Office of the Registrar at 814-393-2039.

Q: What information do I need to include on my request?

A: Please be sure the include all of the following information:

• full name (the name under which you attended (and any name changes since))
• social security number
• dates of attendance or graduation
• daytime telephone number
• current address
• complete mailing address where transcript should be sent (specify department or person to whom transcript should be addressed)
• your signature (transcripts CANNOT be processed without signature)
• Please note that transcripts CANNOT BE FAXED. If the transcript is being sent directly to you to forward to a third party, please indicate if you would like it sent in a sealed envelope

Q: How long does it take to process my request?

A: Transcripts requested in person can be given to you within a few minutes. If requesting transcripts to be sent, please allow 2-3 business days for processing. You should also allow appropriate mail time depending on the location where transcripts are being sent.

Q: I need a transcript today, is there a way to get an unofficial transcript?

A: You can obtain an unofficial transcript through the web. If you are currently enrolled at Clarion, you can obtain an unofficial transcript via the iClarion Portal. If you are not currently enrolled, and you have attended after 1985, you can use Web for Students to obtain an unofficial transcript (use your Social Security Number for the Student ID and your four digit month and day of birth for the PIN.

Change of Status (major, minor, etc.) FAQ

A: Students should complete a Change of Status form (which can be obtained from any Dean's Office) then submit the form to the Dean's office of the new major. Students requesting to add a minor should submit the form to the Dean's office of the new minor. The Dean's Office staff will assign new advisors then distribute copies of the form to the proper offices.

Q: Do I need to complete separate forms for a minor and a major?

A: If the major and minor are within the same College, you only need one form. Otherwise, you need one form for each college. For example... If you are changing your major to education and adding a psychology minor (A&S), then you should fill out two forms. If you are an education major and adding an education minor then the change can be done on one form. After completing the form, turn it in to the Dean’s office of the new major or minor. The Dean’s offices will then assign you a new advisor.

Q: Where can I find help on how to fill out the Change of Status form?

A: Your advisor or the Dean’s office can help you fill out the form properly.

Q: When I change my major, does my advisor also change?

A: Yes, the dean’s office will assign you a new advisor according to your new major or minor.

Q: If I need to change only my advisor should I still fill out the Change of Status form?

A: Yes, there is a box on the form to check “change advisor only”, complete the form and turn it in to dean’s office for a new advisor assignment.

Q: Do I need to get my Change of Status form signed by anyone?

A: No, the student signs the form and submits it to the dean’s office.

Q: How do I know if the classes I have already taken will fill in the requirements for my new major?

A: A: Sign into your iClarion portal account and access Web for Students. On the blue navigation bar, select Degree Audit, then select the Modeling button to model the new major requirements. If you need help, you should see your advisor.

Registrar Miscellaneous FAQ

A: Contact the Office of the Registrar in the event of an unexpected absence such as a serious illness, death of a family member or Military deployment. We will provide information to the instructor as a courtesy. This does not constitute a valid excuse for the student’s absence from class. A valid excuse will be granted following receipt of a medical excuse from the student’s physician or copy of the military orders from the student’s military command.

Faculty members determine the absence policies for their own classes, except that participation in university sanctioned activities or active military service will be excused and the student will be given reasonable assistance when class work is missed. It is understood that absence does not excuse the student from course work and the responsibility to complete assignments on time.