Student Academic Record Policy


The purpose of this policy is to inform students of their rights and responsibilities pertaining to their College records, in compliance with federal notification requirements; to protect the privacy of student records; and to articulate how records may be accessed and disclosed.


This policy applies to all College students.


It is imperative for daily operations that the College maintain accurate contact information on all students. It is the responsibility of the student to notify a college official by submission of the Columbia College Change of Address Form regarding any discrepancies or changes to his or her contact information. This includes preferred mailing address and any and all telephone numbers. Students may also update their contact information in myPortal.

The College maintains permanent records showing the progress of each student. Student records indicate the rates at which he or she is progressing, final grades in each subject for each semester or session, withdrawals from courses and re-enrollments in subjects from which he or she had previously withdrawn.

The College maintains records through the last date of attendance or the effective date of their unofficial withdrawal.

Columbia College transcripts of permanent student records are confidential and cannot be released to anyone, except Columbia College instructors and officials, without the written permission from the student. Columbia College accepts transcript requests via mail, fax or in person. All requests must include the signature of the student whose record is being released. Payments may be made by cash, check, money order or credit card. The transcript fee is $10 per transcript (fee subject to change without notice).

Requests must include the student’s full name, maiden or former name if applicable, dates of attendance, ID or SSN, birth date, the student’s current address and phone number, the address where the transcript should be sent, the number of copies to be issued and the payment. Transcript Request Forms are available on the Columbia College website.

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