Registration and Records

Office of the Registrar and Student Records
University West, Suite 129
3007 N. Ben Wilson
Victoria, TX 77901-5731

Phone: (361) 570-4368 | Toll-Free: (877) 970-4848 ext. 4368
Fax: (361) 580-5545
Email: studentrecords@tamuv.edu | Web: www.tamuv.edu/student-records/

Note: Academic Standards and Policies are now located on the University Policies  page of this catalog. 

The Office of the Registrar and Student Records maintains student academic records, oversees registration and enrollment processes, processes transcripts and degree awarding, and ensures compliance with university policies and federal regulations related to student records.

Registration and Enrollment

General Registration Information

Students are required to complete online registration for each term in which they are enrolled at the Texas A&M University-Victoria (A&M-Victoria). Registration dates are published in the university calendar. Registration is not complete until all registration steps are finalized and tuition and fees are paid in full. Students with outstanding financial obligations may be prevented from registering until balances are resolved. A nonrefundable late registration fee will apply to students who register during the late registration period.  

For assistance with registration, contact the Office of the Registrar and Student Records.

Priority Registration

Priority registration typically opens two days before general registration and is available to designated groups of students. This period allows eligible students to register prior to open registration; however, it does not exempt them from meeting course prerequisites, nor does it guarantee enrollment in specific courses. Dates for priority registration are published on the Student Records Important Dates website.

Cancellation of Registration

Students who cancel their registration prior to the official first day of class are entitled to a full refund and will be regarded as never having been registered. No financial penalty will be assessed.

Enrollment and Course Policies

Class Schedule

A schedule of course offerings for each term is available for online viewing prior to the start of the term. Registration dates are published in the University Calendar and on the Student Records Important Dates website.

Course offerings are typically posted online at the beginning of the following months:

• Fall: March
• Spring: October
• Summer: March

Note: Students completing degree requirements during the summer term should be aware that degrees are awarded at the end of the full summer term, regardless of when final requirements are completed.

Class Membership and Attendance

Students must be officially registered in each course before attending class. Attending a course without official registration may result in loss of academic credit. Class rosters are generated from official enrollment records. Students whose names do not appear on the class roster for any course in which they believe they are registered should promptly contact the Office of the Registrar and Student Records to confirm their enrollment.

For the purposes of university policy, “attendance“ at A&M-Victoria is defined currently to include attendance in person or by correspondence, including participation via paper correspondence, video conference, Internet or other electronic or telecommunication method where students are not physically present in a classroom. (A “student” is defined as an individual who is or has been “in attendance” at an educational agency or institution and regarding whom the agency or institution maintains education records.)

Discontinued Classes

The university reserves the right to cancel classes or modify schedules as necessary. Students affected by course cancellations will be notified by their academic college. Students wishing to enroll in a replacement course must update their schedule through the student self-service portal. Students who do not replace a canceled course will receive a refund in accordance with university policy.

Course Adjustments

Add/Drop Courses

Students may add or drop courses during the designated periods outlined in the Academic Calendar  or “Important Dates & Deadlines” calendar, available on the Student Records website. Students may add and drop courses through the student self-service portal during the published registration periods.

Course Prerequisites

Prerequisites and co-requisites are enforced as outlined in the course listings. Students should contact their academic advisor if they have questions about meeting these requirements.

Census Date

The Census Date is the official enrollment reporting date established by the Texas Higher Education Coordinating Board (THECB). For regular sessions during the fall and spring semesters, the Census Date is the 12th class day. For all other sessions, the date is adjusted in accordance with THECB regulations. The Census Date is the last day students may drop a course without a record for that term. Official verification of enrollment for the semester begins the day after the Census Date.

Graduation

To be eligible for graduation, students must submit a graduation application on or before the deadline specified in the academic calendar . The application is a mandatory requirement and failure to submit by the published deadline may delay degree awarding and graduation processing. Graduation applications must be submitted online through the self-service portal.

For additional information, please visit the Graduation webpage.

Auditing a Course

Students may request to audit face to face courses only.  Refer to the Billing and Financial Information  section of this catalog for audit procedures and applicable tuition and fees.

Student Records and Personal Information

Maintenance of Records:

Students are responsible for ensuring that their academic and personal records are accurate and up to date. Updates should be submitted to the appropriate university department for processing.

Personal Information Changes

Information such as name, address, and contact details is based on the admission application and must be kept current.

• Updates to address, phone number, or emergency contact should be made in the self-service portal.

• Preferred names may also be updated directly by the student in the self-service portal.

• Changes to primary names (e.g., due to marriage or court order) require submission of the Change of Primary Name form and supporting documentation. The form is available on the Student Records Forms website.

Change of Plan (Major)

Students may change the plan established at the time of first enrollment, and are encouraged to consult with an academic advisor before submitting the request. Faculty advisors can provide information concerning curricular requirements and advice related to their respective fields.

Undergraduate Students: The undergraduate change of plan approval form is available online in the Student Records website.

Graduate Students:

• Changing programs between academic colleges requires a new application via ApplyTexas.org.

• Program changes within the same college may be possible by submitting a Graduate Application Form to the college.

Grades and Transcripts

Final Grade Reports

Final grades for the semester are typically available through the student self-service portal one week after the official close of the semester. Grade reports are not mailed to students.

To view grades:

• Log into student self-service
• Navigate to Academic Records > View Grades.

Texas A&M University-Victoria Transcripts

Official Transcripts - Texas A&M University-Victoria has partnered with Parchment to provide a web-based transcript service. Transcripts can be ordered using the Parchment storefront link for a fee of $7.00 each plus tax. Additional fees apply for special services such as express shipping. Transcripts will be sent electronically or on paper by mail, depending on the option selected by the student.

Students may request one official transcript per day, with no fee charged in person at the Office of the Registrar and Student Records.  Additional transcripts requested in person on the same day will be subject to a fee of $7.00 each. The Registrar will have the authority to deny unreasonable requests, and the university reserves the right to reinstate any/all fees at any time.

The Office of the Registrar and Student Records and Parchment will only issue official transcripts. Transcripts may not be released if the student has a financial hold or service indicator on their record from A&M-Victoria

• Transcripts submitted to Texas A&M University-Victoria from other institutions will not be released to students or third parties. Students needing a transcript from a prior institution, must contact that institution.

Unofficial Transcripts - Students may view and print an unofficial transcript by logging into the student self-service portal (Academic Records/Enrollment>Transcripts>View Unofficial Transcript).

Retention of Education Records:

Texas A&M University-Victoria maintains students’ education records permanently, either in paper or electronic form. These records are retained in compliance with the Texas Government Code, Chapter 441, and A&M-Victoria’s retention policies.

FERPA (Family Educational Rights and Privacy Act)

Notice of Student Rights

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records. These rights are as follows:

1. Students have the right to inspect and review their education records within 45 days of the day the university receives the request.
2. Students have the right to request the amendment of their education records that they believe are inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. If the university denies a student’s requested amendment, the student has the right to a hearing regarding the requested amendment to his/her education record.
3. Students have the right to provide written consent before the university discloses personally identifiable information in their education records, except to the extent that FERPA authorizes disclosure without consent.
4. 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. The name and address of the Office that administers FERPA is:

U.S. Department of Education
Student Privacy Policy Office
400 Maryland Avenue, S.W.
Washington, D.C. 20202-5901

FERPA Definitions

Act: Refers to the Family Educational Rights and Privacy act of 1974, as Amended, enacted as Section 438 of the General Education Provisions Act (20 U.S.C. 1232g).

Agent: A person or business formally authorized to act on another’s behalf.

Attendance: Is defined currently to include attendance in person or by correspondence, including participation via paper correspondence, video conference, satellite, Internet or other electronic or telecommunication method where students are not physically present in a classroom. (A “student” is defined as an individual who is or has been “in attendance” at an educational agency or institution and regarding whom the agency or institution maintains education records.)

Directory Information: Information contained in an education record of a student that generally would not be considered harmful or an invasion of privacy if disclosed. Within guidelines of FERPA, the following is considered “Directory Information” at Texas A&M University-Victoria and the institution will release and make available to the public unless notified by the student to withhold release of this information:

• Name
• Address (all addresses listed in student self-service)
• University issued Email address
• Telephone listing
• Date of birth
• Classification (undergraduate or graduate)
• Major, degrees and awards received
• Dates and types of awards received
• Dates of attendance (ex. Fall 2001 to Fall 2005)
• Most recent previous educational agency or institution attended
• Enrollment status (full-time or part-time)
• Participation in officially recognized activities or sports
• Weight and height of members of athletic teams.

If a student does not want “directory information” regarding him or her to be released (i.e., opt out of directory information disclosures), the student can update their records by logging into the student self-service portal (see Personal Information > Privacy Settings) to place a privacy restriction on their records. The student may also notify the Office of the Registrar and Student Records in writing at 3007 N. Ben Wilson, Victoria, TX 77901, or submit the Request to Withhold Public Information Form in person to the Office of the Registrar (University West Building, Room 129), or by fax to (361) 580-5545.

A student’s request to opt out of directory information disclosure remains in effect until the student “releases” the hold in the student self-service system or revokes the request in writing to the Office of the Registrar and Student Records. (The Withhold Public Information Form can also be found at: www.tamuv.edu/student-records/forms/)

Note: An opt out of directory information disclosures does not prevent a college from identifying a student by name or from disclosing a student’s electronic identifier or institutional email address in class. The right to opt out of directory information disclosures does not include a right to remain anonymous in class, and may not be used to impede routine classroom communications and interactions, whether the class is held in a specified physical location or online through electronic communications. 

Education Institution (or Agency): Generally means (1) any public or private agency or institution (including governing boards which provide administrative control or direction of a College system) of post-secondary education that (2) receives funds from any federal program under the administrative responsibility of the Secretary of Education. The term refers to the institution as a whole, including all of its components (e.g., colleges or departments in a College).

Education Records: Those records directly related to a student and maintain by the institution or by a party acting for the institution. The Office of the Registrar and Student Records retains a minimum of the following documents in a student’s permanent education record: approval letter(s), application form(s), transfer transcripts, undergraduate and graduate admission test scores (if applicable), degree plan, and any other document(s) pertaining to the student’s academic career at A&M-Victoria. The term “education records” does not include the following:

• records of institutional, supervisory, administrative, and certain educational personnel which are in the sole possession of the maker and are not accessible or revealed to any other individual except a substitute who performs on a temporary basis (as defined in the institutional personnel policy) the duties of the individual who made the records
• records maintained by a law enforcement unit of the education agency or institution that were created by that law enforcement unit for the purpose of law enforcement.
• records relating to individuals who are employed by the institution which are made and maintained in the normal course of business, relate exclusively to individuals in their capacity as employees, and are not available for use for any other purpose. (Records of individuals in attendance at an institution who are employed as a result of their status as students are education records, e.g.; work-study, graduate assistance.)
• records relating to a student (see the definition of “eligible student”) which are (1) created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting in his or her professional capacity or assisting in a paraprofessional capacity; (2) used solely in connection with the provision of treatment to the student; and (3) not disclosed to anyone other than individuals providing such treatment, so long as the records can be personally reviewed by a physician or other appropriate professional of the student’s choice. (Appropriateness may be determined by the institution.) “Treatment” in this context does not include remedial educational activities or activities, which are part of the program of instruction at the institution.
• records of an institution, which contain only information relating to a person after that person is no longer a student at the institution (e.g., information gathered on the accomplishments of alumni).

Eligible Student: Means a student who has reached 18 years of age OR is attending an institution of post-secondary education.

Enrolled Student: For the purposes of this publication, this term refers to a student who has satisfied all of the institutional requirements for attendance at the institution. The Family Policy Compliance Office has stated that each institution may determine when a student is “in attendance” in accordance with its own enrollment procedures. At A&M Victoria, a student is considered “enrolled” when he/she has registered for one or more courses or academic instruction to be given at the university (including any off-campus locations operating under an academic agreement with the university as part of a university-approved program of study).

Family Policy Compliance Office: The office within the U.S. Department of Education that is responsible for enforcing/administering the Family Educational Rights and Privacy Act of 1974, as Amended. This office has responsibility for FERPA at all levels of education (K-12, post-secondary).

“Final Results” of a Disciplinary Proceeding: A decision or determination, made by an honor court or council, committee, commission, or other entity authorized to resolve disciplinary matters within the institution. The disclosure of final results must include only the name of the student, the violation committed, and any sanction imposed by the institution against the student.

“In Attendance”: When a student is “in attendance”. See “Attendance” and “Enrolled Student” above.

Institution of Postsecondary Education: An institution that provides education to students beyond the secondary school level. “Secondary school level” means the education level (not beyond grade 12) at which secondary education is provided.

Law Enforcement Unit: Any individual, office, department, or component of the university authorized to enforce local, state, or federal laws and maintain campus safety and security.

Law Enforcement Unit Records: Records created, maintained, and used by a university law enforcement unit for law enforcement purposes. These records are not considered education records under FERPA.

Legitimate Educational Interest: The demonstrated “need to know” by those officials of an institution who act in the student’s educational interest, including faculty, administration, clerical and professional employees and student employees who manage student record information, and contractors, volunteers, and other non-employees performing institutional services or functions for which the university would otherwise use employees.

Parent: Includes a natural parent, a guardian, or an individual acting as parent in the absence of a parent or a guardian.

Personally Identifiable Information: Data or information including a student’s name and other direct personal identifiers, such as the student’s social security number or student number; indirect identifiers such as the name of the student’s parent or other family members; the student’s or family’s address, and personal characteristics or other information that would make the student’s identify easily traceable; biometric records defined as a record of one or more measurable biological or behavioral characteristics that can be used for automated recognition of an individual (e.g., fingerprints, retina and iris patterns, voiceprints, DNA sequence, facial characteristics, and handwriting); any other information that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty.

Records: Records include information maintained in any physical or electronic format (e.g., handwriting, print, tapes, film, microfilm, microfiche, any form of electronic data storage).

School Officials: Those members of an institution who act in the student’s educational interest within the limitations of their “need to now.” These may include faculty, administration, clerical and professional employees and student employees who manage student education record information, and contractors, volunteers, and other non-employees performing institutional services or functions for which the university would otherwise use employees.

Sole Possession Records: Records that are kept in the sole possession of the maker, are used only as a personal memory aid, and are not accessible or revealed to any other person except a temporary substitute for the maker of the record. Any record that is made in conjunction with a student or other school official is not a sole possession record.

Student: Any individual for whom an education institution maintains education records. The term does not include an individual who has never attended the institution. An individual who is or has been enrolled in one component unit of an institution and who applies for admission to a second unit has no right to inspect the records accumulated by the second unit until enrolled therein. At A&M Victoria, a student is considered “enrolled” when he/she has registered for one or more courses or academic instruction to be given at the university (including any off-campus locations operating under an academic agreement with the university as part of a university-approved program of study).

Subpoena: A subpoena is a court order requiring an individual to provide testimony or records.

Disclosure of Education Records

Texas A&M University-Victoria will not disclose information from a student’s education records without the student’s written consent, except in the situations permitted by FERPA, including the following:

1. To school officials who have a legitimate educational or administrative interest in the records.

• A school official is defined as a university employee, contractor, agent, Board of Regents member, committee member, or other individual performing official university functions on behalf of the university.
• A school official has a legitimate educational interest if access to the education record is necessary to fulfill professional responsibilities.

2. To other institutions in which the student seeks or intends to enroll for purposes related to the student’s enrollment or transfer. The disclosure must be for purposes related to the student’s enrollment or transfer to that university.
3. To authorized federal, state, and local educational authorities as permitted by law.
4. 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.
5. To state and local officials or authorities in accordance with state law.
6. To organizations conducting studies for or on behalf of the university to develop, validate, or administer predictive tests; administer student aid programs; or improve instruction.
7. To accrediting organizations to carry out their functions.
8. To parents of a “dependent” student as defined under the federal tax laws.
9. To comply with a judicial order or a lawfully issued subpoena.
10. To appropriate parties in connection with a health or safety emergency.
11. As it relates to “directory information,” unless the student restricts “directory information.”
12. To an alleged victim of any crime of violence or non-forcible sex offense regarding the final results of any disciplinary proceeding conducted against the alleged perpetrator of that crime or offense with respect to that crime or offense, regardless of whether the student was found to have committed the violation.
13. To the public regarding the final results of any disciplinary proceeding in which the student was alleged to have committed a crime of violence or non-forcible sex offense and pursuant to the disciplinary proceeding the student was found to have violated a university disciplinary rule or policy.
14. To parents of a student who is under the age of 21 regarding the student’s violation of federal, state, or local law, or any university rule or policy, governing the use or possession of alcohol or a controlled substance. Please see the Drug and Alcohol Abuse Prevention policy for additional information. 
15. To the court where the student has initiated legal action against the university or the university has initiated legal action against the student.
16. To appropriate individuals when necessary to protect the health or safety of the student or others, including situations involving significant or articulable threats.
17. The university is allowed to disclose, without consent, any information it receives regarding registered sex offenders pursuant to the Wetterling Act and other applicable federal guidelines. In addition, the university may make available to the campus community additional information about a student who is also a registered sex offender where the information is relevant to protecting the public (e.g., the campus at which a student is enrolled).

Note: A student’s choice to opt out of directory information disclosures does not prevent a school from identifying a student by name or from disclosing a student’s electronic identifier or institutional email address in class. The right to opt out of directory information disclosures does not include a right to remain anonymous in class, and may not be used to impede routine classroom communications and interactions, whether the class is held in a specified physical location or online through electronic communications.

Procedure to Inspect Education Records

A student has the right to inspect and review their education records and to challenge the contents of those records. To review records, the student must submit a written request to the University Registrar, Texas A&M University-Victoria, 3007 N. Ben Wilson, Room 129, Victoria, TX 77901. The request should identify, as clearly as possible, the record or records the student wishes to inspect.

Procedure to Amend Education Records

If a student believes information in their education record is inaccurate, misleading, or in violation of the student’s privacy rights, the student should submit a written request for amendment to the University Registrar. The request should clearly identify the portion of the record the student wishes to amend and explain why the information is believed to be inaccurate, misleading, or in violation of privacy rights.

The university will notify the student within a reasonable time whether the record will be amended. If the university denies the request, the student has the right to request a hearing regarding the amendment request.

Note: This procedure does not govern grade appeals.

Procedure for a Hearing under FERPA

1. To request a hearing following the denial of a request to amend an education record, the student must submit a written request for a hearing to the University Registrar, Office of the Registrar and Student Records (studentrecords@tamuv.edu). The request should clearly identify the portion of the record the student wishes to challenge and explain why the student believes the information is inaccurate, misleading, or in violation of privacy rights.
2. The university will hold a hearing within a reasonable time (typically within two business weeks) after receiving the student’s written request for a hearing.
3. The university will give the student notice of the date, time, and place of the hearing, reasonably in advance (typically within one business week) of the hearing.
4. The hearing will be conducted by an individual who does not have a direct interest in the outcome of the hearing. The hearing official will be appointed by the vice president to whom the custodian of the records in question reports. 
5. The student will be provided the opportunity to present evidence supporting the allegation that the student’s education record contains information that is inaccurate, misleading, or in violation of the student’s privacy rights. The student may, at the student’s own expense, be assisted during the hearing by one individual, including legal counsel. The student must notify the hearing official no later than three (3) business days before the hearing if legal counsel will be present.
6. The custodian of the record in question and the author of that record (if appropriate) will also be provided an opportunity to respond to the student’s allegations.
7. Upon hearing all of the evidence, the hearing official will render a written determination within a reasonable time after the hearing (typically within one business week). The written determination will include a summary of the evidence and the reasons for the hearing official’s determination.
8. Any information in the student’s education record that is determined to be inaccurate, misleading, or a violation of the student’s rights of privacy will be amended with the correct information and the student will be notified in writing of the change.
9. If it is determined that the student record is correct and does not warrant amendment, the university will notify the student of his or her right to place a statement in the education record commenting on the information in the record, and/or presenting any reasons for disagreeing with the university’s decision.
10. Any statement placed by the student in the education record will remain part of the record for as long as Texas A&M University-Victoria maintains the record.

Custodians of Records

The following identifies the types of student records maintained by the university, the office location where the records are maintained, and the designated records custodian or designee.

Questions regarding the release of student information should be directed to the Office of the Registrar and Student Records at (361) 570-4368 or toll-free at (877) 970-4848 ext. 4368.

Note: Counseling records are maintained in accordance with applicable state and federal confidentiality laws governing the release of information.