Santa Clara University

Office of the Registrar

Undergraduate Academic Policies 

Withdrawing from the University 

Students who wish to withdraw from the University during a quarter or at the conclusion of any quarter must complete a withdrawal form and an exit interview in the Drahmann Center. If the formal requirements for withdrawal are met, the student’s registration will be canceled without further academic penalty.  Students who leave the University during a quarter without withdrawing in accordance with the required procedures will receive an appropriate grade in all courses in which they were registered and are not eligible for a refund of tuition or other fees.

Students who withdraw from the University are responsible for any outstanding financial obligations with the University.  Students who used deferred payment plans or student loans during their attendance at the University must clear their financial obligations with the Financial Aid Office and the Bursar’s Office.  Students who have unpaid bills or other unsettled financial obligations with the University will not receive academic transcripts or be eligible for re-enrollment until they have cleared all such obligations.

Privacy of Student Records 

Family Educational Rights and Privacy Act (FERPA)
( Click on the above to see the complete text of university policy)


Student Right-To-Know Act web site
( Click on the above to go to its web site)

The University staff is committed to abiding by the guidelines of the Family Educational Rights and Privacy Act (FERPA) of 1974. FERPA stipulates that each college/university in the U.S. maintain the privacy of student records, notify students of the location of all "official records" kept by the University on students, and make adequate provisions for students to examine their own records upon formal request. Please contact the Office of the Registrar for additional information.

Directory Information

The Family Educational Rights and Privacy Act of 1974 protects the confidentiality of the University records of Santa Clara University students.  The University is authorized under provisions of the Act to release directory information to any person on request, unless a student explicitly requests in writing that the University not do so and keep directory information confidential.

A student’s directory information is designated as follows:

  • Name
  • Address (campus, local and/or permanent; e-mail)
  • Telephone number
  • Date and place of birth
  • Photographic image
  • Major field of study, classification, dates of attendance, expected graduation date, degrees, and honors received
  • Most recent previous educational institution attended
  • Participation in officially recognized activities, including intercollegiate athletics
  • Height and weight of participants on intercollegiate athletic teams

During the registration period and throughout the academic year, students may request in writing (NON-Disclosure Form) through the Office of the Registrar that directory information be kept confidential. Once filed, the request remains in effect until the beginning of the next academic year or a shorter period if designated by the student.  Graduating students must notify the Office of the Registrar in writing to remove the non-disclosure notation from their record. 

Certain records are excluded by law from inspection, specifically those created or maintained by a physician, psychiatrist, or psychologist in connection with the treatment or counseling of a student. Parents’ financial information, including statements submitted with scholarship applications, is also excluded by law from inspection. Third parties may not have access to educational records or other information pertaining to students without the written consent of the student about whom the information is sought.

Former or current borrowers of funds from any Title IV student loan program should note carefully that requests for nondisclosure of information will not prevent the University from releasing information pertinent to employment, enrollment status, current address, and loan account status to a school lender, subsequent holder, guarantee agency, the United States Department of Education, or an authorized agent.

Students have the right to inspect and review their educational records at the following offices:

  • Official academic records, including application forms, admission transcripts, letters of acceptance, and a student’s permanent academic record are on file and maintained in the Office of the Registrar
  • Working academic files are also maintained by the Drahmann Center
  • Records related to a student’s nonacademic activities are maintained in the Office of Student Life
  • Records relating to a student’s financial status with the University are maintained in the various student financial services offices

Students have the right to request the amendment of their educational records to ensure that they are not inaccurate, misleading, or otherwise in violation of the student’s privacy or other rights. Students may direct complaints regarding academic records to the dean of the college or school in which they are enrolled or to the University registrar. In addition, students have the right to file a complaint with the United States Department of Education concerning alleged failures by the University to comply with the requirements of the Act.  Written complaints should be directed to the Family Policy Compliance Office, Department of Education, 400 Maryland Avenue SW, Washington, D.C. 20202-4605.

Official University Communication Policy

University will communicate with undergraduate students through a variety of formats. Information that is sent to undergraduate students from the University via their campus mail box, local address, or their Santa Clara e-mail address is considered official communication and should be treated as such. Students are asked to check their campus mailbox and their Santa Clara e-mail account on a daily basis, and are responsible for reading and responding to the information they receive from the University.


Your University Record

Your University records are kept available for your inspection and review at the following locations:

  • Official academic records, including application forms, admissions transcripts, letters of acceptance and a student's permanent academic record are on file and maintained in the Office of the Registrar.
  • Working academic files are also maintained by each College/School's respective offices.
  • Records related to a student's non-academic activities are maintained in the Vice-President for Student Affairs and Dean of Students.
  • Records relating to a student's financial status with the University are maintained in the Bursar's and Financial Aid offices.

The following types of records are excluded from inspection by provisions of the law: those created or maintained by a physician, psychiatrist or psychologist in connection with the treatment of a student; parent's financial information, including statements submitted in connection with financial aid applications. Third parties may not have access to educational records or other information pertaining to students without the written consent of the particular student about whom the information is sought.

Former or current borrowers of funds from any Title IV student loan program should note carefully that requests for nondisclosure of information will have no effect on preventing Santa Clara University from releasing information pertinent to employment, enrollment status, current address, and loan account status to a school lender, subsequent holder, guarantee agency, U.S. Department of Education, or an authorized agent.

Students have the right to request the amendment of their educational records to ensure that they are not inaccurate, misleading, or otherwise in violation of the student's privacy or other rights. Students may direct complaints regarding academic records to the dean of the college or school in which they are enrolled or to the University Registrar. If, after challenging some part of her/his record, a student is unsatisfied with the outcome, the student has a right to a hearing.


Each student also has the right to submit an explanatory statement for inclusion in her/his record if the outcome of the hearing seems unsatisfactory. In addition, students have the right to file with the U.S. Department of Education a complaint concerning alleged failures by Santa Clara University to comply with the requirements of FERPA. Written complaints should be directed to The Family Policy Compliance Office, U.S. Department of Education, 600 Independence Avenue, SW, Washington, DC 20202-4605. Copies of Santa Clara University's student records policy are available from the Student Records Office, Walsh Administration Building.

 
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