Records Office

The records office maintains student academic records (admissions, courses, grades, GPA, transcripts, etc.) and coordinates registration.  Other student services provided include: good standing letters, registration assistance, transcript services, address and official name changes.  The Student Self-Serve allows the student to view grades, transfer work evaluation, class schedules, financial aid information, account and advisor information by activating their e-mail account and selecting "STUDENT ADMIN PRD".   

CATALOGS
CERTIFICATION OF ATTENDANCE & ENROLLMENT
CHANGE OF ADDRESS, NAME OR HOME CAMPUS
GPA - HOW TO CALCULATE
INCOMPLETE GRADE GUIDELINES
QUESTIONING A GRADE
STUDENT ACADEMIC RECORDS
STUDENT GRADE REPORT
STUDENT RECORDS APPEAL PROCEDURES

CATALOGS
You can find the current catalog as well as previous catalogs at the KCTCS Website.

CERTIFICATION OF ATTENDANCE & ENROLLMENT
Students can use the National Student Clearinghouse feature in their Self-Service to print enrollment verification.  These will have the "tree of knowledge" watermark and official enrollment status. 

Enrollment certification forms for veteran’s benefits or aid programs may be picked up in Admissions Counselor’s office at the Maysville Campus and in the Testing Coordinator’s office in Room C-107 at the Rowan Campus.

For certification for automobile or health insurance purposes, students should obtain the proper forms from their insurance companies and take them to the Student Development office for completion. During peak times, there will be a three-day processing time. 

CHANGE OF ADDRESS, NAME or HOME CAMPUS
A student who wishes to change his/her name should inquire at the Student Development office or complete this form: Records Change Form

Students wishing to change advisors or majors should inquire at the Academic Services Office or complete:  Program Change Form or Advisor Change Form.

Please complete the appropriate form and submit to the Records Office.

GPA – HOW TO CALCULATE
The GPA on the KCTCS transcript is derived from all courses taken at KCTCS institutions. The grade-point average is the ratio of the total grade points earned to the total credit hours attempted excluding courses taken on a pass/fail basis and courses with grades of W or I. Total grade points are derived by multiplying the number of credit hours for the course by the number of grade points assigned to the grade earned: A=4, B=3, C=2, D=1, E=0.

A GPA calculation guide is also available online.

INCOMPLETE GRADE GUIDELINES
Grade “I” means that part of the work of the course remains unfinished.   It shall be given only when there is a reasonable possibility that a passing grade will result from completion of the work. The instructor shall not give an “I” when the reason for incompleteness is unsatisfactory.

The instructor and student will discuss the requirements for completion of course with the time limit for completion not to exceed a maximum of one year.  Failure to do so will result in a change of grade from “I” to an “E”.

Each college shall maintain a record of incomplete grades recorded in courses of that college. This record, completed by the instructor at the time the “I” grade is reported, shall include: (1) the name and number of the student, (2) the course number and hours of credit, (3) semester or session and year of enrollment, (4) signature of the instructor, (5) a brief statement of the reason(s) for recording the incomplete grade, and (6) an adequate guide for removal of the incomplete grade. In the instructor's absence, the division chairperson or the designee, shall forward to the president/director (or designee) the appropriate letter grade to replace the incomplete grade.

QUESTIONING A GRADE
Student grades are available through Student Self Service or in the mail (by request only) at the end of each semester session.  Any grade discrepancy noted by the student must be reported to the Student Development office no later than ten calendar days after the start of the next semester.

STUDENT ACADEMIC RECORDS
Student academic records are stored at the Maysville and Rowan Campuses and are maintained by the Registrar of Maysville Community and Technical College.  Some duplicates of records are maintained at the Kentucky Community and Technical College System Office in Versailles, KY.  An academic record may consist of the following:

  1. Academic records from schools previously attended
  2. Scores or results on various standardized tests and interest/aptitude inventories
  3. Degree awarded
  4. Current academic work completed
  5. Applications for admission
  6. Data relating to financial aid
  7. Letters of recommendation
  8. Attendance data
  9. Biographical and identifying information (including name, Social Security number, sex, marital status, date of birth, residency and citizenship status, ethnic background, academic major, and military status)
  10. Medical data
  11. Current status
  12. Accounts relating to fees
  13. Academic offenses
  14. Disciplinary offenses
  15. Counseling records

In general, the records maintained by MCTC are available only to the student and KCTCS personnel with legitimate educational interest.  Students may inspect and review all records pertaining to themselves within 45 days of making requests, except for (1) records created or maintained by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting or assisting in a professional capacity in connection with treatment of the student, (2) financial records of the student’s parents, (3) confidential letters and recommendations relating to admission, applications for employment, or honors, (4) confidential letters and recommendations put in the files prior to January 1, 1975.  Written requests to review an academic record are to be made to the Registrar of Maysville Community and Technical College.

STUDENT GRADE REPORTS
Student grade reports are ONLY available to students through Student Self Service.

Requests for a printed and mailed copy of a student grade report can be made by submitting a self-addressed envelop to the student’s home campus Student Development Office three weeks prior to the end of the term.

STUDENT RECORDS APPEAL PROCEDURES
A student who believes that any record maintained by the college pertaining directly to that student is inaccurate, misleading, or otherwise violates the right to privacy of the student as provided by Title IV of Pub.90-247, as amended, and Pub.L.93-380 as amended by Senate Joint Resolution 40 (1974), may request a hearing before a panel of three persons appointed by the President of the Kentucky Community and Technical College System. The panel may direct that appropriate action be taken to correct, explain, or expunge the record(s) challenged.

Requests for hearing should be sent to the Kentucky Community and Technical College System and will be addressed in a timely manner.

Contact the Records Office or Request Additional Information Online