Student Records Office

Academic Bankruptcy – request to remove poor academic work from a student’s record. A student who has been readmitted after having remained out of the KCTCS colleges for a period of two or more years, and who has completed at least 12 credit hours in college-level courses with a GPA of 2.0 or better after readmission, may choose to have none of the course work attempted in the colleges prior to the interruption included in the computation of the student’s GPA. 

The calculation of the GPA after the student declares bankruptcy begins with the semester of readmission. A student who has elected not to count past work in the computation of his or her GPA will continue to receive credit for those courses in which credit was earned with a grade of A, B, C, D, or P prior to readmission, without including those grades in the computation of the student’s GPA.

A student who has completed a credential and re-enrolls may not apply the academic bankruptcy rule to courses taken for the credential already completed. A student may only use the academic bankruptcy option once. Please contact the Student Records Office for assistance in applying for academic bankruptcy.

Academic Bankruptcy Form

You must apply for graduation by the semester deadline. All credentials (degree, diploma, and/or certificate) should be listed on the graduation application. You can obtain and complete the application with your academic advisor. This application must be signed by your advisor and must have a program audit attached. The deadlines are listed below. These dates are published on the college’ academic calendar.

• The last day to apply for a fall credential to be awarded for December graduation is September 15.
• The last day to apply for a spring credential to be awarded for May graduation is February 14.
• The last day to apply for a summer credential to be awarded in August is April 14.

Student Exit Survey

You must complete the Student Exit Survey as part of your Graduation Application.

Name – Come to the Student Records Office and get a Change of Information form. In order to change your name, you must have legal documentation and a copy of your new driver’s license or social security card.

Address & Telephone – Come to the Student Record’s Office and get a Change of Information form OR log into Student Self-Service to update your address and phone number(s).

FERPA-Student Consent to Release Educational/Financial Records information can be completed by students in their Student Self-Service account.

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, is a federal law that protects the privacy and confidentiality of personally identifiable information contained within student education records. Colleges in the Kentucky Community and Technical College System comply with FERPA's confidentiality protections and adhere to procedures dealing with student education records and directory information recommended by the American Association of Collegiate Registrars and Admissions Officers.

In its discretion, a college or KCTCS as appropriate may provide Directory Information in accordance with the provisions of the Act [Family Educational Rights and Privacy Act of 1974] to include:

• student name
• address
• email address
• telephone number
• date and place of birth
• major field of study
• dates of attendance
• degrees and awards received
• the most recent previous educational agency or institution attended by the student
• participation in officially recognized activities and sports

Privacy and Release of Student Records

Students may withhold Directory Information by notifying designated officials at the college in writing within ten (10) calendar days from the first scheduled day of class of the fall term. All written requests for non-disclosure will be honored by the college for one (1) academic year. Requests to withhold Directory Information must be filed annually thereafter. A request for “non-disclosure” is commonly called a “privacy request”.

Learn more about FERPA.

Students who wish to have a transcript of grades sent to another college, organization or for employment have three options for requesting a transcript:

1. Order a transcript online (see instructions below).
2. Pick up a Transcript Request form at your local Student Records Office or at any of our sites.

Ordering a Transcript Online

Somerset Community College has authorized the National Student Clearinghouse to provide transcript ordering via the Internet. You can order transcripts using any major credit card. Your card will only be charged after your order has been completed.

To order official transcripts:

1. Log in to the Clearinghouse secure site.
2. The site will walk you through placing your order, including delivery options and fees. You can order as many transcripts as you like in a single session. A processing fee will be charged per recipient.
3. Order updates will be emailed to you. You can also track your order online.

Good to Know

Transcripts from high school or other colleges will not be duplicated. You must contact that institution directly for transcripts.

Partial transcripts are not issued. Transcripts show all work completed at this institution.

All transcripts given to the student will indicate “ISSUED TO STUDENT” which means some institutions will not accept them. Check with the institution and/or employer first.

From the end of the drop/add period through the official midterm date for that course, a student at his or her own discretion may withdraw from the course and receive a “W”.  The student must initiate the withdrawal.

At the discretion of the instructor a “W” grade may be assigned after the mid-term date, and through the last class day of the semester or session. Instructor approval is required after mid-term. Please read your course syllabus for your instructor’s withdrawal policy. An instructor shall not assign a “W” grade unless the student has officially withdrawn in the manner prescribed by the college.

Online Withdrawal:

1. Log in to your Student Self-Service.
2. Click the Academic Records tile.
3. Click the Withdrawal/Drop Request on the left sidebar and follow the directions to complete your request.
4. Check your KCTCS email for approval/denial of your request.

If you have questions or issues, please email SCC_CARE@kctcs.edu. Be sure to include your student ID number.

It is advisable to check with Financial Aid for potential consequences of withdrawing.