The Registrar’s Office maintains the records of current and former students at Paul Smith’s College.

What exactly does a registrar do?

  • schedule classes
  • handle course registration
  • maintain degree requirements
  • verify enrollment and degree completion
  • issue transcripts
  • and much more!

Registrar Services

Link to Self Service

Pre-registration begins the last week of October during Fall semesters and the last week of March during Spring semesters. Course schedules are available in Self-Service. Please follow the pre-registration timeline below:

  • Seniors (90 or more earned credits) – First Monday of pre-registration period.
  • Juniors (60-89 earned credits) – First Wednesday of pre-registration period during Spring semester, or first Thursday of pre-registration period during Fall semester.
  • Sophomores (30-59 earned credits) – Second Monday of pre-registration period.
  • Freshmen (less than 30 earned credits) – Third Monday of pre-registration period.

Class standing is determined by CREDITS EARNED. Courses you are currently taking DO NOT count toward your class standing. Your Total Earned Credits can be found on your Unofficial Transcript on Self-Service.

Your advisor must authorize you to register before you can select classes.

Tips & Tutorials:

Please see your advisor if you have any questions about pre-registration or your classes. As always, please feel free to contact the Registrar’s office as well.

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The Registrar’s Office handles all transcript requests for current students, former students and alumni. Please allow 3-5 days for processing of all requests.

Note: If you have a financial obligation to the college, transcripts will not be processed until all obligations are met.

To View or Obtain Transcripts:

  • Unofficial transcripts (current students) – View and print unofficial transcripts from your Self-Service account.
  • Official transcripts (all students) – Free of charge. Submit the Transcript Request Form by mail, fax, or email.  Please fill the form in dark ink so that it is readable.
    • Mail printed and completed form to:

Registrar’s Office
Paul Smith’s College
PO Box 265
Paul Smiths, NY  12970-0265

The Family Educational Rights and Privacy Act of 1974, as amended (otherwise known as FERPA), sets forth requirements regarding the privacy of student records. FERPA governs the release of records maintained by educational institutions and access to those records. This notice, published in the College Catalog, serves as the yearly student notification of their rights under FERPA. Questions regarding FERPA or any College policies related to it may be directed to the Registrar’s Office. Definition of Education Record The meaning of “education records” is, with certain exemptions as listed below, those records, files, documents, and other materials which contain information directly related to a student, and are maintained by any employee or agent of the University. The following categories of information are exempted and are not considered to be “education records:”

 

  • Records made by College personnel which are in the sole possession of the maker and are not accessible or revealed to any other person.
  • Records maintained by Campus Safety for law enforcement purposes.
  • Medical and counseling records used solely for treatment. (Medical records may be personally reviewed by a physician of the student’s choice.)
  • Records only related to a former student (alumni records). Records of that individual while a student continue to be considered education records.

Note: All records pertaining to students which are maintained by College offices are official College records, and as such, remain the property of the College. Right to Inspect and Review Students are granted the right to inspect and review all of their education records, except the following:

  • Financial records of parents.
  • Confidential letters and statements of recommendations placed in education records prior to January 1, 1975.
  • Confidential letters and statements of recommendations for admission, employment, or honorary recognition placed in education records after January 1, 1975, for which students have waived their right of access.

Waiver of Rights of Access Students may waive their right of access to confidential letters and statements of recommendation. Even if the student signs a waiver, upon request, the names of all persons making confidential recommendations will be made available. Employees or agents of the College may not require a student to waive his or her right of access for receipt of College benefits or services. Procedures for Inspection and Review

  • Requests to review records must be made to Registrar’s Office. By law, the Office has 45 days to respond to requests to review and inspect. However, arrangements will be made as expeditiously as possible. Information contained in education records will be fully explained and interpreted to students by College personnel assigned to, and designated by, the Registrar.
  • Students have the right to review only their own records. When a record contains information about more than one student, disclosure cannot include information regarding the other student(s).

Right to Challenge Information in Records Students have the right to challenge the content of their education records if they consider the information contained therein to be inaccurate, misleading, or inappropriate. This process includes an opportunity for amendment of the records or insertion of written explanations by the student into such records. Note: The right to challenge grades does not apply under the Act unless the grade assigned was inaccurately recorded, under which condition the record will be corrected. Procedures for Hearings to Challenge Records Students challenging information in their records must submit, in writing, a request for a hearing to the Registrar’s Office, listing the specific information in question and the reasons for the challenge.

  • Hearings will be conducted by the Registrar. Students shall be afforded a full and fair opportunity to present evidence relevant to the reasons for the challenge, as referenced in item 5.
  • The Registrar will render a decision, in writing, noting the reason and summarizing all evidence presented within 10 days after the challenge is filed.
  • Should the hearing be in favor of the student, the record shall be amended accordingly. Should the request be denied, an appeal may be made, in writing, and submitted according to the Grievance Procedure in the Community Guide.
  • Should the appeal be in favor of the student, the record shall be amended accordingly. Should the request be denied, the student may choose to place a statement with the record commenting on the accuracy of the information in the record and/or setting forth any basis for inaccuracy. When disclosed to an authorized party, the record will always include the student’s statement and notice of the Board’s decision, as long as the student’s record is maintained by the College.

Consent for Release Required Consent must be obtained from a student for the release of information from education records, specifying what is to be released, the reasons for release, and to whom, with a copy of the record sent to the student if he or she desires. Release Without Consent The requirement for consent does not apply to the following:

  • Requests from faculty and staff of Paul Smith’s College who have a legitimate educational interest on a “need to know” basis, including student employees or agents of the institution, if necessary to conduct official business, as authorized by the College Registrar. Legitimate educational interest includes performing a task related to the regular duties of the employee or agent, the student’s education, the discipline of a student, a service or benefit for the student, or maintaining safety and security of the campus.
  • Requests in compliance with a lawful subpoena or judicial order.
  • Requests in connection with a student’s application for or receipt of financial aid.
  • Requests by State authorities and agencies specifically exempted from the prior consent requirements by the Act–organizations conducting studies on behalf of the College, if such studies do not permit the personal identification of students to any persons other than to representatives of such organizations and if the personal identification data is destroyed when no longer needed.
  • Information submitted to accrediting organizations.
  • The College may release information in response to requests by parents of a dependent student, as defined in Section 152 of the Internal Revenue Code of 1954.
  • In the case of emergencies, the College may release information from education records to appropriate persons in connection with an emergency, if the knowledge of such information is necessary to protect the health or safety of a student or other persons. To authorized federal officials who have need to audit and evaluate federally-supported programs.
  • The results of any disciplinary proceeding conducted by the College against an alleged perpetrator of a crime of violence to the alleged victim of that crime.
  • Requests for “directory information” (see item 9).

Note: The College reserves the right to verify the accuracy of any information contained in what purports to be an official College document (e.g., a transcript or diploma) or information provided to a third party. In addition, degrees (any honors, majors, minors and specializations) are considered public information since they are conferred in a public ceremony. Directory Information Paul Smith’s College, in accordance with the Act, has designated the following information about students as public (directory) information:

  • Name
  • Address (local, home and e-mail)
  • Birthdate
  • Photographs (still and video)
  • Telephone (local and home)
  • Program of Study (including division of enrollment, major and campus)
  • Enrollment status (e.g., full-time, part-time, withdrawn)
  • Dates of attendance
  • Honors awarded
  • Previous educational agencies or institutions attended
  • Participation in officially-recognized activities and sports
  • Weight and height of members of intercollegiate athletic teams
  • Potential graduates (graduands) and students participating in commencement

Students have the right to have this directory information withheld from the public if they so desire. Each student who wants all directory information to be withheld must notify the Registrar’s Office in writing by filling out the Stop Release Form. At least 10 days should be allowed for processing of these requests. The College receives many inquiries for “directory information” from a variety of sources, including friends, parents, relatives, prospective employers, other institutions of higher education, honor societies, licensing agencies, government agencies, and the news media. Each student is advised to carefully consider the consequences of a decision to withhold “directory information.” The College, in all good faith, will not release directory information requested to be withheld, and any requests from persons or organizations outside the College will be refused unless the student provides written consent for the release. Complaints, Concerns or Suggestions Any student who has reason to believe that the College is not complying with the Act or this policy should inform the Registrar in writing. The Registrar shall promptly review all such allegations.

The Registrar’s Office at Paul Smith’s College is the institution’s official custodian of the academic records of enrolled students, and complies with the provisions of the Family Educational Rights and Privacy Act of 1974. This office retains records and disposes of records within the guidelines noted below. This policy will supersede all other policies on student records retention and destruction pertaining to the academic records in the Registrar’s Office. The purpose of this policy is to ensure that necessary records and documents are adequately protected and maintained and to ensure that records that are no longer needed or are of no value are discarded at the appropriate time. In the event of a governmental audit, investigation or pending litigation, record disposal will be suspended at the direction of the Registrar.

In addition, the Registrar should be informed of any situation that might give rise to legal action as soon as the situation becomes apparent. The Registrar’s Office will release information from the student’s academic record to college personnel who have demonstrated legitimate educational interest in the materials. A legitimate educational interest exists if the information requested has an educationally related purpose and is necessary for the college official to perform appropriate tasks or make a judgment within the scope of her/his assigned responsibilities or is related to a matter of safety and security of a student or the campus community.

To drop or add a class before the semester:

  • Discuss your desired changes with your advisor.
  • Make sure the classes fit together without conflict.
  • Your advisor must email the Registrar the class registration number and section number (example: ENG 101 English Comp I section 4) and whether to drop or add the course.
  • Please check your schedule on SelfService to ensure the correct changes have been made.

To drop/add a class during the semester:

  • Check the dates on the academic calendar for drop/add dates/deadlines.
  • Pick up drop/add forms at the Faculty Office in Pickett 107
  • Meet with your advisor to complete the forms
  • Make sure the classes fit together without conflict.
  • Deposit signed drop/add forms in the box at the Faculty Office in Pickett Hall 107
  • Please allow 7-10 days for processing your schedule
  • Please check your schedule on SelfService to ensure that your schedule is correct.

Please note: If you have a hold on your account due to a financial obligation to the college or a disciplinary hold, drop/adds will not be processed until the hold is removed.

Students who have received permission from the dean of their division are able to change advisors by completing this form. Be sure to get all signatures – the completed form should be returned to the registrar’s office.

Please complete this addresschange-2d2h6ql and return it to the registrar’s office.

Complete the appropriate form and return it to the Registrar’s office:

Be sure to get the proper signatures!

Click for current Catalog

Paul Smith’s College has authorized the National Student Clearinghouse to provide degree verifications. The National Student Clearinghouse can be contacted at:

  • Web: www.degreeverify.org
  • Mail: National Student Clearinghouse, 2300 Dulles Station Boulevard, Suite 220, Herndon, VA  20171

To enroll or update your information, please complete this emergency_contact_and_ny_alert_form-22b65qr form and return it to the registrar’s office.

During Pre-Registration

  • Check the dates on the academic calendar for Pre-Registration dates/deadlines.
  • Login to your SelfService account. Review your unofficial transcript and program requirements of your plan sheet.
  • Meet with your advisor to complete pre-registration forms.
  • Deposit completed form in box at the Faculty Office, Pickett Hall 107, or bring to the Registrar’s Office in Admin 113.
  • Please allow 7-10 days for processing.

Please note: If you have a hold on your account due to a financial obligation to the college or a disciplinary hold, your pre-registration form will not be processed until the hold is removed. After Pre-Registration

  • Login to your SelfService account. Review your unofficial transcript and program requirements of your plan sheet.
  • Meet with your advisor to complete form.
  • Bring signed form to the Registrar’s Office in Admin 113.
  • Please allow 7-10 days for processing.

Please note: If you have a hold on your account due to a financial obligation to the college or a disciplinary hold, your pre-registration form will not be processed until the hold is removed.

To receive an enrollment certification/verification report:

  1. Use the online enrollment verification service, EnrollmentVerify, from the National Student Clearinghouse.
  2. Alternatively, fill out the enrollment verification form.  Please allow 5-7 days for processing.
    • Submit the completed form using one of these methods:
      • Drop off the form in the Registrar’s Office, Phelps Administration Building, Room 112.
      • Scan and email the form to registrar@paulsmiths.edu
      • Fax the form to (518) 327-6951
      • Mail the printed form to Registrar’s Office, P.O. Box 265, Paul Smiths, NY 12970

Please complete this ferpa_form-2ic8gev and return it to the registrar’s office.

Read eligibility requirements and complete the independent_study_form-1r9fkgq. Be sure to get the proper signatures – the completed form should be submitted to the registrar’s office.

To seek readmission to Paul Smith’s College, please complete this readmission application formReadmission_Form_201706-1n8me2m and return it to the registrar’s office.

New Students Students entering Paul Smith’s College must send official transcripts from any previous institution to: Paul Smith’s College Admissions Office P.O. Box 265 Paul Smiths, NY 12970

Current Students Paul Smith’s students interested in taking a course at another institution and transferring credit back to Paul Smith’s must get approval from the Registrar’s Office before taking the class. If approved, an official transcript from the institution must be sent to the Registrar’s Office after the course is completed. Only courses in which a student achieves a C- or better are eligible to be transferred.

Former Students Students wanting to complete a degree who have left Paul Smith’s College and taken courses elsewhere may transfer up to nine credits back to Paul Smith’s College after their last semester in attendance. Any of these students wishing to transfer back more than nine credits must appeal to the Academic Standards Committee, care of the Registrar’s Office.

Before Paul Smith’s College can certify your attendance to the Veterans’ Administration, you must first apply to the VA for your benefits.

  • Apply online for VA benefits.
  • Wait to receive a letter from the VA confirming your eligibility for VA educational benefits.
  • Submit a copy of your benefits letter to the registrar’s office.

If you want to withdraw from Paul Smith’s College during the semester or you decide not to return for the next semester, please contact Vance Jackson, director of the Academic Success Center, at (518) 327-6059 or visit the center’s office at Library 204.

Work experience hours are required by certain academic programs.  To record your work experience hours, follow the checklist given below.  Return completed paperwork to the Faculty Office, Pickett 107.  For questions regarding work experience requirements, please see your Department Chair.

  • Internship Management and Reporting Procedures
  • Checklist for Students
  • Student Work Experience Intent Form
  • Employment Verification Form
  • Waiver Application Challenge Form

All courses will meet for the final exam in their regularly scheduled classroom unless another classroom is requested from the Registrar’s Office. Final exams may not be given outside of the assigned final exam period unless the conflict period on Friday, December 13 at 6:00-8:00 pm needs to be utilized. Student conflicts may occur; please work with the instructor to schedule your test in the conflict make-up exam period.

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