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Registration
& Records
Telephone registration or online registration is required for every
semester or term of attendance at UH-Victoria. Specific dates and
detailed instructions for each registration period are included in
the class schedule available online at
www.uhv.edu/oar . Registration is not final until the student
has completed all registration procedures and tuition and fees are
paid in full.
Students completing registration during the late registration cycle
will be assessed a non-refundable late registration fee. Questions
regarding registration should be directed to the Office of
Admissions and Records.
Cancellation of Registration
A student may cancel registration after payment without financial
penalty if the student does so before the official first day of
class. The student is entitled to a full refund and is regarded as
never having registered.
Class Schedule
A class schedule, listing courses which will be offered for the
semester, may be viewed in advance of the beginning of the semester
online at
www.uhv.edu/oar . The online class schedule includes detailed
telephone and online registration procedures.
Class Membership
A student may not attend a class after the first week of classes
unless properly registered for that course and section. Failure to
follow proper registration procedures may jeopardize the student’s
good standing at the university and result in a loss of credit.
Instructor’s class rolls are made up only from the official
enrollment records. A student whose name is not on the class roll in
each registered class should contact the Office of Admissions and
Records to verify proper registration.
Discontinued Classes
The university reserves the right, when necessary, to discontinue
classes or to otherwise alter the schedule. If a class is
discontinued, students will be notified at the first scheduled class
meeting, whenever possible, so that they may register for alternate
courses. A student who is enrolled in a discontinued class must
officially drop the course and, if the student wishes to enroll in
another section, the student must officially drop and add
immediately. If the university discontinues a course and the student
elects not to replace it with another course, then the student will
receive a refund from the Office of Administration and Finance.
Section Changes
After completing registration the student may add a course or change
a class section during the published times in the class schedule.
The form for section changes may be obtained in the Office of
Admissions and Records or online at
www.uhv.edu/oar . The student should check the class schedule
for deadlines in adding and dropping sections.
Course Prerequisites
Prerequisites and corequisites as specified under the UHV course
listings are enforced.
Graduation
A student who plans to graduate at the end of the current semester
should check the class schedule for dates to apply for graduation.
The student must apply for graduation before the deadline indicated
for each semester in the academic calendar as published in the class
schedule. Students who have not applied for graduation will not be
graduated in a given semester. The necessary forms to apply for
graduation may be obtained in the Office of Admissions and Records
or online at
www.uhv.edu/oar .
Auditing
Refer to the BILLING and FINANCIAL INFORMATION section of this
catalog for procedures for auditing classes.
Student Records
:TOP:
Definition of Education Record:
The Office of Admissions and 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 UHV.
Notice of Students 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 amendment of their education
records that they believe are inaccurate or misleading. 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 consent to disclosures of 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. Such complaints may be sent to the
Family Compliance Office, U.S. Department of Education,
400 Maryland Avenue, S.W.,
Washington, D.C. 20202-4605.
Directory Information
At its
discretion the University of Houston-Victoria May provide “directory
information” to the general public without student consent.
“Directory information is defined by UH-Victoria (within guidelines
of the Family Educational Rights and Privacy Act of 1974) as
follows: student’s name, home address, local address, email
address, telephone listing, date of birth, photograph, major,
degrees and awards received and dates and types of awards received,
dates of attendance, most recent previous educational agency or
institution attended, classification and enrollment status
(full-time, part-time, undergraduate, graduate, etc.)
Confidentiality of Student Records
If a student does not want “directory information” regarding him/her
to be released, the student must notify the UHV Office of Admissions
and Records, 3007 N. Ben Wilson, Victoria, TX 77901 in writing or
complete the Request to Withhold Public Information form
during the first week of classes to ensure that UH-Victoria does not
release “directory information.” A student’s request to withhold
“directory information” remains in effect until the student revokes
the request in writing.
Disclosure of Education Records
The University of Houston-Victoria will not disclose information
from a student’s education records without the written consent of
the student, except in the following instances in which FERPA
authorizes disclosure without prior student consent:
1.
To school officials who have a legitimate educational or
administrative interest in the records. A school official is
defined as a person employed by the University in an administrative,
supervisory, academic, or support staff position; a person or
company with whom the University has contracted (such as an
attorney, auditor, or collection agent); a person serving on the
Board of Regents; or a person assisting another school official in
performing his/her official duties. A school official has a
legitimate education interest if the official needs to review an
education record in order to fulfill his/her professional
responsibilities.
2.
To other schools in which the student seeks to enroll.
3.
To authorized representatives of the U.S. Secretary of Education,
the U.S. Comptroller General, and state and local educational
authorities, in connection with certain state or federally supported
education programs; and the U.S. Attorney General for law
enforcement purposes.
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 of
possession of alcohol or a controlled substance.
15.
To the court where the student has
initiated legal action against the University or the University has
initiated legal action against the student.
Procedures to Inspect Education Records
A student has the right to inspect his or her educational records
and to challenge the contents. To review records, a student must
make a request in writing to the Registrar of the University of
Houston-Victoria. The written request must identify as precisely as
possible the record or records he/she wishes to inspect.
Procedure to Amend Education Records
If a student believes the information in his/her education record
contains information that is inaccurate, misleading, or in violation
of the student’s rights of privacy, the student should submit a
written request for amendment to the Registrar. The written request
should clearly identify the part of the record the student wants
changed and specify why it is inaccurate, misleading, or in
violation of the student’s rights of privacy. The University will
notify the student within a reasonable time regarding whether or not
the record will be amended. If the University denies the student’s
request for amendment of his/her record, the student has the right
to a hearing regarding the requested amendment.
**Note: This procedure does not govern grade appeals.
Procedures for a Hearing Under FERPA
1.
To request a hearing pursuant to the University’s denial of a
student’s request to amend information in his/her education record
that the student believes is inaccurate, misleading, or in violation
of the student’s rights of privacy, the student should submit a
written request for a hearing that clearly identifies the part of
the record the student wants changed and specifying why it is
inaccurate, misleading, or in violation of the student’s rights of
privacy to the custodian of the record that the student seeks to
challenge.
2.
The University will hold a hearing within a reasonable time 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 of the hearing.
4.
An individual who does not have a direct interest in the outcome of
the hearing will conduct the hearing. The vice president to whom
the custodian of the records in question reports will appoint the
hearing official.
5.
The student will be provided the opportunity to present evidence
supporting his/her allegation that his/her education record contains
information that is inaccurate, misleading, or in violation of the
student’s rights of privacy. The student may, at his/her 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 that he/she
will have legal counsel present at the hearing.
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.
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
merit amendment, the University will notify the student of his/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 his/her education record shall remain a part of the
record for as long as the University of Houston-Victoria maintains
the record.
Retention of Education Records:
At UHV, students’ education records are kept permanently in either
paper or electronic format. According to the Texas Government code,
Chapter 441, “Certified output from electronically digitized images
or other electronic data compilations created and stored in
accordance with the rules of the [Texas State Library and Archives]
Commission shall be accepted as original state records by any court
of administrative agency of this state unless barred by a federal
law, regulation, or rule of court.”
UHV’s policy on retention and disposal of records is based on the
University of Houston System policy. In accordance with
the Texas Government Code, Chapter 441, the UHS, which serves as the
official records scheduler for all UH system universities, has filed
a records retention schedule with the State and Local Records
Management Division of the Texas State Library, as described in UHS
Administrative Memorandum 03.H.01.
Custodian of Records:
For further information, please contact the Office of Admissions
and Records, 361.570.4110 or toll-free 877.970.4848 x110.
Maintenance of Records
A change of address, major and/or name must be filed promptly by
the student in the Office of Admissions and Records.
Change of Address
The student’s current mailing address and permanent address must be
correctly listed on university records. Any change in the student’s
address should be promptly reported to the Office of Admissions and
Records. A student will not be excused from penalties on grounds of
not receiving communications mailed from the university if the
student failed to report the new address. The form for change of
address may be obtained in the Office of Admissions and Records or
online at
www.uhv.edu/oar .
Change of Major
A student may change the major established at the time of first
enrollment, but should not apply for a change until the student has
consulted a faculty advisor. Faculty advisors can provide
information concerning curricular requirements and advice related to
their respective fields. Undergraduate and graduate change of major
approval forms are available in the Office of Admissions and Records
or online at
www.uhv.edu/oar .
Change of Name
University records of a student’s name are based upon the
application for admission. Changes of name should be promptly
reported in writing to the Office of Admissions and Records. The
necessary forms to authorize a name change may be obtained in the
Office of Admissions and Records or online at
www.uhv.edu/oar .
Final Grade Reports
Final grades are posted as soon as they are compiled after the
close of the semester. Grade reports are not automatically sent to
students. You may access your grades and request a grade report by
contacting the VIP (Voice Information Processing) system. (Victoria
area: 361-573-0000,
Ft.
Bend area: 713-743-1431). Each student is permitted one grade report
per semester upon request from the VIP system, as long as it is
requested within one month from when grades are available. You may
also access grades online at
www.uhv.edu using your student
number and personal identification number (PIN).
Transcripts
Transcripts will be issued by the Office of Admissions and Records
if the student does not have a financial stop on his/her record. The
student must request the transcript in person or write to the Office
of Admissions and Records, University of Houston-Victoria, 3007 N.
Ben Wilson, Victoria,
Texas 77901, or fax 361-570-4114. The necessary forms to request a
transcript may be obtained in the Office of Admissions and Records
or online at
www.uhv.edu/oar .
Effective
September 1, 2000, transcript request fees were eliminated. The Registrar will have
authority to deny unreasonable requests. The University reserves the
right to reinstate any/all fees at any time.
For information contact:
Office of Admissions and Records
Suite 104, University West
3007 N. Ben Wilson
Victoria,
Texas
77901
361.570.4110
Fax: 361.570.4114
www.uhv.edu/oar
Email:
admissions@uhv.edu
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