Page 30 - Smith College Student Handbook 16-17

2. Requests to see records in the Career Development Office should be made to that office.

3. Students who have questions about their medical records and the use of them are referred directly to the Health Services.

Questions concerning the files or requests for correction should be made in writing and left with the registrar or the director of the Career
Development Office to be brought to the attention of the official in charge of the particular record. If the official in charge is not able or
willing to make the correction requested, the case shall be brought to the registrar, the dean of the college and the president.

Official information is on file in the various college offices as follows:

OFFICE OF THE REGISTRAR

1. The Smith College academic record.

The official transcript includes name, previous school attended, dates of attendance including notations of withdrawal and readmission,
course numbers, titles, credit, grades, major(s), minor, Dean’s List, Phi Beta Kappa, Sigma Xi, Psi Chi, degree and date of award and honors.
Courses and credits transferred from other colleges toward the Smith degree are listed. Copies of transcripts ordered by students to be sent
outside the college include this information only.

The permanent record file also includes name, address, Social Security number, preparatory school rank, CEEB scores, date of birth, and the
name, address and telephone number of parent or guardian of dependent students. This information is provided for use within the college.

The permanent academic records are maintained on-line, and hard copies are housed in College Hall. They are available to the student and to
officers and faculty of the college who have legitimate need for access. Microfilm copies are stored in a vault off campus as a safeguard against
loss of the records on campus. They are accessible only to officers of the college.

2. Transcripts of records from other colleges submitted for the purpose of transferring credits. These records are held on file and are not
normally copied for release.

3. Grade sheets submitted by teaching faculty. These grade sheets are available only to the instructors who submitted them, to the department
chair and to the office staff. If confirmation of a grade is requested, it is obtained individually. Grade sheets are kept on file permanently.

4. Registration and course-change forms, petitions, etc. These are open for inspection by students and staff members and are maintained for a
period of one year.

5. Other academic records in electronic format include identifying information about the student and the academic record. The file is
accessible only to staff members. Lists of classes, majors, geographical distribution and mailing labels are made available to authorized persons
within the college community; printouts are filed in the registrar’s office for reference.

STUDENT AFFAIRS OFFICE

1. Information concerning student housing (forms filled out by students).

2. Student conduct records.

CLASS DEANS’ OFFICE

Normally, student files in this office are available only to the deans and the office staff and the registrar's office staff. Selected information is
provided to the liberal arts advisers. If a student withdraws and later applies for readmission, her official file will be reviewed by the
administrative board.

1. Material forwarded from the Board of Admission, including secondary school transcripts, CEEB and AP scores and the student’s
application.

2. Correspondence and records regarding academic matters.

OFFICE OF STUDENT FINANCIAL SERVICES

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