Located in the Viking One-Stop on the first floor of Felician Hall.
Welcome to the Registrar's Office
How the Registrar Can Help
Most people hear the word “registrar” and don’t really know what the office actually does. The function of the Registrar’s Office is simply to store and access student academic records.
Transcript Requests
The National Student Clearinghouse is our authorized partner for providing official transcripts to both current students and alumni. Transcript ordering is available 24/7 using any major credit card. Real-time email and mobile text alerts keep you up to date on the status of your order.
Electronic transcripts are processed within three business days unless the College is closed for an extended break. Hard copy transcripts will be mailed to the recipient within 5 – 7 business days from date of order. Additional processing time may be required if attendance was prior to 2000. Fees range from $8 – $12 depending on the delivery method that you choose.
Please note, current students can access an unofficial transcript via the Student Portal.
Complete this form to request a transcript.
Academic Calendar
Fall 2024
| Course Challenge Deadline | August 23 |
| Classes Begin | August 26 |
| Labor Day Holiday | September 2 |
| Drop/Add Deadline | September 3 |
| Quarter-Term Reports Due | September 20 |
| Audit-to-Credit Change Deadline | September 20 |
| Fall Break – No classes | October 14-15 |
| Midterm Exam Week | October 21-25 |
| Spring ’25 Course Schedule Available on the Portal | October 28 |
| Midterm Grades Due | October 28 |
| Spring 2025 Registration Begins for Achieve Students, Honors Students, & Athletes | October 30 |
| Spring 2025 Registration Begins for All Students | November 1 |
| Course & College Withdrawal Deadline without Academic Penalty, Pass/Fail Deadline | November 15 |
| Thanksgiving College Holiday | November 27 – December 1 |
| Classes Resume | December 2 |
| Last Day of Classes | December 9 |
| Reading/Critique Day | December 10 |
| Exam Week | December 11-13 |
| Final Grades Due | December 17 |
| Christmas Break – College Closed | December 23 – January 1 |
| Conferral Date for Fall 2024 Graduates | January 24 |
| Incomplete Contract Work Due | February 13 |
| Incomplete Grades Due | February 18 |
Fall 2024 – Spring 2025 Academic Calendar
Fall 2025 – Spring 2026 Academic Calendar
If you can’t find what you’re looking for call Erin Pawlak, Registrar, at 716-961-1806.
Enrollment Verifications
The National Student Clearinghouse is our authorized partner for providing Degree and Enrollment verifications. We are unable to provide verifications by phone.
If you’re an employer or background screening firm requesting a degree or enrollment verification, please visit the National Student Clearinghouse at degreeverify.org.
If you’re a student requesting an Enrollment Verification, submit your request electronically here.
Declare Your Major
If you wish to change your major, add a double major, or declare a minor or concentration, complete the program declaration form here.
FERPA Rights
The Family Educational Rights and Privacy Act (FERPA) affords students certain rights to their education records. These are:
- The right to inspect and review your education records within 45 days from the day Villa Maria College receives a request for access. If you would like to review your records you must submit to the registrar, dean, head of academic department, or other appropriate official, a written request that identifies the record(s) you wish to inspect. The College official will make arrangements for access and notify you of the time and place where your records may be inspected. If the records are not maintained by the College official to whom the request was submitted, that official will advise you of the correct official to whom the request should be addressed.
- The right to request the amendment of your education records that you believe are inaccurate or missing. You may ask the College to amend a record that you believe is inaccurate or misleading. You must write the College official responsible for the record, clearly identify the part of the record that you want changed, and specify why it is inaccurate or misleading. If the College decides not to amend the record as you requested, you will be notified of the decision and advised of your right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to you when notified of the right to a hearing.
- The right to consent to disclosures of personally identifiable information contained in your education records, except to the extent that FERPA authorizes disclosure without consent. ”Directory Information” is limited to: Student’s name, student ID number, address, telephone listing, electronic mail address, date and place of birth, photographs, major field of study, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, grade level, enrollment status (e.g. full-time or part-time; undergraduate or graduate), degrees, honors and awards received, and the most recent previous education agency or institution attended. ”Directory Information” may be released without the student’s consent. Currently enrolled students may withhold disclosure of “Directory Information”. To withhold disclosure, written notification must be received annually in the Records Office prior to October 1. Forms requesting the withholding of “Directory Information” are available in the Records Office. Villa Maria College assumes that failure on the part of any student to specifically request the withholding of categories of “Directory Information” indicates individual approval. One exception that permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the College in an administrative, supervisory, academic or research, or support staff position (including law enforcement unit personnel and health staff); a person or company with whom the College has contracted (such as an attorney, auditor, collection agent or clearinghouse); a person serving on the Board of Trustees; or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting another school official in performing his or her tasks. A school official has a legitimate educational interest in the official needs to review an education record in order to fulfill his or her professional responsibility. Upon request, the College discloses records without consent to officials of another school in which a student seeks or intends to enroll.
- The right to file a complaint with the U.S. Department of Education concerning alleged failures by the College to comply with the requirements of FERPA. The name and address of the Office that administers FERPA is:
Family Policy Compliance Office
U.S. Department of Education
600 Independence Avenue, SW
Washington, DC 20202-4605
The FERPA form is available on the Registrar’s page in D2L.
Diplomas
All students receive a paper diploma upon graduation. If you misplace your diploma, we can order you a replacement at a cost of $50 and turn-around time of 6–8 weeks. If you would like to order a replacement diploma, please contact the Registrar’s Office at 716-961-1873.
Please note, you may not actually need a paper diploma as your degree information (degree, conferral date, etc.) is included on your transcript which can be requested here.
Registrar’s Office
Can’t find what you’re looking for or need additional assistance? Contact our staff.
