Academic Records & Registrar

Add a Course(s)

During online enrollment before the semester starts, you can add courses to your schedule online in the SFCC portal. Some courses may require approvals. Enrollment will close beginning the first day of each part of term, i.e. 16-week, first 8-week, 12-week, second 8-week, and dual credit. The dates are published on the Academic Dates and Deadlines.

After online enrollment closes, you may submit a request for enrollment using the online Late Registration Request  found in the portal. Class attendance guidelines remain in effect if you enroll late for a course.

Experience >> Students >> I Need to … >> Register for a class after the deadline

You may not add an interim (minimester) course after the date published on the Academic Dates and Deadlines or enroll in more than one course during an interim (minimester) part of term.

 

Drop a Course(s)

During online enrollment before the semester starts or until the official last day to Drop a Course(s) During online enrollment before the semester starts or until the official last day to drop as published on the Academic Dates and Deadlines, you can drop a course from your schedule online in the mySFCC portal. Approval is not required to drop a course.

Experience >> Students >> Open Student Dashboard >> Registration

If you have a hold on your account the request to drop should be sent to add-drop@sfccmo.edu; include your name, student ID number, CRN, course number/name, and instructor name.

All hours from course drops will count as attempted hours for course repeats, determining eligibility to continue enrollment, to receive financial aid and scholarships and for Residence Hall and student-athlete status.

Courses dropped before or during the 100 percent refund period will not appear on your transcript. Courses dropped after the 100 percent refund period will appear on a transcript with a grade of W.

IMPORTANT: Notifying your instructor that you wish to drop and/or are no longer attending class is not enough to officially drop the course. If you do not officially drop by the date published on the Academic Dates and Deadlines, you will most likely receive a grade of F for the course.

 

Withdraw From all Courses

To withdraw from classes entirely, you’ll need to complete the Student Withdrawal form in Experience >> Enroll >> I need to… > Withdraw from all classes.

You won’t be permitted to withdraw from your last class or withdraw from all classes without completing this form. A hold on your account will not prevent you from submitting this request.

 

Auditing a Course

Some students choose to audit a course.  Auditing a course means that you have chosen to enroll in a course without the benefit of earning credit.  The course will not count towards a degree or certificate and you will be responsible for all associated tuition and fees. 

To request permission to audit a course, you’ll need to complete the Audit Request form.

Some SFCC courses are not eligible for audit.  For list of ineligible courses, please contact the Academic Records and Registrar Office. 

Students often discover new interests and passions in college. You may choose to change your program while at SFCC (sometimes more than once!), and we’re here to help make that transition easier.

If you would like to update your current program or catalog year, you will need to complete a Change of Program/Catalog Year form.

• Log in to Experience

Experience >> Students >> I Need to … >> Change my program/catalog year

Reminder: Your program and catalog year will have to be correct in Degree Works in order to run a successful degree audit. Contact your navigator if you have questions about your educational plan.

The Family Educational Rights and Privacy Act (FERPA) affords you certain rights regarding your education records. These rights include:

• The right to inspect and review your education records within 45 days of the day the college receives your request for access.
• The right to request the amendment of your education records that your believe are inaccurate, misleading, or otherwise in violation of your privacy rights under FERPA.
• The right to provide written consent before the college discloses personally identifiable information from your education records, except to the extent that FERPA authorizes disclosure without con­sent.
• 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.

 

Reviewing Education Records

To review your records, submit a written request to the Registrar that identifies the record(s) you wish to inspect. We will make arrangements for access and let you know when and where you may inspect your records. If the college official to whom you sent the request does not maintain your records, that official will tell you who to whom you should send the request.

 

Amending Education Records

If you wish to amend your student records, you must write the college official responsible for the record, clearly identify the part of the record you want changed, and specify why it should be changed. If we decide not to amend the record as requested, we will notify you in writing of the decision and of your right to a hearing regarding your request for amendment. We will give you additional information about the hearing procedures when you are notified of your right to a hearing.

 

Providing Consent to Disclose Information

SFCC may disclose education records without prior written consent to school officials with legitimate educational interests under the FERPA exception for disclosure. A school official is defined as:

• A person employed by the college in an administrative, supervisory, academic, research, or support staff position. This includes law enforcement unit personnel and health staff.
• A person or company with whom the college has contracted to provide a service instead of using college employees or officials, such as an attorney, auditor, or collection agent.
• A member of the SFCC Board of Trustees or a student serving on an official committee, such as a disciplinary or grievance committee, or assisting a school official in performing his or her tasks.

A school official has a legitimate educational interest if the official needs to review an educa­tion record in order to fulfill his or her professional responsibilities for the college.

Upon request, the college also discloses education records without consent to offi­cials of another school in which a student seeks or intends to enroll.

 

Filing a FERPA Complaint

Complaints regarding your rights under FERPA should be sent to:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Ave., SW
Washington, DC 20202-5901

 

Directory Information Notification

SFCC has designated the following items as Directory Information and may disclose these items without students’ written consent:

• Name
• Address
• Date/Place of birth
• Telephone number
• Dates of attendance
• Hours completed
• Degrees and awards, including honor lists
• Previous educational agency
• Major field of study
• Participation in officially recognized activities and sports
• Photographs taken for identification or in college publications
• Email addresses
• Job placement records
• Height/weight of student athletes
• Current enrollment

You have the right to request to opt out of directory information while attending SFCC. To do this, you need to submit a Request to Opt Out of Directory Information form to our office. Your request to remove your information from the directory will remain in effect until you request otherwise.

SFCC is legally prohibited from releasing any other information contained in your education file to anyone except you. In order for other individuals to have access to your educational files, financial aid information or student account, you must complete and return a Student Consent to Release Educational Records form.

 

Transcript Information

SFCC uses the National Student Clearinghouse as our online transcript services provider. We do not accept transcript requests in person, by telephone, email, fax, or in writing.

Access the National Student Clearinghouse secure site to request a transcript.

Changing Your Address in Your Student Records

Log in to Experience to change your address.

If you no longer have access to the student portal, please complete the Change of Contact Information form. Submit the form in person, via fax or mail to:

State Fair Community College
Academic Records and Registrar
3201 W. 16th St.
Sedalia, MO 65301
(660) 596-7472 fax

 

Changing Your Social Security Number in Your Student Records

A request to change your Social Security number in your personal SFCC student records can be made by completing the Name or Social Security Number Change form and submitting the required documents. You must provide copies of your government-issued photo ID and your Social Security card reflecting your correct name. Submit the form and documentation in person, via fax or mail to:

State Fair Community College
Academic Records and Registrar
3201 W. 16th St.
Sedalia, MO 65301
(660) 596-7472 fax

 

Changing Your Name in Your Student Records

A request to change your name in your personal SFCC student records can be made by completing the Name or Social Security Number Change form and submitting the required documents. You must provide copies of your government-issued photo ID, an official name change document (such as a marriage or divorce record, court records, military records, or passport) and your Social Security card reflecting your new name. Submit the form and documentation in person, via fax or mail to:

State Fair Community College
Academic Records and Registrar
3201 W. 16th St.
Sedalia, MO 65301
(660) 596-7472 fax

Your transcript is your official academic record at the college. You may be required to provide transcripts when transferring schools or applying for certain jobs. Transcripts are permanently maintained for each student who enrolls at SFCC.

 

How Do I Request a Transcript?

SFCC uses Parchment Portal as our online transcript services provider. We do not accept transcript requests in person, by telephone, email, fax, or in writing.

To request your transcript, access the secure site, Parchment Portal and follow the step-by-step instructions.

Active students who still have access to Experience may also request a transcript online in Experience > Students >> I need to … >> Request Official Transcript or Check Status.

If you experience a problem submitting your request, call our office during business hours. Please do not submit your request again until we let you know the problem has been solved.

All requests are processed in the order we receive them. Transcripts cost $10 per copy plus a processing fee. You can pay with a credit/debit card or e-check.

 

Delivery Options

• Mail 
• Electronic
  • PDF direct to recipient
  • ETX college to college

We do not offer same-day, fax or rush options. It is important to check with your recipient to determine which delivery options are acceptable. Transcripts are not considered official if the seal is broken.

 

Processing Time

• Our normal processing time is two business days. This does not include mail time or electronic retrieval time by the recipient of your transcript.
• During busy periods such as graduation, enrollment and grade processing, there may be a longer processing time.
• Records for academic work completed prior to 1986 are not electronic and may require a longer processing time.
• Requests cannot be processed if you have a financial obligation to the college. You may request a transcript, but the request will not be processed until your obligation has been satisfied and the hold released. The request will be held for 30 days.

 

Final Grades and/or Degrees Awarded

SFCC does not currently have the option to hold a transcript for final grades and/or certificate(s)/degree(s) earned. It is recommended that you watch your unofficial transcript in Experience and place your order once you verify that your grades and certificate(s)/degree(s) have been processed.

This can take up to one week after the semester has ended.

Note: Grades posted in your course shell do not indicate final grades have been processed and moved to your official transcript.

Our staff can help you officially verify your current enrollment for employment, insurance or other purposes.

If you need enrollment verification prior to a semester beginning or before the end of the fourth week of classes, you will need to complete an Enrollment Verification form. Submit the form in person, via fax or mail to:

State Fair Community College
Academic Records and Registrar
3201 W. 16th St.
Sedalia, MO 65301
(660) 596-7472 – fax

If you need enrollment verification after the fourth week of classes, you can access the information in Experience.

Experience >> Students >> I Need To… >> Enrollment Verification

This allows you to print an enrollment certificate from Parchment Portal.