OFFICE OF THE REGISTRAR

Welcome to the JC Registrar’s Office!  The Office of the Registrar is located in the Meadows Building at Jacksonville College. From your first class day until your walk across the graduation stage, the Office of the Registrar follows you during your time at Jacksonville College. 

Some of the office’s key duties include maintaining all student records, registration, processing official transcripts, the processing of grades at the end of each term, degree audits, and certification of graduates.

For information not available here or to ask questions, contact us by phone (903)586-2518 or fax (903)586-0743 or email at registrar@jacksonville-college.edu.

Frequently Asked Questions

​How to Request an Official Transcript

​Jacksonville College has authorized the National Student Clearinghouse to provide transcript ordering via the Web at any time, 24/7.  Students and alumni can order transcripts using any major credit card. The base cost for a transcript is $7.45, price changes depending on requesters sending method (Ex: $9.25 for electronic). Transcripts can be sent via USPS mail service, or picked up in person upon notification that order is ready. The card will only be charged after the order has been completed. Jacksonville College will only accept transcript requests that come through National Student Clearinghouse. A transcript will only be sent if the student has met all financial obligations and completed all admission requirements to Jacksonville College.

 

The National Clearinghouse site will guide students and alumni through placing an order, including delivery options and fees.  Multiple transcripts to multiple recipients can be ordered in one online session. Order updates can be sent via text alerts, email or tracked online.  To obtain a copy of your Jacksonville College transcript, please visit the following link: National Student Clearinghouse.  For questions involving ordering a transcript, please email transcripts@jacksonville-college.edu.

How to Print an Unofficial Transcript

Unofficial transcripts are available for current and most former students to print from the Jacksonville College website.  Students will log on to Empower, Select Student Records tab.  Next select Transcript (Detail), click the Show/Hide button depending on which semesters you want. Then click the printable version to print your transcript. Please contact help@jacksonville-college.edu if you need assistance with login credentials for Empower. 

When to Request a Degree Audit

Students need to request a graduation degree audit online with the link provided or from the forms outside of the Office of the Registrar prior to registering for their last semester courses. Degree audits will be shared with the appropriate advisor and student on Google Drive via the student’s college email account as they are completed. Advisors will not be able to register a student for last semester classes until the student has a degree audit from the Registrar

How to Apply for Graduation

Students should apply for graduation once they have registered for their final semester of attendance at Jacksonville College. A student must file a completed graduation application by the deadline printed in the College’s Academic Calendar. Graduation applications are available online.

 

 

There is a $25.00 graduation fee. Jacksonville College holds commencement in May each year. Resident and commuter students graduating in May are required to participate in the graduation ceremony unless a waiver is obtained from the Academic Dean’s Office.  Distance learning students graduating in May are encouraged to participate in the graduation ceremony. Graduates in August and December may choose to participate in the May Commencement Ceremony and will need to visit Mr. Cumbee in Admissions for their cap and gown at the time of their application for graduation.  There is a $35.00 cap and gown fee that must be paid when the application is submitted if the student is participating in the ceremony.

Students who complete their coursework in Winter Term will have their degrees conferred in May.  Students who complete their coursework in Maymester or Summer Terms will have their degrees conferred in August.

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Diplomas may be picked up at the front desk of the Business Office once they are available. Diplomas will be mailed to those who elect that option on the graduation application.

Students applying for graduation also need to complete an Alumni Information Form using the link provided.

For application due dates and graduation dates, please view the Academic Calendar here. A different Academic Calendar year may be viewed here.

 

Commencement Ceremony

Jacksonville College holds commencement in May each year.  Caps and gowns are available for purchase with Mr. Cumbee in Admissions.  Recognition of honors will not be acknowledged during the ceremony for students who are participating but still have coursework to complete during the summer as the requirements for the degree will not have been fully met.

How to Order a Replacement Diploma

Students may request a replacement diploma by submitting a Diploma Reprint Form to the Office of the Registrar. The request must be accompanied by the required identification forms.

The cost of the replacement diploma is $15.00 as cashier’s check or money order only.

How to Request a Degree Verification

Jacksonville College has authorized the National Student Clearinghouse to provide degree verifications.  The National Student Clearinghouse can be contacted at: www.degreeverify.org. 

 

Mailing Address:

National Student Clearinghouse

2300 Dulles Station Boulevard, Suite 300

Herndon, Virginia 20171

How to Request an Enrollment Verification

Jacksonville College has authorized the National Student Clearinghouse to provide enrollment verifications.

 

The National Student Clearinghouse can be contacted at: www.enrollmentverify.org.

 

Mailing Address:

National Student Clearinghouse

2300 Dulles Station Boulevard, Suite 300

Herndon, Virginia 20171

How to Find Out Who Your Advisor Is

To discover who their current advisor is, students will log on to Empower.  On the Empower homepage there is a box that shows the advisor's name.

How and When to Register for Classes

Placement Testing begins at 8:30 AM on the stated date.

Registration begins at 8:30 AM on the stated date and closes at approximately 4:30 PM.

During the early registration time, students with no holds may make an appointment with their advisor either in person, via email or phone to register for the upcoming terms. Open registration dates are listed below for each term.  Walk in registration dates and new student registration dates occur during the months of May, June and July for the fall term.

Any courses during registration that are pending will remain pending.  Students will need to contact their advisors to reprocess their registration once grades have been posted or holds lifted to obtain a seat in those pending courses.

Registration is not complete until the student has met with the Student Accounts Manager.  ​

After the registration date(s), there will be a $25.00 late registration fee.  Students will need to complete the form online or outside the Registrar's Office, pay the fee at the Business Office, and then meet with the Registrar or Academic Dean for registration.

                        

For placement testing and registration dates, please view the Academic Calendar here. A different Academic Calendar year may be viewed here.

 

To register on Empower, please read instructions here.

                    

How to Add/Drop and Withdraw

During the add/drop period only, a student may add a course or drop a course or courses by completing this online Add/Drop Form or picking up an Add/Drop Form located outside the Registrar's Office, paying the $25.00 schedule change fee at the Business Office, and submitting the completed form to the Office of the Registrar.

 

A student may withdraw from a course after the last day to add/drop by following the procedure as set forth by the Office of Registrar.

Students may withdraw from a class through the date indicated on the academic calendar and receive a grade of “W.” After this date, the student will receive the grade earned in the course(s).

 

Grades of W count as hours attempted and have financial aid ramifications, but do not affect GPA.

To withdraw from any and all courses, a student must complete an online Course(s) Withdrawal Request Form. The form will only be active and available during the time it may be used. 

 

For add/drop and withdrawal dates, please view the Academic Calendar here. A different Academic Calendar year may be viewed here.


Final Exams and Grade Posting

For final exam and grade posting dates, please view the Academic Calendar here. A different Academic Calendar year may be viewed here.

How to Obtain a Waiver for PHED Requirement

Students need to request a Waiver for PHED requirement from the Office of the Registrar by completing the form found online.  Students who are over 25 years of age, veterans, and those who have a physical disability may request permission to waive the PHED requirement.  

Students should submit completed forms and any documentation to the Office of the Registrar by mail at 105 B.J. Albritton Drive Jacksonville, TX 75766, in person to the front desk of the Business Office, scanned and emailed to registrar@jacksonville-college.edu or faxed to (903) 586-0743.   If faxing in, please call (903)586-2518 to verify the fax was received.

How to Change Name, Address, Contact Info, or Major

Student Data Change Forms are available online as well as Change of Major Forms.

Name changes must be accompanied with legal documentation of change such as marriage license, divorce decree, or court order.

Address changes must be accompanied with proof of change such as Driver’s License, State ID, or copies of bills.

Students should submit completed forms and any documentation to the Office of the Registrar by mail at 105 B.J. Albritton Drive Jacksonville, TX 75766, in person to the front desk of the Business Office, scanned and emailed to registrar@jacksonville-college.edu or faxed to (903) 586-0743.   If faxing in, please call (903)586-2518 to verify the fax was received.

Non-disclosure of Directory Information

In compliance with the Family Educational Rights and Privacy Act (FERPA), Jacksonville College gives notice that the following directory information may be released:

 

  • Student’s name

  • Physical address

  • Email address

  • Telephone number

  • Date and place of birth

  • Degrees, certifications, and awards received

  • Date of graduation

  • Dates of attendance

  • Major field of study at Jacksonville College

  • Photographs

  • Participation in officially recognized activities and sports

  • Weight and height of members of athletic teams

  • Enrollment status (e.g., undergraduate or graduate; full-time or part-time)

Students may have all Directory Information withheld by submitting a Request to Release or Withhold Directory Information Form to the Office of the Registrar. Requests for non-disclosure will be honored by the institution until the student submits a Request to Release or Withhold Directory Information Form to the Office of the Registrar.

 

No other information may be released without written consent of the student.  Grades, social security numbers, student identification numbers, ethnic backgrounds, and student schedules may not be released to anyone other than the student. Any student requesting his or her own personal information must do so in writing. No information will be released over the phone.

 

Parents, guardians, spouses, and others may have an interest in the student's record; however, access to or release of the educational record is only by written student consent. Students may choose to complete and submit a FERPA Education Record Access Change Form to the Office of the Registrar to allow access or release of their educational record to specific individuals.

 

For more information to help parents or guardians understand how FERPA regulates access to their college student's information, visit the U.S. Department of Education website.

Transfer Coursework from Another Institution

Academic transcripts from all colleges/universities previously attended will be evaluated for possible transfer credit to Jacksonville College according to these following guidelines.

  • The course must have been taken for college credit and must represent content and level of instruction resulting in student competencies at least equivalent to those of students enrolled in Jacksonville College degree programs.

  • No grade of "F" will be accepted in transfer. Grades of "D" will be accepted for credit; grades of "C" or higher in ENGL 1301 and 1302 are required for an associate degree.

  • The college typically accepts a maximum of 45 hours transferred in. However, all Jacksonville College graduation requirements are applicable to transfer-in credits.

  • Only freshman and sophomore level courses will transfer to JC. These courses normally start with a “1” or “2”.

 

After applying these criteria, courses and grades accepted for credit will be shown on the Jacksonville College academic transcript. These courses will be included in calculation of the cumulative grade-point average. If a course has been repeated, it is considered only one time, using the higher grade, for grade-point average calculation and for total hours completed.

Information about Reverse Transfer

Reverse transfer is for students who have already transferred to another two-year or four-year institution without having earned an associate degree at Jacksonville College. Reverse transfer allows students to transfer credits earned at other institutions back to Jacksonville College. The courses taken at other institutions are reviewed by JC who determines if the combination of credits earned meet the requirements for an associate degree by completing a degree audit. More information can be found here.

Advanced Credit/CLEP

Students may request advanced credit for courses by submitting the appropriate payment and form.

The fee for advanced credit is $25.00 per semester hour; this cost is not covered by scholarship or financial aid monies.

If credit is given, it will be posted on the student’s academic transcript at the end of the semester of enrollment at Jacksonville College.

Credit will be shown as “CR” (“credit”) for each specific course.

Such credit will not be used for calculation of grade-point average, but the hours will count toward graduation at Jacksonville College.

A maximum of 15 hours will be given.

A student cannot receive advanced credit for courses in which he/she is currently enrolled or has been previously enrolled.

Pre-Approval for Transfer Credits Back to JC

Current students who wish to take courses during the short terms at another institution and transfer back to JC for credit towards degree requirements need to complete a Pre-Approval of Transfer Credits form.

How to Audit a Class

Any student may audit a course by completing the appropriate form in the Office of the Registrar, Academic Dean’s Office or front desk of the Business Office during registration and add/drop period. The auditing student may then attend classes but is generally not required to take examinations and is not entitled to earn credit for the audited course. The tuition fee to audit a course is $50.00 per semester credit hour. Once a student chooses to audit a course, they cannot later ask to be changed to receive credit.

Information about Account Holds

Students may see a hold on their account when they log in to Empower. Each hold serves a different function and is placed by different offices. Common Empower Holds shows all holds that JC may apply to an Empower account and details the actions and areas the hold prevents the student from accessing as well as the office that assigns the hold.

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Contact

Jodye Jay

Registrar

903.586.2518

registrar@jacksonville-college.edu

 

Emily Sturm

Assistant Registrar

903.586.2518

sturme05@jacksonville-college.edu

 

Transcript Coordinator

903.586.2518

transcripts@jacksonville-college.edu

105 B.J. Albritton Drive

Jacksonville, TX 75766

Phone 903.586.2518

Fax 903.586.0743

Jacksonville College exists to provide a quality education from a biblical worldview that challenges minds, transforms lives, and equips students for servant leadership and lifelong learning.

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