Academic Records

Enrollment Services is here to help students with a vast array of service areas. The resources below will assist students during their time at ATSU and beyond. Please start here for all requests related to your enrollment and financial history with Enrollment Services. Contact Enrollment Services if you do not find what you need. We look forward to assisting you!

Academic Calendar +

ATSU approved breaks, holidays, and graduation ceremonies

Proof of Enrollment and Degree Earned +

If the standard enrollment or degree verification provided through the National Student Clearinghouse does not meet your needs, you may request an enrollment verification letter by emailing enrollmentservices@atsu.edu. Please submit the ATSU Verification Request Form with your request to provide permission to release your academic record information.

Loan Deferment +

Course Registration +

Residential programs

Residential programs are registered automatically based upon each program’s curriculum. No action needs to be taken by the student in order to register for a course.

Online programs

Academic degree plans

Many of our online programs at ASHS and CGHS are registered based upon an Academic Degree Plan (ADP) that is signed upon matriculation and allows for an automatic registration process as long as no registration holds are on a student’s record.

Online programs - semester block FAQs

What do I need to know about enrollment status (full-time, half-time, less than half-time)? Enrollment status is measured over a semester (made up of two ten week blocks) and includes all the credit hours you take during that semester. In other words, your enrollment status depends on the number of credit hours you take in a given semester. You should plan to register for courses at the beginning of each semester for both blocks that are included in that semester. Why is this important? If you are required to maintain a specific enrollment status for financial aid purposes, loan deferments, VA benefits, or private scholarships, this is how you meet those requirements. Example A: Half-time enrollment (five credit hours for a semester) is required for Direct Loan eligibility. If you plan on taking three credit hours in the first semester block and three credit hours in the second semester block, you would be pursuing six credit hours across the semester and considered more than half-time. You would have to register for both blocks at once to qualify for half-time enrollment status in this scenario. Example B: If you register for three credit hours for the first semester block and do not register for second semester block, you will be considered less than half-time at three total hours for that semester. Registering for both blocks at the start of the semester helps you avoid this scenario. Please refer to the Enrollment Status section of the ATSU Catalog for credit hour and corresponding enrollment status information. How can I qualify for financial aid if I’m a new student and start classes in the second semester block? Financial aid is based on your enrollment status for the full semester. If you are a new student in the second semester block, you must be enrolled in at least five credit hours (or half-time). What if I only want to register for one semester block? You are not required to register for two blocks. It is important to ensure you have the proper enrollment status and meet eligibility requirements for any financial aid you are receiving. How much is due when I register for both blocks? If you register for both blocks, you will be required to pay prior to the start of the semester or set up a payment plan with the Finance Office. Loan disbursements will be made at the start of the semester when all paperwork has been submitted timely. If I register for two blocks at once, can I change my classes later for the second block? Registering at the same time for both blocks in a semester will not affect your ability to adjust your class schedule should the need arise. You have the ability to add courses prior to the start of each block or drop courses without financial liability, through the first week of each block (please note dropping courses could impact your financial aid and VA benefit eligibility). I registered for both blocks. Should I purchase books for all of my classes (even the ones that begin during the second block)? You are encouraged to obtain textbooks by block instead of semester. This will allow for flexibility to adjust your class schedule should the need arise. If I take a block off, how will this impact my ability to receive financial aid?

Add/Drop and Withdrawal +

What is the difference between a course drop and a program withdrawal?

A course drop involves dropping one or more courses while still maintaining enrollment within the semester. A program withdrawal occurs when dropped courses lead to no enrollment remaining for the semester. This is true for courses offered within blocks even if first block courses were completed. Learn more about ATSU’s course drop or withdrawal policy by navigating to the ATSU Policy section of the University Catalog.

Program Withdrawal

Students withdrawing from their program must fill out the program withdrawal form located on the ATSU portal (search for: Withdrawal Form). Upon form submission, the student’s program has two business days to contact the student to discuss the withdrawal. After two business days, the withdrawal will be processed with an official withdrawal date recorded as the initial submission date of the withdrawal form. Program Withdrawal Deadlines for 2024-2026

Online programs

Add or drop a course

Grades +

Access grades

  1. Login to the Anthology Student Portal, and
  2. Click on Academics to access the Degree Audit. Your degree audit provides a list of all courses associated with your academic program. You may not be required to complete all of the courses listed in the degree audit. Please contact your academic program if you have questions concerning course requirements.

When will grades be available?

Final grades are submitted to Enrollment Services within five working days from the end of the term. Rotation/Clerkship grades may take longer. Enrollment Services posts grades within two working days of receipt.

Contact Enrollment Services with any questions regarding the Academics section of the Anthology Student Portal.

Transcripts +

Official transcripts

A.T. Still University has authorized the National Student Clearinghouse to provide 24/7 transcript ordering online. You can place as many orders as you like in one session using any major credit card. You card will only be charged after your order has been completed. To order an official transcript(s), login to the Clearinghouse secure site. National Student Clearinghouse customer service is available to help with any online system ordering questions at 703.742.4200. Please select the “All other business” option to speak to a customer service representative.

Unofficial transcripts

  1. Login to the ATSU Portal
  2. Search for: Anthology Student Portal
  3. Once in the portal, select the Academics >Unofficial Transcript

If you graduated prior to 1988, you will need to contact Enrollment Services for an unofficial copy of your ATSU transcript.

If you have not used your ATSU portal account during the last six months, your access may have been terminated. Please complete the Alumni Portal Access Form. The form is submitted automatically to ITS (Information Technology & Services), however, portal activation may take 3-5 working days. After ATSU Alumnus status is verified, the portal account is created and Alumni Relations will send an email to the graduate with their username and password.

Questions

If you have questions about ordering transcripts or the status of your transcript request or information found on the transcript, please contact Enrollment Services!

Transcript legend

A transcript legend (or key) is included when a student or graduate orders a copy of their transcript. The legend explains the definition or value of the grades earned. The legend included at the time of an order displays the grade information relevant to the current academic year.

Grades or indicators that may appear on a transcript, but are not represented in the current transcript legend may be found below.

Grades

Grade Value Grade Value
C Conditional WE Withdraw Early
Con Conditional WF Withdraw Fail
S Satisfactory WP Withdraw Pass
U Unsatisfactory 70R Original grade remediated

Doctor of Audiology - online program advanced credit explanation

Newly accepted transitional Doctor of Audiology students are awarded 36 credits for clinical practice. Credit for clinical practice represents credit for documented clinical competence through certification and/or licensure in audiology and a minimum of 4 years of clinical practice prior to matriculation. Additional advanced credits for established competencies are awarded based on the admissions requirements for audiologists to enter the transitional audiology program and based on a review of the Evaluation of Practicing Audiologists Capabilities Assessment (E.P.A.C.) completed by the student. Provision of credit for established competencies in the ten broad categories of audiologic care enables an appropriate individualized academic plan to be determined for each audiologist. These competencies and credit for clinical practice are listed on the transcript and count as credit towards the degree. For a full explanation of the full explanation of the awarding of advanced credit in the online Doctor of Audiology program, please refer to the University Catalog.

Academic Calendar: past and present

Kirksville College of Osteopathic Medicine

Doctor of Osteopathic Medicine

Master of Science in Biomedical Sciences

Arizona School of Health Sciences

College of Graduate Health Studies.

Arizona School of Dentistry & Oral Health

School of Osteopathic Medicine in Arizona

Missouri School of Dentistry & Oral Health

Transfer of credit, articulation agreements, and priority consideration agreements

In order to have prior credits reviewed for transfer credit, please read the Transfer Credit Policy and corresponding program-specific transfer credit policies in the University Catalog. If all requirements are met, complete and submit the application to Transfer and Associated Credit Request Form (pdf) and follow the submission instructions outlined in the University Catalog.

Priority consideration agreements are in place for some programs at ATSU. At this time, the agreements do not include the automatic awarding of transfer credit. Transfer credit under these agreements follows the same transfer credit process as any program that offers the opportunity to award transfer credit.

Diplomas +

Digital Diplomas and Certificates

A.T. Still University now offers digital diplomas and certificates! These certified electronic credentials are known as a CeDiploma or CeCertificate. For more information on how to obtain your certified electronic credential, click here.

Diploma orders

Diplomas must be reordered at the graduate’s expense under the following conditions:

For additional or replacement diplomas, please visit the CeCredential Trust Portal to place an order. Diploma re-orders may take up to 10-12 weeks to receive.

Name on diploma

All ATSU diploma’s display the first, middle, and last name of the graduate, as it is listed in the Anthology Student system. Enrollment Services recommends reviewing your unofficial transcript in the Anthology Student Portal to verify that your first, middle, and last name will print as desired.

ATSU options for diploma display name adjustments:

Name changes/requests must be completed prior to graduation in order for the diploma name to reflect the legal name change requested. Students who fail to make any necessary name changes prior to the graduation date will be responsible for the expense of reordering a new diploma.

Mailing address

Diplomas will be mailed to the address listed within the Anthology Student Portal as of the graduation date. It is the student’s responsibility to keep the address updated within the portal or work with the U.S. Postal Service directly to apply a forwarding address. Instructions on how to update your address are available on the Contact Information section of the Enrollment Services website.

Please note: address updates in the Anthology Student Portal are located under My Information > "Personal" tab (not the “Addresses” tab).

When will I receive my diploma?

Diploma orders are placed after all grades are received at the end of the semester. The vendor ships the diplomas directly to the graduate and generally takes six to eight weeks to receive after your graduation date.

CeDiploma

Students graduating after September 1, 2023, will receive a certified electronic credential at no charge.

Individuals that graduated prior to September 1, 2023 and would like to order a CeDiploma may do so here.

Electronic (pdf) diploma copies

If you graduated prior to September 1, 2023 you may request a free electronic (PDF) copy of your diploma by submitting the Electronic (pdf) Diploma Request Form.

Please note: ATSU’s record retention policy dictates that pdf diploma copies are retained for 10 years. If you graduated more than 10 years ago, you may order a new paper copy or CeDiploma by going here.

Diploma sizes

All diplomas are printed to be displayed horizontally.

Doctorate — 18x14
Masters — 11x8.5

F-1 Student Visa +

FERPA - Student Privacy +

Education records

Student rights

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education. The law guarantees students of the following:

When a record contains information about more than one student, the student may inspect and review only the records which relate to him/her.

Students who wish to review their education records should reference the Education Records section on the Student Affairs website.

A.T. Still University is not required to provide copies of educational records, unless distance prevents the student from access. Reasonable fees for copies of records may be charged by the University.

Students may ask the University to amend a record that they believe is inaccurate or misleading. They should write the University official responsible for the record, clearly identify the part of the record they want changed, and specify why it is inaccurate or misleading.

If the University decides not to amend the record as requested by the student, the University will notify the student of the decision and advise the student of his or her right to a hearing regarding the request for amendment.

Upon request, the University will arrange for a hearing, and notify the student, reasonably in advance of the date, place and time of the hearing.

The student may have an adviser present at the hearing. If the student desires to have an adviser present, he/she must notify the hearing panel of this fact, in writing, no less than two working days prior to the hearing. Advisers must be members of the A.T. Still University community (i.e. current students, faculty, staff). This adviser serves as a support person to the student and may not speak for the student, nor address the hearing panel. If the student requests to have private legal counsel present, the hearing panel may reschedule the hearing so that A.T. Still University legal counsel may be present.

The student shall be afforded a full and fair opportunity to present written evidence relevant to the issues raised in the original request to amend the student’s education records.

The hearing will be conducted by a three-person panel comprised of University officials who do not have a direct interest in the outcome of the hearing. The panel will be appointed by the vice president for student affairs. The hearing panel will prepare a written decision, within 10 business days of completion of the hearing, based solely on the evidence presented at the hearing. The decision will include a summary of the evidence presented and reasons for the decision. If the University determines that the challenged information is inaccurate, misleading, or in violation of the student’s right of privacy, it will amend the record and notify the student, in writing, that the record has been amended.

If the University determines that the challenged information is not inaccurate, misleading or in violation of the student’s rights of privacy, it will notify the student or their right to place with the record a statement commenting on the challenged information and/or a statement setting forth the reasons for disagreeing with the decision. The statement will be maintained as part of the student’s education records as long as the contested portion is maintained. If the University discloses the contested portion of the record, it must also disclose the statement.

Grades and academic performance evaluations may be challenged under this procedure only on the basis of the accuracy of their transcription.

One exception which permits disclosure without consent is disclosure to school officials with legitimate educational interests. A school official is a person employed by the University 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 University has contracted (such as the National Clearinghouse, an attorney, auditor, or collection agent); 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 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 responsibility.

FERPA rights apply to all students in attendance and former students. FERPA rights do not apply to deceased students or persons who have applied but not attended. Request for records of a deceased student will be reviewed on a case-by-case basis. The University reserves the right to deny the request.

FERPA begins on the day of matriculation.

Annual notification

Students will receive electronic notifications of their FERPA rights each semester enrolled at ATSU. Additionally, a copy of the policy can be obtained by contacting Enrollment Services or by accessing the policy via ATSU’s website.

Right to refuse access

A.T. Still University reserves the right to deny transcripts or copies of records not required to be made available by FERPA, if there is an unresolved disciplinary action against the student.

Directory information

A.T. Still University has identified the following items as directory information: Name, primary address, telephone number, email address, dates of attendance, class year (if applicable), enrollment status (i.e. full-time/part-time), previous institution(s) attended, program(s) of study, awards, honors, degree(s) conferred (including dates), class roster, class schedule, photographs, expected graduation date, and limited release of date of birth. DOB will only be released to official agencies as required for matching student records or as a validation of positive identification when furnished by a person making an inquiry.

These items may be released without the prior written consent of the student. However, it is our policy not to do so, unless it is deemed to be in the best interest of the student.

Students reserve the right to request in writing that directory designated items be restricted from public disclosure. If they wish to do so, students may fill out a Nondisclosure of Directory Information Form (pdf). The nondisclosure restriction will remain in effect until Enrollment Services is notified in writing by the student to remove the FERPA restriction.

A.T. Still University assumes no liability if honoring the nondisclosure request has a negative effect for the student.

Non-directory information

Non-directory information is any information considered personally identifiable, such as social security number, student ID, race, ethnicity, nationality, gender, academic standing, and any information not identified as directory information. This type of information cannot be released without the prior written consent of the student, except under the following:

  1. To schools in which the student seeks or intends to enroll.
  2. To federal, state, and local authorities involved in the audit or evaluation of compliance with educational programs.
  3. To comply with a judicial order or subpoena.
  4. In connection with 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 organizations conducting studies for or on behalf of educational institutions.
  6. To accrediting organizations.
  7. To the parents of a student, who are considered a dependent student under the Internal Revenue Code.
  8. When a health or safety emergency is apparent.
  9. To an alleged victim of a crime of violence, the results of a disciplinary hearing may be disclosed.
  10. To school officials with a legitimate educational interest.

Record of requests for disclosure

Enrollment Services will maintain a record of all requests for and/or disclosures of non-directory information from a student’s education records, as required under FERPA regulations. The record will indicate the name of the party making the request, any additional party to whom the information may be re-disclosed (if any), and the legitimate interest the party had in requesting or obtaining the information.

Reporting a Suspected FERPA Violation

When a FERPA violation is suspected, please provide a brief summary of the concern and email to reportabuse@atsu.edu for investigation. ITS will contact you to go through a series of questions and complete an internal form to determine if any type of violation has occurred (FERPA, HIPAA, security incident, etc.).

Faculty and staff

All employees of ATSU are required to read and sign the ATSU Staff Handbook which addresses FERPA. Annually employees are asked to review FERPA and the online FERPA tutorial during the annual employee training. In addition, Enrollment Services will periodically send FERPA reminders and information through a variety of distribution methods.

Please note, usage of ATSU’s email system is required when conducting ATSU related business via email.

Grading policy

A.T. Still University adheres to the grading practices recommended under FERPA. Grades are not posted in a public manner either by student name, social security number, or student identification number. FERPA permits the posting of grades only if the student is assigned a unique identifier known only to the student and the faculty member.

Parental access

If a student is not a dependent for tax purposes, the parent has no right to access student record information about the child unless the parent has the child’s written permission. However, if the student is claimed by the parent as a dependent for income tax purposes on their most recent Federal Income Tax form, then student record information may be released at the discretion of the University to the parent, as long as a copy of the applicable page from the parent’s most recent income tax return is provided to the University and it verifies dependency. Full rights are given to either parent, regardless of who claims the child as a dependent, unless the institution has been provided with evidence that there is a court order, state statute, or legally binding document limiting those rights, such as divorce, separation or custody orders.

Types, locations, and custodian of education records

To view a list of the types of records maintained by A.T. Still University, their locations, and custodians please visit the Education Records section of the Department of Student Affairs.

FERPA information for faculty and staff

The information provided below is taken from the 2012 FERPA Guide, written and published by the American Association of Collegiate Registrars and Admissions Officers (AACRAO). This guide is written in consultation with the Student Privacy Policy Office (SPPO), which is responsible for providing assistance to ensure compliance with FERPA, and which investigates, processes, and reviews FERPA complaints and violations.

Letters of recommendation

“Statements made by a person providing a recommendation that are made from that person’s personal observation or knowledge do not require a written release from the student who is the subject of the recommendation. However, if personally identifiable information obtained from a student’s education record is included in a letter of recommendation (grades, GPA, etc.), the writer is required to obtain a signed release from the student which (1) specifies the records that may be disclosed, (2) states the purpose of the disclosure, and (3) identifies the party or class of parties to whom the disclosure can be made. If kept on file by the person writing the recommendation, the letter of recommendation and student release would be part of the student’s education record and the student has the right to read it unless he or she has waived their right to access (AACRAO 2012 FERPA Guide, p. 35)."

Enrollment Services can also provide you with a Letter of Recommendation Permission Release form (pdf) which can be completed by the student and maintained with a copy of the letter of recommendation.

Sample permission letter for writing a letter of recommendation

I give permission for Dr. Reid to write a letter of recommendation to:

Highland Hospital
1 Hospital Drive
Springfield, MO 65804

Dr. Reid has my permission to include my grades, GPA, and class rank in this letter.

I waive/do not waive my right to review a copy of this letter at any time in the future.

Signature and date

Posting of grades by faculty

Public posting of grades either by the student’s name, school identification number, or social security number without the student’s prior written consent is a violation of FERPA. This includes the posting of grades to a class website and applies to any public posting of grades for students taking distance education courses.

Instructors who wish to post grades should use a system that ensures that FERPA requirements are met. This can be accomplished by obtaining the student’s written consent or by using a unique identifier known only to the student and the instructor. The order of posting should not be alphabetic.

Parental access to an eligible student’s education records

At the postsecondary level, parents have no inherent rights to inspect their son’s or daughter’s education records. The right to access is limited solely to the student.

Records may be release to parents only if certain conditions are met. Therefore, all faculty and staff should refer such requests to the Enrollment Services.

Helpful hints to avoid FERPA violations

USMLE +

Things to know

If mailing your form, please send to:

A.T. Still University
ATTN: Enrollment Services
800 W. Jefferson
Kirksville, MO 63501

When mailing your form, please indicate which option you would like Enrollment Services to complete.

Voter Registration +