Registrar

All transcript requests and payments (via debit or credit card only) are made by the student through Parchment. Official transcripts are $15 each and will be processed within 3-5 business days. Transcript delivery methods include regular mail and electronic delivery. Electronic delivery is the fastest and most reliable delivery method.

We do not provide unofficial transcripts.  You are able to print your academic history in HawkLink.

*Please note that fulfillment of transcript requests may be delayed during holidays and campus closures.

Thomas University FERPA Policy

The Family Educational Rights and Privacy Act (FERPA), also known as the Buckley Amendment of 1974, is the federal law that protects the privacy of a student’s educational records and limits the ability of others to access those records, except as authorized by law.  All of the rights provided by FERPA belong to the student, regardless of age, once he or she has enrolled in a post-secondary institution.  Enrollment is defined as the first day of the first term for which a student is registered.

Student’s rights under FERPA include:

• The right to inspect and review information contained in their educational records;
• The right to request amendment of educational records to ensure they are not inaccurate, misleading, or otherwise in violation of privacy or other rights;
• The right to consent to disclosure, with certain exceptions that are specified in the Act (see Directory Information below), of personally identifiable information contained in educational records;
• The right to be apprised of this policy on an annual basis;
• The right to file complaints with the Department of Education concerning alleged failure of the University to comply with the Act.

No one other than the student may access his or her educational record unless the student has granted permission for that individual through Hawklink, the University’s student portal.  Students may grant and remove permissions through their student portal.  Persons who are granted access will be provided a unique log on for Hawklink by which they can review the records.  Granting of access to another individual does not provide that individual the ability to act on the student’s behalf.

However, the law provides that information from the student’s educational record may be released without the student’s consent to:

• University officials who have a legitimate educational interest to access the information in order to fulfill their professional responsibilities
  • A “University official” is
    • A person employed by the University in an administrative, supervisory, academic, research, or support staff position
    • A person employed by or under contract to the University to perform a special task, such as an attorney or auditor
    • A person serving on the Board of Trustees
    • 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 University official has a “legitimate educational interest” if the official is:
    • Performing a task that is specified in his/her position description or by a contract agreement
    • Performing a task related to a student’s education
    • Performing a task related to the discipline of a student
    • Providing a service or benefit relating to the student or student’s family, such as health care, counseling, academic or job placement, or financial aid
  • Parents of dependent students as defined by Section 152 of the Internal Revenue Code
  • Persons who need to know in cases of health and safety emergencies
  • Federal, State, and local government officials for purposes authorized by law
  • An accrediting agency in carrying out its function
  • Individuals who have lawfully obtained court orders or subpoenas
  • Appropriate parties in connection with financial aid to a student
  • Officials at institutions at which the student is seeking to enroll
  • In any other circumstances permitted by the regulations of the US Department of Education

Directory Information:  FERPA allows the University to release certain “Directory Information” without the student’s consent.  This information includes:

• Student’s name
• Student’s address
• Student’s telephone number
• Student’s University email address
• Student’s date of birth
• Student’s major program of study
• Student’s participation in recognized activities and sports
• Weight and height of members of athletic teams
• Student’s dates of attendance
• Student’s degrees and honors received

Directory Information does not include:

• Student’s Social Security Number
• Student’s TU ID number
• Student’s race
• Student’s ethnicity
• Student’s nationality
• Student’s gender

Preventing release of information:  A student may direct the University to withhold release of Directory Information, except as described above, by completing and submitting the Directory Opt Out form found in Hawklink to the Registrar’s Office.  The University accepts no liability for any Directory Information released before the completed form is submitted.

Educational Record:  The student’s educational record is any record maintained by the University that contains personally identifiable information.  This includes records maintained in any format, including but not limited to print, digital, or microfiche.  The educational record does not include:

• Records in sole possession of the maker (i.e., advising notes kept separate from the academic file, notes used for memory aids)
• Law enforcement records
• Financial records of the student’s parents
• Confidential letters of recommendation if the right to access was waived
• Medical records
• Employment records
• Alumni records

While medical, employment, and alumni records are not part of the educational record and subsequently not covered by FERPA, Thomas University maintains the security of those records in compliance with the laws that govern those specific records. For information on records not covered by FERPA, the student should contact the appropriate office.

Student Request to Review Records: Upon request, students will be given access to inspect their educational record maintained by Thomas University.  Requests must be made to the Registrar’s Office after which an appointment will be scheduled.  The records will be open for inspection in the presence of the appropriate University official.  Requests must be made at least one week in advance.

Educational Records Excluded from Student Access:

• Confidential letters and statements of recommendation placed in the record prior to 1975
• Medical and psychological information
• Private notes and procedural matters retained by the maker or substitutes
• Financial records of parents or other individuals

Student Request to Amend Educational Record:  Students may request that their educational record be amended due to inaccurate, misleading, or information otherwise in violation of the student’s privacy rights under FERPA by submitting the request in writing to the Registrar’s Office.  The request must clearly identify the part of the record the student wants changed, and specify why it should be changed. Upon receipt of the request, the Registrar and appropriate University official will review the request and record to determine if amendment is required.  If the request for amendment is not granted, the student will be notified of the decision in writing.

Complaints:  In many situations, complaints relative to FERPA can be resolved within the University on an informal basis.  Any student who wishes to discuss a FERPA complaint may contact the Academic Affairs Office, 1501 Millpond Road, Thomasville, GA 31792.  To file a complaint with the US Department of Education, contact the Office that administers FERPA at:

Family Policy Compliance Office

US Department of Education

400 Maryland Avenue, SW

Washington, DC 20202-4605

Dissemination of this Policy:  FERPA requires that students be notified and reminded of this policy annually.  Therefore, this policy will be published in the University Catalog and on the University’s web site.  In addition, students will be reminded of the policy annually through the University email system.

Sources Consulted in Developing this Policy

• FERPA | Protecting Student Privacy
• http://catalog.yhc.edu/content.php?catoid=23&navoid=893&hl=%22FERPA%22&returnto=search#FERPA
• Florida Memorial University Student Handbook
• https://gardner-webb.edu/about/offices-and-departments/office-of-the-registrar/records-and-registration/
• https://www.lagrange.edu/current-students/registrar/ferpa.html
• Academic Policies – Keystone College

– Approved by Cabinet 6/20/2025

GDPR Privacy Policy
Privacy Policy for Students
The European Union General Data Protection Regulations (“EU GDPR”) is a regulation governing the use of personal data. It imposes new obligations on entities that control or process personal data about people who are located in the European Union. This regulation applies both inside the European Union (“EU”) and outside of the EU and applies to data about anyone in the EU, regardless of whether they are a citizen or permanent resident of an EU country.

The regulation took effect on May 25, 2018.

Thomas University is committed to safeguarding the privacy of “personal data” of present and future students (a “student” is any person who presently attends Thomas University or has attended Thomas University in the past). “Personal data” is defined as any record created in the EU and transferred to Thomas University which is directly related to an identified or identifiable student, either directly or indirectly. Examples of “personal data” include, but are not limited to, directory information as defined in Thomas University’s FERPA Policy.

This Privacy Policy outlines the collection, use, and disclosure of personal information provided to Thomas University by students.

Students who reside in EU countries and who apply, or may apply, to Thomas University will need to provide consent for collection and use of personal data. To provide consent, use the following consent form:
• Notice Regarding Protection of Personal Data and Request of Consent for Their Processing – Applicant Students Located in the European Union found at:Consumer Information.The Data Controller, under the GDPR law and with particular reference to the safety obligations related to automatic processing of student data, is Thomas University. All data will be processed by Thomas University in its capacity as Data Controller with the supervision of the Chief Information Officer, who you can reach at registrar@thomasu.edu

Use of Information
For purposes of this Privacy Policy, Sensitive Information is defined as race, ethnic origin, religious or philosophical beliefs, health data, sexual orientation, and criminal convictions.

Thomas University Departments supporting students collect and process Information and Sensitive Information from individuals who are students only as necessary in the exercise of the College’s legitimate interests, functions, and responsibilities as a higher education institution.

Information is collected from students and shared with internal and external parties to: register or enroll persons in the College, provide and administer housing to students, manage student accounts, provide academic advising, develop and deliver education programs, track academic progress, analyze and improve education programs, recruit students, make regulatory reports, audit, maintain of accreditation, and other related College processes and functions. Thomas University Departments supporting students also use Information and Sensitive Information to conduct general demographic and statistical research to improve the College’s programs.

Sensitive Information is collected, processed, and shared internally and externally as necessary, applicable, and appropriate in order to: identify appropriate support services or activities, provide reasonable accommodations, enforce College policies, and comply with applicable laws. Information and Sensitive Information may be shared by the International Programs Office with third parties who have entered into contracts with the College in order to perform functions on behalf of the College while sponsoring or hosting programs, subject to the obligation of confidentiality and safeguarding from unauthorized disclosure.

Third Party Use of Sensitive Information
Thomas University may disclose a student’s Sensitive Information and other Information as follows:

• Consent: Thomas University may disclose Sensitive Information and other Information if it has a student’s consent to do so.
• Emergency Circumstances: Thomas University may share a student’s Information and Sensitive Information when necessary to protect the student’s interests when the student is physically or legally incapable of providing consent.
• Employment Necessity: Thomas University may share a student’s Sensitive Information when necessary for administering employment benefits, subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
• Public Information: Thomas University may share a student’s Information and Sensitive Information if the student has manifestly made it public
• Archiving: Thomas University may share a student’s Information and Sensitive Information for archiving purposes in the public interest, for historical research, and for statistical purposes.
• Performance of a Contract: Thomas University may share a student’s Information when necessary to administer a contract the student has with the College.
• Legal Obligation: Thomas University may share a student’s Information when the disclosure is required or permitted by international, federal, and state laws and regulations.
• Service Providers: Thomas University uses third parties who have entered into a contract with the College to support the administration of College operations and policies. In such cases, the College will share a student’s Information with such third parties subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
• College Affiliated Programs: Thomas University may share a student’s Information with parties that are affiliated with the College for the purpose of contacting the student about goods, services, or experiences that may be of interest to the student.
• De-Identified and Aggregate Information: Thomas University may use and disclosure Information in de-identified or aggregate form without limitation.

Security
Thomas University ensures that there are appropriate technical controls in place to protect your personal details. For example, College online forms are always encrypted and the College network is protected and routinely monitored. Thomas University undertakes regular reviews of who has access to information that it holds to ensure that your information is only accessible by relevant staff, volunteers and business partners.

Thomas University appoints an external party to undertake a screening of information, any such arrangements are subject to a formal agreement between the College and that firm has measures to protect the security of all data.

Individuals with questions about their personal data collected and processed by Thomas University’s Student Affairs Office and International Programs Office should contact mwendell@thomasu.edu.

Retention and Destruction of a Student’s Information
A student’s Information will be retained by the College in accordance with applicable federal laws and the College’s Record Retention Policy. A student’s Information will be destroyed upon the student’s request unless applicable law requires destruction after the expiration of an applicable retention period. The manner of destruction shall be appropriate to preserve and ensure the confidentiality of the student’s information given the level of sensitivity, value, and criticality to the College.

A Student’s Rights
Students have the right to request access to, a copy of, rectification of, restriction in the use of, or erasure of Information in accordance with all applicable laws. The erasure of a student’s Information shall be subject to the retention periods of applicable federal law and the College’s Record Retention Policy.

If the student has provided consent to the use of his / her Information, the student has the right to withdraw consent without affecting the lawfulness of the College’s use of the Information prior to receipt of the request. Students may exercise these rights by contacting the Registrar.

Information created in the EU will be transferred out of the EU to the College. If a student feels the College has not complied with applicable foreign laws regulating such Information, the student has the right to file a complaint with the appropriate supervisory authority in the EU.

Updates to this Policy
Thomas University may update or change this policy at any time. A student’s continued use of the College’s website and third party applications after any such change indicates the student’s acceptance of these changes.

GDPR 2018 EU APPLICANT STUDENTS NOTICE CONSENT

Thomas University awards the associate, bachelor’s, master’s, and specialist degrees. Degrees will be conferred in the summer, fall and spring, upon the recommendation of the faculty, to students who have successfully completed all course requirements. The Commencement ceremony for all students graduating in summer, fall, and spring of an academic year is conducted at the end of the spring semester.To be eligible for graduation, all undergraduate students must have a minimum GPA of 2.0 and all graduate students must have a minimum GPA of 3.0.  At least 25% of all hours earned toward any degree must have been earned at Thomas University. Students completing the bachelor’s degree must earn 24 of the last 30 hours of upper-division coursework at Thomas University.

Students who are awarded a bachelor’s degree may earn the distinction of graduating Summa Cum Laude (4.0 CGPA), Magna Cum Laude (3.75-3.99 CGPA), or Cum Laude (3.5-3.74 cumulative GPA). Associate degree honor graduates are those students who graduate with a cumulative grade point average of 3.50 or higher. GPAs for Latin honors are calculated using all attempted hours at Thomas University through the end of the fall semester preceding graduation. Honors will not be re-calculated after all grades are posted.

Graduation Procedures

Students who expect to graduate must:

1. Students who intend to graduate must complete the Application for Graduation located in Hawklink by November 15^th of the academic year in which you anticipate completion of your degree. Students who graduate in the fall are eligible to participate in the commencement ceremony the following spring.  Students who graduate in the summer and are taking 10 credit hours or less are eligible to participate in the commencement ceremony the prior spring.
2. Pay graduation fees — ALL students pay a graduation fee of $175.
   Note: Graduation fees cover all expenses associated with graduation, including your diploma.  This is a required fee regardless of the application process or participation in the Commencement ceremony.
3. Clear all accounts in the Business Office.
4. Complete a graduating student exit survey. Graduating students will receive a link to the survey via email in mid to late April.
5. Degrees will not be conferred until ALL requirements have been met.

The Application for Graduation is available in Hawklink.