This policy applies to all students, faculty, staff, and administrators involved in the administration and oversight of federal financial aid programs under Title IV of the Higher Education Act of 1965, as amended.
PURPOSE
This policy outlines the requirements and procedures related to the Title IV Program Participation Agreement and Certification, as well as the release of transcripts for students at Thomas More University. Compliance with Title IV regulations is crucial to maintain eligibility for federal financial aid programs and to ensure transparency and accountability in academic records management.
THE POLICY
Title IV Program Participation Agreement and Certification:
Thomas More University agrees to participate in federal student aid programs under Title IV and certifies compliance with all applicable laws and regulations, including but not limited to:
Providing accurate information to students regarding educational programs, costs, and financial aid options.
Administering funds received under Title IV programs in accordance with federal regulations.
Maintaining eligibility criteria for participating in Title IV programs as specified by the U.S. Department of Education.
The designated official(s) responsible for administering federal financial aid programs at Thomas More University shall ensure ongoing compliance with all requirements of the Title IV Program Participation Agreement and Certification.
Transcript Release:
General Policy: Transcripts are official records of a student's academic history at Thomas More University. The release of transcripts is governed by federal and state laws, institutional policies, and guidelines set forth by the Family Educational Rights and Privacy Act (FERPA). Upon request, the University will provide an official transcript that shows all the credits for payment periods in which the student received Title IV funding and for which all institutional charges were paid (or included in an agreement to pay) at the time the request was made.
Authorization for Release: Transcripts may be released only upon receipt of a request from the student through the National Student Clearing House transcript portal.
Conditions for Release:
Transcripts may be released directly to the student or to third parties (e.g., other academic institutions, employers) as authorized by the student.
Requests for transcript release must include necessary identifying information to verify the identity of the requester and the student.
Fees: Thomas More University reserves the right to charge reasonable fees for the production and delivery of official transcripts, as permitted by applicable law and institutional policy.
Non-Compliance: Failure to comply with FERPA regulations or institutional policies regarding transcript release may result in disciplinary action.
Agreement to Pay Plan:
Students who request transcripts and still carry balance on their student accounts are notified to enter into a special financial agreement with the Bursar Office or their outstanding balance may be sent to outside collections. This Agreement to Pay is an internal collection payment plan that carries no interest and is customized within guidelines and limitations to fit the student’s monthly budget. Students are obligated to respond to the notification within 30 days from the date their transcript release request is processed by the Registrar Office.
Students who do not respond to the notification or decline the special financial agreement offer may be referred to a third-party for collection, whether an attorney or collection agency. Students will be responsible for any cost (including but not limited to collection fees) associated with attempting to collect monies due and outstanding. These additional collection fees will be assessed and due in full at the time of the referral to the third party.
PROCEDURES
Title IV Program Participation Agreement and Certification:
The designated official(s) will monitor updates and changes in Title IV regulations and ensure timely submission of required reports and certifications to the U.S. Department of Education.
Any changes to institutional policies or procedures affecting Title IV program participation will be communicated promptly to relevant stakeholders.
Transcript Release:
Students may request transcripts electronically through Thomas More University's designated transcript request system (National Student Clearinghouse).
The Office of the Registrar is responsible for processing transcript requests in compliance with FERPA and institutional policies.
HISTORY
This is a new policy.
APPROVALS
This policy is approved by Richard Rollino, Executive Vice President and CFO of Thomas More University and is subject to periodic review and updates as necessary.
