Records & Registration

The Family Education Rights and Privacy Act is designed to protect the rights and privacy of students and their records. This form allows a student to give any individual of their choice the right to review and obtain student records and information.

FERPA Authorization Form

The purpose of this form is to inform Rock Valley College of a change in student information, such as contact information (address, phone, email, etc.), or your social security number. 

Information Update Form

This form is designed to help students change their legal name or select a chosen/preferred name. 

Change of Name/Chosen Name Request Form

Learn more about Preferred Names & Pronouns.

Students can complete this form in order to register for a class and withdraw or drop courses. 

Registration, Withdrawal, Drop Form

This guide provides students with the code used to identify their program of study. This is helpful when requesting to update a program of study, completing a transcript evaluation form, or filling out a graduation application. 

Degree/Certificate Curriculum Code Guide

Please complete this form if you are a student that is planning to complete a program of study at Rock Valley College and need an evaluation to receive potential transfer credit. 

Transcript Evaluation Form

This form allows a student to request a report of the grades earned after final grades post. This is not an unofficial or official transcript. A grade report is very much a “report card” that students can request for employers, insurance companies, etc.

Grade Report Form

A credit hour is a way of measuring how much credit a student receives for attending a course, which corresponds to the hours per week spent in that course.

Course Credit Hour Determination

Students may use this form in order to apply for graduation. Please fill out this form with your advisor prior to submitting it to the Records and Registration office. 

Graduation Application Form

For proof of enrollment, students may go to the National Student Clearinghouse (NSC) website, enter their RVC student ID and password, and print their certificate online.

Alternatively, RVC will provide letters of enrollment and degree verifications if requested – simply submit an Enrollment Verification Request Form.

• Verify your Degree/Certificate: The purpose of this form is for students to request that Rock Valley College verifies degree or certificate completion. Degree/Certificate Verification Form
• Verify your Enrollment: The purpose of this form is to verify a student’s dates of attendance and enrollment at Rock Valley College. Enrollment Verification Request Form

The following outlines the process by which current or former students of Rock Valley College can obtain their transcript or diploma if it has been withheld due to outstanding debt, in compliance with Section 30 of the Illinois Student Debt Assistance Act.

1. Verification Process for Exemptions:
   • Current or former students may request an official transcript or diploma despite owing a debt under specific conditions outlined in the Illinois Student Debt Assistance Act.
   • Students may provide documentation to verify their eligibility for an exemption under Section 15 of the Act, which includes:
     • Completing a job application
     • Transferring to another institution
     • Applying for State, federal, or institutional financial aid
     • Joining the United States Armed Forces or Illinois National Guard
     • Pursuing other postsecondary opportunities
2. Conditions for Transcript, Diploma, and Registration Holds:
   • RVC will identify the point at which a student may be subject to holds, including:
     • The specific time frames and debt amounts triggering holds.
     • The minimum amount of debt at which the institution will refer the debt to a third-party collection agency.

This procedure is effective starting with the 2023-2024 academic year and will be reviewed annually to ensure compliance with state law and institutional standards. For more information or to request a review of your specific situation, please contact RVC Registration & Records at [email protected] or (815) 921-4250.

The following outlines the process for students who need to withdraw from Rock Valley College due to significant financial or physical hardships, aiming to limit their debt and assist them in re-enrolling when ready.

1. Eligibility for Hardship Withdrawal:
   
   • Students may be eligible for a financial or physical hardship withdrawal if they experience any of the following:
     • Serious injury or illness
     • Chronic illness
     • Medical issue of a family member requiring the student to become a part-time or full-time caretaker
     • Mental health condition
     • Sudden or consistent lack of transportation
     • Significant increase in cost of living
2. Application Process:
   • Students seeking a hardship withdrawal must submit a written request to the Office of the Registrar.
   • The request must include:
   • A detailed explanation of the hardship
     • Relevant documentation supporting the claim (e.g., medical records, caretaker verification, proof of financial hardship)
     • Request will only be reviewed within 180 days prior to the end of a semester.
   • The Registrar's Office will review the request and documentation within 10 business days.
3. Re-Enrollment Support:
   • Students who have withdrawn due to hardship will receive guidance and support to facilitate their return to RVC when they are ready.
   • Re-enrollment assistance may include:
     • Academic advising
     • Financial aid counseling
     • Access to mental health and wellness resources
     • Transportation assistance information
4. Public Information and Accessibility:
   • Information regarding the financial or physical hardship withdrawal process will be prominently displayed on RVC's official website.
   • The policy will be included in the materials provided to students during orientation and available in the student handbook.
   • RVC will ensure that all staff involved in student advising and financial aid are familiar with this policy and can provide accurate information and guidance to students.

For more information or to apply for a hardship withdrawal, please contact RVC Registration & Records at [email protected] or (815) 921-4250.