Welcome to the Office of the Registrar!

The Registrar, located across from the student lounge area, is the steward of BCOM’s student records from application to degree conferral. The Office of the Registrar supports teaching and learning by maintaining the integrity of academic policies and student information systems. The Office of the Registrar is responsible for recording the academic progress and accomplishments of all students. It is the only office authorized to issue official transcripts.

Additionally, the Office of the Registrar coordinates services in the areas of course information, grading, degree progress, certification of enrollment, attendance of students, degrees awarded, and protection and release of academic records.

Delivering exceptional services to students and faculty is of utmost importance and among the Office of the Registrar’s top priorities. The office actively seeks ways to effectively communicate and inform students of their rights, responsibilities and procedures. As a service oriented office, in addition to providing efficient and prompt access to information, this office coordinates of students and faculty activities pertaining to administrative matters that are within the scope of its areas of responsibility.

Meet the Registrar
Marisella Reyes
Mreyes@bcomnm.org

Annual Notification of Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) affords eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age.) The rights are as follows:

  1. The right to inspect and review the student’s education records within 45 days after the day Burrell College of Osteopathic Medicine receives a request for access. A student should submit a completed “Request to Review Education form” to the Registrar. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
  2. The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask BCOM to amend a record should write to the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If BCOM decides not to amend the record as requested, BCOM will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
  3. The right to provide written consent before BCOM discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent. However, FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, 99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student —
  • BCOM discloses education records to school officials with legitimate educational interests. A “school official” typically includes a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health/medical staff); a person serving on the BCOM Board of Trustees; or a student serving on an official committee, such as a conduct or grievance committee. A school official also may include a consultant, volunteer, contractor, or other parties to whom the BCOM has outsourced institutional services or functions for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for BCOM, providing that the conditions listed in § 99.31(a)(1)(i)(B)(1) – (a)(1)(i)(B)(3) are met. (§ 99.31(a)(1))
  • Upon request, BCOM also discloses education records without consent to officials of another school in which a student seeks or intends to enroll. To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of § 99.34. (§ 99.31(a)(2))
  • To authorized representatives of the U. S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§ 99.31(a)(3) and 99.35)
  • In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§ 99.31(a)(4))
  • To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§ 99.31(a)(6))
  • To accrediting organizations to carry out their accrediting functions. (§ 99.31(a)(7))
  • To parents of an eligible student if the student is a dependent for IRS tax purposes. (§ 31(a)(8))
  • To comply with a judicial order or lawfully issued subpoena. (§ 99.31(a)(9))
  • To appropriate officials in connection with a health or safety emergency, subject to § 99.36. (§  99.31(a)(10))
  • Information the school has designated as “directory information” under § 99.37. (§ 99.31(a)(11)) BCOM may disclose personally identifiable information without prior written consent under FERPA as part of the “directory information”. The College has declared the following information as “directory information“: student’s name, address, telephone number, date and place of birth, major field of study, dates of attendance, degrees and awards received, photographs, educational institutions attended, enrollment status, and e-mail address. Students have the right to request that BCOM refrains from disclosing some or all directory information. This will prevent BCOM, however, from printing your name in certain publications (i.e. commencement program) or disclosing directory information requested by third parties including spouses and parents. A student can complete a “Request to Prevent Disclosure of Directory Information” form and submit to the Registrar’s office. If a student does not specifically request the withholding of directory information by filing the appropriate BCOM form, as indicated above, BCOM assumes that he or she approves of the disclosure of such information.
  • To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of § 99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§ 99.31(a)(13))
  • To the general public, the final results of a disciplinary proceeding, subject to the requirements of § 99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§ 99.31(a)(14))
  • To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))
  • The right to file a complaint with the U.S. Department of Education concerning alleged failures by BCOM to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202

Registration

Upon completion of all matriculation requirements, applicants will be considered ready for registration. Subsequently, they will be registered by the Registrar. No student will be registered earlier than one week before classes begin. Because the curriculum is fixed and courses proceed in a prescribed sequence, enrollment will be considered continuous and full-time for the entire program unless the student notifies the Department of Student Affairs in writing of his or her intent to withdraw from classes, or the program is modified by decision of the Student Progress Committee.

Name Changes

A student that needs a name changes should be directed to the Office of the Registrar. The change will only be recorded when there is sufficient evidence supporting the name change. Students must fill out a Change of Name and Contact Information Request Form and provide one of the following documents showing the change of name: marriage license, court order, passport, social security card, or driver’s license.

Changing Contact Information

BCOM students are responsible for maintaining accurate and up-to- date contact information in their academic record. A student may update their current and permanent addresses and other contact information by submitting a Change of Name and Contact Information Request form to the Registrar.

The form is available in the Office of the Registrar.

Enrollment Verification

Students seeking verification of enrollment letters for financial aid reasons, may submit a written request to the Office of Financial Aid at mmelendez@bcomnm.org. Prospective and current students seeking a verification of enrollment letter for reasons other than Financial Aid may submit a Release of Information Request to the Registrar’s Office at mreyes@bcomnm.org.

Requests for Letters of Recommendation

Students may request that letters of recommendation be written on their behalf from Faculty and Staff members. Requests must be made in writing and submitted directly to the Faculty or Staff member in question. All sections of the Release for Letter of Recommendation must be completed and the information to be included in the letter must be clearly stated/specified.

Checkout Procedure

It is required that any student who leaves BCOM for any reason go through the checkout process. Failure to complete the process may cause BCOM to withhold all records pertaining to the medical student. To complete the process, a student must take the following steps:

1. If withdrawing, submit a letter of resignation to the Associate Dean for Student Affairs.

2. Obtain a BCOM Student Checkout Form from the Office of the Registrar.

3. Complete an exit interview with a representative from each the following offices:

  1. Registrar
  2. Financial Aid
  3. Office of Finance
  4. Library Resources
  5. Information Systems
  6. Security

4. Sign, date and return the completed BCOM Student Checkout Form to the Registrar.

Official and unofficial Burrell College of Osteopathic Medicine (BCOM) academic transcripts are available through the Office of the Registrar.

UNOFFICIAL TRANSCRIPTS

Students may print an unofficial transcript from their CAMS Student Portal. Students in need of assistance in accessing their CAMS student portal should contact the BCOM Help Desk (helpdesk@bcomnm.org).

OFFICIAL TRANSCRIPTS

An official transcript is a copy of the student’s permanent academic record issued by the BCOM Registrar. It displays all courses taken for credit at BCOM and includes all grades received. Unlike unofficial transcripts, it is signed and dated by the registrar and displays the BCOM seal. Official transcripts are not issued for students with outstanding financial obligations or other unfulfilled obligations to BCOM.

BCOM cannot send official transcripts by email or fax. The Office of the Registrar has partnered with Parchment, a digital credentials service, to manage the ordering, processing, and delivery of your official BCOM transcripts. Orders may be placed for either a traditional paper transcript or a secure electronic transcript delivery.

Ordering Official Transcripts

BCOM has partnered with Parchment to securely manage the ordering, processing, and delivery of your official BCOM transcripts

  • The site will walk you through placing your order, including delivery options and fees
  • You can order as many transcripts, to be sent to as many destinations as you like in a single session
  • This service is available 24/7
  • Order updates will be emailed to you
  • You can check your order status or order history online
  • Your credit card will only be charged after your order has been completed
  • All charges are non-refundable

Please click on the “Order Records” button below to place your order:

Order Credentials from Parchment

Transcripts are processed in the order in which they are received. Normal processing time is 1–5 business days and does not include delivery time. During college holidays and peak periods (beginning or end of terms, official registration, or graduation), it may take longer than normal to process a transcript. Orders are generally processed immediately, unless you request a hold for degree or grades.

Electronic Official Transcripts 

Electronic Official Transcripts are not delivered by email; the recipient’s email address is used for notification and reminder messages regarding delivery of the student’s transcript to a secure site where it can be accessed. Please verify that the recipient information you provide is correct before finalizing your order. Unfortunately, BCOM will not be able to provide refunds for transcripts that are sent to the wrong recipient email address or for downloads that have been disabled after expiring. Electronic transcripts should be ordered to be sent directly to the intended institution or recipient in order to be considered official.

Costs

All charges for official transcripts must be paid at time of request. Official transcripts cost $15.00 per official transcript copy requested.

Fees subject to change without notice.

The 1998 Reauthorization of the Higher Education Act of 1965 requires all postsecondary institutions to make a good faith effort to distribute voter registration materials to each degree or certificate seeking student who is physically in attendance at the institution. For more information on voter registration and state requirements, use the links below:

New Mexico residents
http://www.sos.state.nm.us/Voter_Information/Voter_Registration_Information.aspx

Residents of other states
https://www.eac.gov/voters/national-mail-voter-registration-form/

FERPA Notice

Annual Notification of Rights under FERPA

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) affords eligible students certain rights with respect to their education records. (An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a postsecondary institution at any age.) The rights are as follows:

  1. The right to inspect and review the student’s education records within 45 days after the day Burrell College of Osteopathic Medicine receives a request for access. A student should submit a completed “Request to Review Education form” to the Registrar. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. If the records are not maintained by the school official to whom the request was submitted, that official shall advise the student of the correct official to whom the request should be addressed.
  2. The right to request the amendment of the student’s education records that the student believes is inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA. A student who wishes to ask BCOM to amend a record should write to the school official responsible for the record, clearly identify the part of the record the student wants changed, and specify why it should be changed. If BCOM decides not to amend the record as requested, BCOM will notify the student in writing of the decision and the student’s right to a hearing regarding the request for amendment. Additional information regarding the hearing procedures will be provided to the student when notified of the right to a hearing.
  3. The right to provide written consent before BCOM discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent. However, FERPA permits the disclosure of PII from students’ education records, without consent of the student, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations. Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, 99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of disclosures. A postsecondary institution may disclose PII from the education records without obtaining prior written consent of the student —
  • BCOM discloses education records to school officials with legitimate educational interests. A “school official” typically includes a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health/medical staff); a person serving on the BCOM Board of Trustees; or a student serving on an official committee, such as a conduct or grievance committee. A school official also may include a consultant, volunteer, contractor, or other parties to whom the BCOM has outsourced institutional services or functions for which the school would otherwise use its own employees and who is under the direct control of the school with respect to the use and maintenance of PII from education records, such as an attorney, auditor, or collection agent or a student volunteering to assist another school official in performing his or her tasks. A school official typically has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for BCOM, providing that the conditions listed in § 99.31(a)(1)(i)(B)(1) – (a)(1)(i)(B)(3) are met. (§ 99.31(a)(1))
  • Upon request, BCOM also discloses education records without consent to officials of another school in which a student seeks or intends to enroll. To officials of another school where the student seeks or intends to enroll, or where the student is already enrolled if the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of § 99.34. (§ 99.31(a)(2))
  • To authorized representatives of the U. S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or State and local educational authorities, such as a State postsecondary authority that is responsible for supervising the university’s State-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State-supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of PII to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§ 99.31(a)(3) and 99.35)
  • In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of the aid, determine the conditions of the aid, or enforce the terms and conditions of the aid. (§ 99.31(a)(4))
  • To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§ 99.31(a)(6))
  • To accrediting organizations to carry out their accrediting functions. (§ 99.31(a)(7))
  • To parents of an eligible student if the student is a dependent for IRS tax purposes. (§ 31(a)(8))
  • To comply with a judicial order or lawfully issued subpoena. (§ 99.31(a)(9))
  • To appropriate officials in connection with a health or safety emergency, subject to § 99.36. (§  99.31(a)(10))
  • Information the school has designated as “directory information” under § 99.37. (§ 99.31(a)(11)) BCOM may disclose personally identifiable information without prior written consent under FERPA as part of the “directory information”. The College has declared the following information as “directory information“: student’s name, address, telephone number, date and place of birth, major field of study, dates of attendance, degrees and awards received, photographs, educational institutions attended, enrollment status, and e-mail address. Students have the right to request that BCOM refrains from disclosing some or all directory information. This will prevent BCOM, however, from printing your name in certain publications (i.e. commencement program) or disclosing directory information requested by third parties including spouses and parents. A student can complete a “Request to Prevent Disclosure of Directory Information” form and submit to the Registrar’s office. If a student does not specifically request the withholding of directory information by filing the appropriate BCOM form, as indicated above, BCOM assumes that he or she approves of the disclosure of such information.
  • To a victim of an alleged perpetrator of a crime of violence or a non-forcible sex offense, subject to the requirements of § 99.39. The disclosure may only include the final results of the disciplinary proceeding with respect to that alleged crime or offense, regardless of the finding. (§ 99.31(a)(13))
  • To the general public, the final results of a disciplinary proceeding, subject to the requirements of § 99.39, if the school determines the student is an alleged perpetrator of a crime of violence or non-forcible sex offense and the student has committed a violation of the school’s rules or policies with respect to the allegation made against him or her. (§ 99.31(a)(14))
  • To parents of a student regarding the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))
  • The right to file a complaint with the U.S. Department of Education concerning alleged failures by BCOM to comply with the requirements of FERPA. The name and address of the office that administers FERPA is:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, SW
Washington, DC 20202

Policies and Procedures

Registration

Upon completion of all matriculation requirements, applicants will be considered ready for registration. Subsequently, they will be registered by the Registrar. No student will be registered earlier than one week before classes begin. Because the curriculum is fixed and courses proceed in a prescribed sequence, enrollment will be considered continuous and full-time for the entire program unless the student notifies the Department of Student Affairs in writing of his or her intent to withdraw from classes, or the program is modified by decision of the Student Progress Committee.

Name Changes

A student that needs a name changes should be directed to the Office of the Registrar. The change will only be recorded when there is sufficient evidence supporting the name change. Students must fill out a Change of Name and Contact Information Request Form and provide one of the following documents showing the change of name: marriage license, court order, passport, social security card, or driver’s license.

Changing Contact Information

BCOM students are responsible for maintaining accurate and up-to- date contact information in their academic record. A student may update their current and permanent addresses and other contact information by submitting a Change of Name and Contact Information Request form to the Registrar.

The form is available in the Office of the Registrar.

Enrollment Verification

Students seeking verification of enrollment letters for financial aid reasons, may submit a written request to the Office of Financial Aid at mmelendez@bcomnm.org. Prospective and current students seeking a verification of enrollment letter for reasons other than Financial Aid may submit a Release of Information Request to the Registrar’s Office at mreyes@bcomnm.org.

Requests for Letters of Recommendation

Students may request that letters of recommendation be written on their behalf from Faculty and Staff members. Requests must be made in writing and submitted directly to the Faculty or Staff member in question. All sections of the Release for Letter of Recommendation must be completed and the information to be included in the letter must be clearly stated/specified.

Checkout Procedure

It is required that any student who leaves BCOM for any reason go through the checkout process. Failure to complete the process may cause BCOM to withhold all records pertaining to the medical student. To complete the process, a student must take the following steps:

1. If withdrawing, submit a letter of resignation to the Associate Dean for Student Affairs.

2. Obtain a BCOM Student Checkout Form from the Office of the Registrar.

3. Complete an exit interview with a representative from each the following offices:

  1. Registrar
  2. Financial Aid
  3. Office of Finance
  4. Library Resources
  5. Information Systems
  6. Security

4. Sign, date and return the completed BCOM Student Checkout Form to the Registrar.

Transcripts

Official and unofficial Burrell College of Osteopathic Medicine (BCOM) academic transcripts are available through the Office of the Registrar.

UNOFFICIAL TRANSCRIPTS

Students may print an unofficial transcript from their CAMS Student Portal. Students in need of assistance in accessing their CAMS student portal should contact the BCOM Help Desk (helpdesk@bcomnm.org).

OFFICIAL TRANSCRIPTS

An official transcript is a copy of the student’s permanent academic record issued by the BCOM Registrar. It displays all courses taken for credit at BCOM and includes all grades received. Unlike unofficial transcripts, it is signed and dated by the registrar and displays the BCOM seal. Official transcripts are not issued for students with outstanding financial obligations or other unfulfilled obligations to BCOM.

BCOM cannot send official transcripts by email or fax. The Office of the Registrar has partnered with Parchment, a digital credentials service, to manage the ordering, processing, and delivery of your official BCOM transcripts. Orders may be placed for either a traditional paper transcript or a secure electronic transcript delivery.

Ordering Official Transcripts

BCOM has partnered with Parchment to securely manage the ordering, processing, and delivery of your official BCOM transcripts

  • The site will walk you through placing your order, including delivery options and fees
  • You can order as many transcripts, to be sent to as many destinations as you like in a single session
  • This service is available 24/7
  • Order updates will be emailed to you
  • You can check your order status or order history online
  • Your credit card will only be charged after your order has been completed
  • All charges are non-refundable

Please click on the “Order Records” button below to place your order:

Order Credentials from Parchment

Transcripts are processed in the order in which they are received. Normal processing time is 1–5 business days and does not include delivery time. During college holidays and peak periods (beginning or end of terms, official registration, or graduation), it may take longer than normal to process a transcript. Orders are generally processed immediately, unless you request a hold for degree or grades.

Electronic Official Transcripts 

Electronic Official Transcripts are not delivered by email; the recipient’s email address is used for notification and reminder messages regarding delivery of the student’s transcript to a secure site where it can be accessed. Please verify that the recipient information you provide is correct before finalizing your order. Unfortunately, BCOM will not be able to provide refunds for transcripts that are sent to the wrong recipient email address or for downloads that have been disabled after expiring. Electronic transcripts should be ordered to be sent directly to the intended institution or recipient in order to be considered official.

Costs

All charges for official transcripts must be paid at time of request. Official transcripts cost $15.00 per official transcript copy requested.

Fees subject to change without notice.

Voter Registration

The 1998 Reauthorization of the Higher Education Act of 1965 requires all postsecondary institutions to make a good faith effort to distribute voter registration materials to each degree or certificate seeking student who is physically in attendance at the institution. For more information on voter registration and state requirements, use the links below:

New Mexico residents
http://www.sos.state.nm.us/Voter_Information/Voter_Registration_Information.aspx

Residents of other states
https://www.eac.gov/voters/national-mail-voter-registration-form/