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

The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) affords students certain rights with respect to their education records. They are as follows:

1. The right to inspect and review education records within 45 days of the day Burrell College of Osteopathic Medicine receives a request for access. Students may request to inspect records by completing a Request to Review Education Records form. Completed forms must be sent to the Registrar’s office to make pertinent arrangements. The BCOM official must provide the records for review within 45 days of receipt of the request. BCOM is not required to provide access to records of applicants for admission who are denied acceptance or who, if accepted, do not attend.

2. The right to request amendment of education records that students believe are inaccurate or misleading, or otherwise in violation of the student’s privacy rights under FERPA. Students may challenge information in their educational records that they believe are incorrect, inaccurate, or inappropriate. This challenge must be made in writing and must be submitted to the appropriate official within one year of the term of the records in question. The records official must decide within a reasonable period of time as to whether corrective action is warranted and must provide written notification to the student and the Registrar of any corrective action approved. Students who are not provided full resolution sought by their challenge must be referred to the Associate Dean for Student Affairs, who will inform them of their right to a formal hearing. All requests for a formal hearing must be made in writing to the Dean and the Associate Dean for Student Affairs.

3. The right to provide written consent before BCOM discloses personally identifiable information contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.

BCOM discloses records without prior written consent from the student under the FERPA exception for disclosure to school officials with legitimate educational interests. BCOM understand a school official to be those officials who are performing a task specified in his or her position description or by a contract agreement, performing a task related to a student's education, or performing a task related to the discipline of a student.

The school officials are employees of BCOM in an administrative, supervisory, academic, research or support staff position and includes counselors, instructors, preceptors, contractors, administrators, board of directors or trustees, professional and clerical staff who directly relate to the administrative tasks of the College, College law enforcement officials, College attorneys, the National Board of Osteopathic Medical Examiners (NBOME).

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 responsibilities at BCOM.

BCOM may also disclose education record without a student’s prior written consent to:

  • Officials of another institution to which a student is transferring;
  • Specified officials for audit or evaluation purposes;
  • Appropriate parties in connection with financial aid to a student; or enforce the terms and conditions of the aid (§99.31(a)(4));
  • Organizations conducting certain studies for or on behalf of the school;
  • Accrediting organizations;
  • To comply with a judicial order or lawfully issued subpoena;
  • Appropriate officials in cases of health and safety emergencies; under conditions described in 34 CFR §99.36 and §99.31(a)(10);
  • 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)).

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.

4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by the Burrell College of Osteopathic Medicine to comply with the requirements of FERPA. Complaints regarding FERPA may be made with the following agency:

Family Policy Compliance Office:
U.S. Department of Education
400 Maryland Avenue, SW
Washington, D.C. 20202-5920

Details concerning this policy and the FERPA Release Form may be obtain from the Office of Student

Policies and Procedure

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

Official transcripts may only be ordered using Parchment’s online request system

(https://www.parchment.com/u/registration/20250861/account).

  • 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

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.