The Registrar’s Office at Seminary of the Southwest is responsible for supporting student success through record-keeping and assisting in the registration process.
We are your resource for:
Information about your class registrations
Your grades
Official academic transcripts
Graduation information
Note: The Registrar’s Office is located in Rather House, on the second floor.
Student Resources
Access to some student resources and policies will require viewers to be logged in to their my.ssw.edu or ssw.edu email account
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Non-Discrimination Policy
The Seminary admits students without regard to race, sex, color, nationality, ethnic origin, sexual orientation, gender identity, and gender expression to all the rights, privileges, programs, and activities generally accorded or made available to students at this school. The Seminary does not discriminate on the basis of these factors in the administration of its admissions policies, federal student aid programs, educational policies, housing policies, student activities, student employment, and all other school administered programs.
Title IX Policy and Procedure
The seminary is committed to creating and fostering a campus environment free from all forms of sex discrimination. Title IX is a federal law that prohibits discrimination on the basis of sex in any federally funded education program or activity. It states that “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance.”
Title IX protects all members of our seminary community who experience sex discrimination, sexual harassment, sexual assault, interpersonal violence (including dating and domestic violence), stalking, or discrimination on the basis of pregnancy. These protections apply to students, faculty, staff, contractors, applicants and campus visitors.
Protection from Prohibited Conduct
Prohibited conduct is a wide range of behavior including sexual harassment, sexual assault, interpersonal violence (including dating and domestic violence), and stalking. The seminary’s Title IX policy prohibits sex discrimination, sexual exploitation, unprofessional or inappropriate conduct of a sexual nature, retaliation, false information and false complaints, and interference with a grievance process under this policy. The Office of Title IX Coordinator investigates complaints of prohibited conduct and responds timely and appropriately to any complaint.
Questions regarding Title IX may be referred to the seminary’s Title IX coordinator or to the Office of Civil Rights of the U. S. Department of Education.
The seminary’s designated Title IX coordinator:
Frederick L. Clement
Executive Vice President
Seminary of the Southwest
501 E. 32nd St.
Austin, Texas 78705
Contact information for filing student complaints with the Texas Higher Education Coordinating Board can be accessed here: http://www.thecb.state.tx.us/index.cfm?objectid=989FE9A0-2213-11E8-BC500050560100A9
How to submit a student complaint: After exhausting the institution’s grievance/complaint process, current, former, and prospective students may initiate a complaint with THECB by sending the required forms either by electronic mail to [email protected] or by mail to:
Texas Higher Education Coordinating Board
College Readiness and Success Division
P.O. Box 12788
Austin, Texas 78711-2788
Facsimile transmissions of the forms are not accepted.
All submitted complaints must include a student complaint form, a signed Family Educational Rights and Privacy Act (FERPA) Consent and Release form, and a THECB Consent and Agreement Form. Submitted complaints regarding students with disabilities shall also include a signed Authorization to Disclose Medical Record Information form. Links to the forms are set forth below:
The following forms are required to start the complaint process:
- Student Complaint and Release Forms
- Authorization to Disclose Medical Record Information (Required if a disability is alleged)
Student Academic Grievance Policy 2_10_16
Student Non Academic Grievance Policy 8-12-15
Student Grievance Form – Academic 9-11-13
The Family Educational Rights and Privacy Act (FERPA) afford 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.) These rights include:
1. The right to inspect and review the student’s education records within 45 days after the day the Seminary of the Southwest (SSW) receives a request for access. A student should submit to the registrar, dean, head of the academic department, or other appropriate official, a written request that identifies the record(s) the student wishes to inspect. The school official 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 the school to amend a record should write 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 the school decides not to amend the record as requested, the school 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 the university discloses personally identifiable information (PII) from the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
The school discloses education records without a student’s prior written consent under the FERPA exception for disclosure to school officials with legitimate educational interests. A school official is a person employed by SSW in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff); a person serving on the board of trustees; or a student serving on an official committee, such as a disciplinary or grievance committee. A school official also may include a volunteer or contractor outside of SSW who performs an institutional service of function
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 has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for SSW.
4. The right to file a complaint with the U.S. Department of Education concerning alleged failures by SSW 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
Memorandum Regarding Directory Information
To: All Students Academic Year 2022-2023
Release of student record information is generally not done at Seminary of the Southwest without the expressed, written consent of the student. There are, however, some exceptions.
For example, directory information includes the following, and may be released without the student’s consent: name, address, telephone number, email address, dates of attendance, class and degree, photograph. Please note that you have the right to withhold the release of directory information. To do so, you must complete a “Request for Non-Disclosure of Directory Information” form, which is available from the Registrar’s office. Please note two important details regarding placing a “No Release” on your record:
1. SSW receives many inquiries for directory information from a variety of sources outside the institution, including friends, relatives, prospective employers, and degree verification. Having a “No Release” on your record will preclude release of such information, even to those people.
2. A “No Release” applies to all elements of directory information on your record. SSW does not apply a “No Release” differentially to the various directory information data elements. The institution will honor your request to withhold any of the categories listed above but cannot assume responsibility to contact you for subsequent permission to release them. Regardless of the effect upon you, SSW assumes no liability for honoring your instructions that such information be withheld.
Please contact the Registrar’s office for the “Request for Non-Disclosure of Directory Information form.
