ConceptKCTCS/KCTCSConcept Records Office | WKCTC
Word Cloud With Information On Records

Records Office

Why are we here?  The Records Office at WKCTC provides accurate record keeping services for students within an environment of excellence and commitment to student services.

What do we do?  Records Office staff assists students with their official records and provides graduation information.  They provide official transcripts when requested, assist students with keeping accurate information, and provide guidance to any student that may have questions about their records.  

Questions?  Check out our frequently asked questions!

Still need assistance?  Contact Us! 

Page with an A+ gradeTranscript Requests & Transferring Credits

            Delivery Option(s) Available  Cost (per copy)   Processing Time             
            Electronic PDF (via email) $5.00+$1.75 3-5 Business Days            
            Electronic Exchange (digital upload)     $5.00  3-5 Business Days            
            Mail $5.00 3-5 Business Days            
            Hold for Pickup $5.00 3-5 Business Days            
            *On Demand - Walk-in Service Only $7.00 - $10.00
Same Day
           
            An additional processing fee of $2.25 will be charged per recipient.
           
            * On demand requests are not available via internet, on demand requests must be made in person by the student only, and may not be processed same day if records exist prior to 2000.  Transcripts picked up by student may not be considered official by other college(s) and student must check with the other institution(s) prior to ordering. 

           
            Processing Option(s) Available:
  • Now - Processing may take between 3-5 business days.
  • After Degree Completion Statement is Posted - Sent after credential statement is on your transcript.
  • After Grades Are Posted - Sent once grades are posted.
           
           

         
  **IMPORTANT NOTES:
  • Valid web browsers: Internet Explorer 9 and below OR Mozilla Firefox 3.5 of higher.
  • If you attended prior to the year 2000, it will take longer to process your request due to system changes.
  • Longer processing times may be required during the beginning and end semester peak times.
  • Do not request using mobile devices (i.e. mobile phones, tablets, ipad, kindle, etc.) these devices do not have the functionality to electronically sign your request.
  • Electronic exchange transcripts are sent using the National Student Clearinghouse, electronic PDF is sent via email using a secure link/password. 
  • Order updates will be emailed to you; you may opt to receive updates via text message. A confirmation receipt will be sent to the email you provided.
  • If you have documents which need to be sent with your transcripts, you may use the upload documents button on the transcript request.
 How To Cancel Your Transcript Request:
  • Go to www.getmytranscript.com
  • Select the school from which you ordered your transcript copy. 
  • Enter your transcript order number and email address; then click the arrow button.
  • On the “Track Your Order” page, click the “cancel order” button next to the order you wish to cancel.
 Questions? Please Contact: (855) 469-5282 or (855) GO-WKCTC

BlockDrop or Withdraw Class(es)

Drop/Withdraw Instructions:

1.  Review the Academic Calendar.
  • View the refund dates and compare them to the Refund Policy below.
  • Check to see if instructor permission is required. 

2.  Fill out the online Drop Request Form.

  • Contact Financial Aid to ensure you will not be required to pay back any awarded money.
  • Instructor permission is required after mid-session and you must forward their approval via your KCTCS Student e-mail account to WKCTCrecords@kctcs.edu.


Refund Policy
  • Students must complete a drop request and officially withdraw by the deadline date to be eligible for a refund.
  • A student must complete the online drop request form to withdraw from a class. Students must obtain a confirmation of withdrawal via their KCTCS Student E-mail account to complete this process.
  • Refunds and withdrawal dates for classes other than the regular 16-week classes will be determined by the amount of time the class has met. Contact the Registrar for questions regarding these classes.
  • Refund dates are subject to change at the discretion of the KCTCS Board of Regents.
  • Students who receive Title IV aid (Pell Grant, SEOG, Student Loans) and who either officially withdraw from school or who stop attending classes before the 60% date of the course (or before earning 60% of the required hours in a clock hour program) may be required to repay a portion of grant or loan funds.
  • Refunds for sessions different from those listed below are prorated according to the session in proportion to the traditional 16-week session. A session is defined as an enrollment period within an academic term. An academic term (fall, spring, or summer) may have a number of sessions running concurrently (i.e., 16-, 8-, or 4-week).

Time Frame for Tuition Refunds*

Session

100%

50%

No Refund

16-week

Within 7th day

8th-29th days

After 29th day

14-week

Within 6th day

7th-25th days

After 25th day
12-week

Within 5th day

6th-22nd days After 22nd day
10-week Within 4th day

5th-18th days

After 18th day

8-week

Within 4th day

5th-15th days

After 15th day

6-week

Within 3rd day

4th-11th days

After 11th day

5-week

Within 2nd day

3rd-9th days

After 9th day

4-week

Within 1st day

2nd-7th days

After 7th day

 

*Calendar days of the session, including all Saturdays and Sundays, but excluding KCTCS holidays.  The session start date is not always the first day of class meeting.

Green Grad Cap IconGraduation & Commencement

Deadlines to Apply for Graduation:

Fall semester Graduation Application (December) Deadline - September 1st
Spring semester Graduation Application (May) Deadline - February 1st
Summer semester Graduation Application (August) Deadline - June 15th

Please see your credential below for steps to apply for Graduation:

Unsure which credential? Contact your assigned advisor shown in your student self-service!

Associate in Arts (AA) and/or an Associate in Science (AS):

  1. Fill out the online application.
    • You will receive a confirmation via email within 10 business days.
    • If you do not meet the requirements for graduation, you will receive an email and a letter in the mail.
  2. Associate Degree Graduates must complete the KCTCS Exit Survey and the ETS Proficiency Profile Exam.

Associate in Fine Arts (AFA), Associate in Applied Science (AAS), Diploma(s) and/or Certificates:

  1. Print the Graduation Application and meet with your assigned academic advisor.
  2. Make sure your advisor signs the graduation application and provides curriculum guides for each credential.
  3. Return the completed graduation application to the Records Office in ATB Room 112 before the deadline.
    • You will receive a confirmation via email within 10 business days.
  4. Associate Degree Graduates must complete the KCTCS Exit Survey and the ETS Proficiency Profile Exam

Commencement Ceremony Information

Additional Graduation Information

Document with bar graphEnrollment Verifications

We are very excited to offer FREE Student Self-Service at West Kentucky Community and Technical College. Student Self-Service is provided through the National Student Clearinghouse.  Student Self-Service saves you a trip to the Registrar's Office by providing you with the ability to perform the following services securely via the Web, 24/7:

  • Print enrollment verification certificates to send to housing providers or other organizations requiring proof of your enrollment.
  • Check the deferment forms and electronic notifications sent to your lenders.
  • Obtain a list of your student loan lenders and link to real-time loan information.
  • View your enrollment history.
  • View enrollment verifications provided to student self-service providers at your request.
  • Order an official transcript or view the status of your previous transcript requests.

**PLEASE ALLOW UP TO 3 WEEKS AFTER THE START OF EACH SEMESTER FOR DATA TO BE AVAILABLE**

**Lenders are automatically notified of your enrollment status four times per semester.**

Student Self-Service is free, easy to use, and secure. Try it for yourself right now:

  1. Log-In at your Student Self-Service.
  2. In the bottom right corner click Order Transcript/Verify Enrollment.
  3. Select West Kentucky from the drop down menu and click the link for step 2.
  4. Click Enrollment Verification.
  5. Select an option and print your enrollment certificate.

Questions? Please Contact: (855) 469-5282 or (855) GO-WKCTC

CommentsFERPA: Info Release, Directory Info, and the Solomon Amendment

FERPA

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, is a federal law that protects the privacy and confidentiality of personally identifiable information contained within student education records.  Colleges in the Kentucky Community and Technical College System comply with FERPA's confidentiality protections and adhere to procedures dealing with student education records and directory information recommended by the American Association of Collegiate Registrars and Admissions Officers.

A WKCTC student is classified as anyone who has been issued a student ID number (also known as an EMPLID).  A student may give consent to any individual by logging into their student self-service and filling out the consent to release information.  The student must assign a passcode for each delegate and the individual that is granted permission must present photo identification and the correct passcode prior to requesting information.

Directory Information

In its discretion, a college or KCTCS as appropriate may provide Directory Information in accordance with the provisions of the Act (FERPA) to include:

  • Student name
  • Student address
  • E-mail address
  • Telephone number
  • Date and place of birth
  • Major field of study
  • Dates of attendance
  • Degress and awards received
  • The most recent previous educational agency or institution attended by the student
  • Participation in officially recognized activities and sports

Solomon Amendment

The Solomon Amendment is a federal law that allows military recruiters access to student recruitment information. The Solomon Amendment supersedes FERPA. However, if a student has submitted a request through the Records Office to restrict the release of directory information, then no information from the student’s educational record will be released under the Solomon Amendment.

Definition – Student Recruitment Information

  1. Name
  2. Address
  3. Telephone
  4. Age
  5. Level of education
  6. Academic major
  7. Degrees received
  8. Educational institution in which the student was most recently enrolled

Procedure – Release of Information to Military Recruiter

Information will be released for military recruitment purposes only. The military recruiters may request student recruitment information once each semester for each of the 12 eligible units within the five branches of the service:

Air Force Coast Guard
Air Force Reserve Coast Guard Reserve
Air Force National Guard Navy
Army Navy Reserve
Army National Guard Marine Corps
Army Reserve Marine Corps Reserve

The request should be submitted in writing, on letterhead, clearly identifying the military recruiting organization.