Office of the Registrar

The Office of the Registrar provides services and support to students, alumni, and other relevant parties. Additionally, the Office of the Registrar works closely with the Office of Academic Affairs, the Office of Information Technology, the Office of Student Engagement, the Center for College Effectiveness, and the Office of Accessibility Services to support the academic mission of the College and provide quality, effective service. The Office of the Registrar is located on the College’s third floor by the HUB Student Information Center, which is a one-stop resource center for student services that also includes the Offices of Admissions, Bursar and Financial Aid.

Externally, the Office of the Registrar works closely with CUNY’s Central administration and stays current with state and federal regulations. Registrar’s staff are members of American Association of Collegiate Registrars and Admission Officers (AACRAO), the National Professional Association for Registrars and Admissions Officers, the Middle States Association of Collegiate Registrars and Officers of Admission (MSACROA), and New Jersey-New York American Association of Collegiate Registrars and Admission Officers.

The Office of the Registrar is responsible for and supports the needs of the Guttman community by maintaining the accuracy, integrity, and security of the official student academic records under the Family Educational Rights and Privacy Act (FERPA). Additionally, the Office of the Registrar is the official source of information surrounding enrollment and degree/certificate conferral and reporting.

The Office of the Registrar maintains student records; coordinates and sets up registration; assists students with class registrations; issues degree and enrollment verifications; attendance reporting; transcripts; course offerings; sets class and final exams schedules; sets classroom scheduling; maintains academic calendars; posts evaluated transfer and test credits; issues permits; provides degree planning tools; awards students’ degrees and issues diplomas; empowers students with information and guides related to processes and other student related services. We help to ensure student academic progress by maintaining the accuracy and integrity of student records’ privacy.

Office Hours

The Office of the Registrar is open during the following hours:

Fall and Spring hours:

• Monday-Friday: 9 a.m.-5 p.m.

Summer hours:*

• Monday-Thursday: 9 a.m.-5 p.m.

• Friday: Closed

*Hours subject to change.

Schedule an appointment outside of business hours by calling 646-313-8038 or emailing Registrar@guttman.cuny.edu.

IMPORTANT: Official requests sent to the Office of the Registrar by email must be submitted via the student’s official Guttman email address. The email request needs to include student’s complete name (First & Last Name), ID#, and complete details of the request.

Confidentiality Matters (FERPA)

As guarantors of the accuracy and integrity of student records, we adhere strictly to federal regulations that ensure the confidentiality of student information.

The Office of the Registrar takes its obligation to safeguard the confidentiality of student information very seriously by preserving the integrity and privacy of students’ academic records and executing the provisions of the Family Educational Rights and Privacy Act (FERPA). The Office of the Registrar goes beyond the requirements of the federal law that governs access to this information. We will not release any information about a student without the student’s prior written consent.

The Office of the Registrar will only verify or confirm the following directory information:

• Dates of attendance

• Degrees or honors

• Program of study (Major)

The Office of the Registrar will only release academic records prior to the student’s consent under circumstances specified by law.

If a student does not want the Office of the Registrar to confirm or verify their directory information listed above without prior written consent, the student must complete a Directory Information Non-Disclosure Form. The completed form along with the student’s Guttman photo ID or valid U.S. Government issued State photo ID can be submitted in person to the HUB, located on the third floor of 50 West 40th Street, New York, NY 10018. If the original paperwork cannot be submitted in person, the documents can be uploaded through the Student Document Upload in CUNYfirst. Instructions in PDF and video format can be found in the How-to Guides section on the Registrar webpage.

Please note that if students ask the Office of the Registrar to withhold their information, we will not be able to process the actions below without a written consent from the student and a notarized copy of the student’s Guttman photo ID or valid U.S. Government issued State photo ID:

• Confirm your enrollment or degree information by mail or online.

• Request transcripts by mail or online.

The College may disclose Personally Identifiable Information (PII) from the student’s records to parents of an eligible students if the student is a dependent for IRS purposes (§99.31(a)(8)).

For additional information about FERPA, the federal law that governs the release of student education records, visit the FERPA website or write to:

Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W.
Washington, DC 20202-4605

A Public Notice About Social Security Numbers

New York State Education Law prohibits the use of the Social Security number for identification purposes. Neither the State of New York nor the Federal government requires the release of Social Security numbers except in a few carefully defined situations, such as verification of entitlement to financial aid. Since the Social Security number is not part of a student’s educational history, the Office of the Registrar at Guttman Community College does not confirm or in any other way refer to or reveal a student’s Social Security number.

Registration at Guttman Community College

Registration dates for continuing students are announced in advance by the Office of the Registrar every term to students using their Guttman’s official email with the pertinent information before registration begins.

Incoming students are instructed to make an appointment with a Student Success Advisor to register for classes once they have been admitted and commit to the College. First year students are required to attend a registration appointment where they select a House and Cohort as well as a program of study course options that best fit their academic needs. Once students register, they are assigned a Student Success Advisor (SSA) who will support them during their first year. Students are responsible for registering for classes themselves using Schedule Builder in CUNYfirst.

A negative Advisement Service Indicator may be placed on students’ records prior to the registration period depending upon the student’s GPA and/or other factors. Students with negative indicators cannot register and are required to meet with their Student Success Advisor (SSA) before the indicators can be removed from the student’s records to be able to register for classes.

Students are encouraged to check DegreeWorks regularly to track degree progress as well as to plan for future registrations and before meeting with a Student Success Advisor (SSA). When planning for registration, students are encouraged to check DegreeWorks for courses needed to complete their degree requirements. To view courses needed, select the “Registration Checklist” on DegreeWorks. It is advised to check on Schedule Builder before planning for registration to confirm if desired course(s) are offered.

DegreeWorks is a web-based system used to monitor students’ academic progress towards a degree. This online system is a road map that provides details about required courses completed and courses still required to graduate.

Users will be able to access DegreeWorks by following the below navigation in CUNYfirst:

• CUNYfirst Home > Student Center > DegreeWorks and FACTS

DegreeWorks, however, is not a student’s academic transcript nor is an official notification of completion of degree requirements. Changes made to students’ official academic records will take at least 24-48 hours to be reflected in a student’s DegreeWorks report. This progress report does not supersede the College Catalog and/or Academic Policies. The students’ transcript is the official college record and must be requested from the Office of the Registrar. For more information on requesting an official transcript, please visit the CUNY transcript webpage.

Students are academically and financially fully liable for the classes registered. Because of this, students are strongly advised not to register for a class that does not apply to their degree program. If a class does not apply to the degree program, it can delay graduation and adversely affect financial aid. Students are urged to meet often with their Student Success Advisor (SSA) specially prior to registering for classes.

It is strongly recommended that when students register for classes, they register for both sessions (12-week and 6-week sessions) of the term at the same time, especially if receiving financial aid. Financial aid is awarded for the term (includes both sessions, 12 and 6 weeks) and is locked in on the seventh day of the term (during the 12-week session). If the credit total is below 12, it is considered part-time, and financial aid may be affected. It is advised that students see a Financial Aid advisor after registration or if any questions arise. For more information, refer to the Financial Aid section of the Guttman website.

The number of credits a student can register for depends upon the student’s cumulative grade point average (GPA).

• Students with a GPA below 2.0 and/or are on academic probation may not register for more than 12 credits within a term.

• Students who wish to take more than 7 credits during the 6-week session must have a GPA of 3.0 or higher, approval from their academic advisor (Student Success Advisor - SSA) and the Department Chair.

After registration, billing, and financial aid (if qualified) information can be viewed in CUNYfirst. Financial aid representatives are available year-round to assist in satisfying financial obligations to Guttman Community College. Registration is not complete until payment is made. The College reserves the right to drop students from classes during the cancellation dates if payment is not made by the payment due date. For more information about billing and due dates, please visit Office of the Bursar webpage.

Guttman Community College considers registration to be a clear indication of students’ intent to attend that class. If students change their mind about attending class or if circumstances prevent them from attending, they must drop class(es) before any deadlines to prevent any additional charges. Courses should be dropped online using Schedule Builder in CUNYfirst. Check the Academic Calendar for deadlines.

If CUNYfirst is not available, students should see their academic advisor (Student Success Advisor) during the drop or withdraw period. Check the Academic Calendar for deadlines. If students are not able to drop or withdraw through Schedule Builder in CUNYfirst and cannot see an academic advisor, they must inform the Office of Registrar immediately in writing via email (Registrar@guttman.cuny.edu) of the intent to drop. The drop will take effect the date of the postmark on their letters or email from the student’s Guttman email account only. The email request needs to include student’s complete name (First & Last Name), ID#, and complete details of the drop request (subject, course catalog#, and class#).

As indicated on the Academic Calendar, classes dropped during the Drop Period will not appear on a transcript. A student may be entitled to a full or partial refund of tuition paid for class(es) based on the date on which the class(es) were dropped officially. See the Academic Calendar for the deadline dates for dropping classes with a percentage refund. Classes dropped during the Withdrawal Period will remain on the student’s transcript with a grade of “W.” Student is fully responsible for the tuition.

If students do not notify the College of the intent to drop or withdraw, the class(es) will appear on their transcript with the grade submitted by the instructor at the end of the session. Additionally, students will owe the full amount of their bill and may have to repay some or all the financial aid they had received.

Course Search

CUNY has a Global Search Class Schedule tool to assist students with searching for classes when CUNYfirst is not available. It also facilitates the search for classes during registration, which allows students to view course listings prior to the beginning of registration. Students can look up classes and plan their class schedules before their registration appointment.

ePermits

The City University of New York (CUNY) offers all CUNY students the opportunity to take courses at other CUNY schools through ePermit as long as the student receives approval from their home school. The CUNY ePermit system was designed to assist students in finding equivalent courses at other CUNY colleges and to officially apply electronically for a CUNY ePermit. Visit the ePermit section of the Registrar webpage for more information.

Enrollment Verification

An enrollment verification is an official document which provides proof of enrollment at Guttman Community College for current and past terms. Other common names for this are enrollment letter, enrollment certification, proof of enrollment, and attendance letter. Verification letters are frequently needed for medical coverage, loan deferments, and insurance purposes.

Students can obtain an enrollment verification through CUNYfirst. For instructions on how to request an enrollment verification (proof of enrollment) can be found in the How-to Guides section on the Registrar webpage.

For insurance companies and other agencies needing certification of student enrollment and degree verification at Guttman Community College, the National Student Clearinghouse (NSC) is also authorized to act as our agent for certification of enrollment, degree and loan verifications for students who attended or graduated from Guttman Community College from the Fall 2012 to the present. These companies and agencies will need to contact NSC directly. NSCs contact information is:

National Student Clearinghouse
2300 Dulles Station Blvd. Suite 300
Herndon, VA 20171-3019
Tel: (703) 742-4200
Fax: (703) 742-4239
enrollmentverify@studentclearinghouse.org
Available seven days a week, 24 hours a day

Transcripts

Unofficial transcripts are free and can be obtained through CUNYfirst. Visit the How-to Guides section on the Registrar webpage for instructions on obtaining them.

Official transcripts will not be issued if the student has a hold or negative service indicator that prevents the release of the transcript. The student can verify in CUNYfirst the type or hold or negative service indicator that is preventing the release and contact the office that posted the hold immediately. Transcripts cannot be faxed to students or institutions. Plan and submit your request at least three weeks before the deadline to leave time for processing and mailing. Students now can request eTranscripts that are delivered electronically to the recipient by Parchment, the authorized delivery agent selected by the school.

Note that we do not process transcripts requested for CUNY institutions. All CUNY schools will have access to the student’s academic record after applying to the schools.

There are two types of transcripts that can be ordered:

• Official Transcripts: These are mailed directly to a College, University, employer, scholarship Office, etc.

• Third Party/Officially Sealed Transcripts: These are official transcripts picked up in person by the student or mailed to the student, who then delivers the official transcript in a sealed envelope to the designated party. Officially Sealed Transcripts are stamped “Issued to Student” and should NOT be opened by the student otherwise the transcript becomes VOID.

Payment must be received prior to processing the request. Acceptable methods of payment include credit/debit card for online ordering and check or money order payable to Guttman Community College in person* at the Bursar’s Office. The student’s full name and EMPL ID must be written on the check or money order.

Transcripts can be ordered two ways:

• Online: Students are advised to request transcripts online as it is the quickest way to order. Guttman Community College has partnered with Parchment to accept transcript orders via the Internet. Through a secure site, online transcripts may be ordered conveniently 24 hours a day, 7 days a week. Please visit the Transcripts webpage for more information about ordering transcripts online.

• *In Person: Allow 14-21 business days for processing and printing, and an additional 14-21 days for USPS delivery. Students are responsible for submitting requests ahead of time; the Office of the Registrar is not responsible for any missed deadlines. Students can obtain the form at the HUB.

Grading Policies and Guidelines

Our faculty members will assign grades based on the glossary below. Each grade corresponds to a certain number of “quality points” that will be used to calculate the grade-point average (GPA). In the case where a dash is in place of quality points, the grade will not be included in the GPA.

*Policy on Awarding Grades of NC or F 

For designated courses in the First-Year Experience (FYE) program at Guttman Community College with approval from the Board for First Year Freshman program. Students will receive a grade of "NC" in lieu of a grade of "F" or "FIN". A student must repeat the course if a grade of "NC" is received. If a student fails the course in any subsequent attempt, then the student will receive a grade of "F" instead of "NC". The "NC" indicates unsatisfactory completion of the course. The "NC" has no impact on the GPA but may negatively impact Federal and State Satisfactory Academic Progress calculations and may result in the loss of Federal or State financial aid. This policy is limited to first-year students as defined by Guttman Community College.

If a student fails the same first-year course twice (i.e., one "NC" and one "F"), there will be an intervention by the Division of Student Engagement. The student may be allowed to repeat the course a third time under specified conditions. The “NC” is also used for administrative actions such as disciplinary dismissals.

A grade of “NC” was also assigned during the Spring 2020 and Fall 2020 terms, as a flexible grade option during the COVID-19 Flexible Grading period.

List of First-Year Experience Requirements

Refer to individual course descriptions for further information.

First Semester

• AMST 103: Introduction to Social Justice (3 cr.)

• ENGL 103: Composition I (3 cr.) OR ENGL 103: Composition 1 (3 cr.) AND ENGL 103A: Composition 1A (0 cr.)

• MATH 103: Statistics (3 cr.) OR MATH 103A: Statistics A (1.5 cr.) AND MATH 103B: Statistics B (1.5 cr.) OR MATH 120: College Algebra & Trigonometry OR MATH 120.5: College Algebra & Trigonometry with Lab

• FYS 101: Learning about Being a Successful Student I (LaBSS I) (0 cr.)

Second Semester

• SOSC 111: Ethnographic Methods at Work (3 cr.)

• ENGL 203: Composition II (3 cr.)

Calculating GPA

All grades that carry a numerical quality point value are included in the calculation of the grade-point average (GPA).

To compute GPA:

1. Multiply the number of quality points by the number of credits for that course.

2. Divide the total number of points earned in all courses by the total number of credits.

Grades

At the end of every session, students will be able to view their grades in CUNYfirst after grades are posted by the instructors.

To view grades, follow the below navigation:

• CUNYfirst Home > Student Center > Academic Records > View Grades

F-Repeat

An undergraduate student receives the earned academic grade of "F" or an administrative failing grade (FIN), and that student subsequently retakes that course and receives a grade of "C" or better, the initial grade of "F" will no longer be computed into the Grade Point Average. The "F" will remain on the transcript. The number of failing credits that can be deleted from the Grade Point Average are limited to 16 for the duration of the student's undergraduate enrollment at Guttman Community College or any of the other The City University of New York colleges. Whether students remain at Guttman Community College or transfer from one CUNY college to another, no more than 16 credits of failing grades may be replaced in the calculation of their cumulative Grade Point Average.

This is only applicable to grades of "F and FIN " and to those administrative grades that cause zero quality points to be averaged into the calculation of the cumulative Grade Point Average. Grades of "C" or better will replace grades of "F" earned at the same institution and previously calculated into the cumulative

For a grade of "C" or better to replace a grade of "F" in the calculation of the cumulative Grade Point Average, repetition of the course must take place at the same college where the failing grade was originally received.

F-Repeat and ePermit

The grades earned for ePermit coursework appears on the student's academic transcript at Guttman Community College and is included in the calculation of the student's semester and overall grade point averages. This applies to all earned grades as well as to administrative designations. Therefore, all grades are recorded on Guttman Community College’s transcript. Furthermore, when a student has withdrawn from a host college course, either officially, unofficially, or administratively, Guttman Community College records the W series grades assigned by the host college on the ePermit message course in addition to the specific course equivalent. W series grades include WD, WN, W, WU, WA administrative grades.

Withdrawing from a Class

Course Withdrawal period dates can be found on the Academic Calendar. When withdrawing from a class, the class remains on the student’s transcript with a grade of “W.” The grade of “W” does not calculate into the student’s GPA. Note that this differs from dropping a class. When a class is dropped, it does not appear on a student’s transcript.

Students should contact or visit an academic advisor (Student Success Advisor) to discuss their decision. Requests made within the deadline indicated on the Academic Calendar will be honored. There is no guarantee that a request for withdrawal after the last date indicated on the Academic Calendar will be approved. If a request after the deadline is not approved, a student will receive a grade in the course assigned by the instructor.

Adding, dropping, or withdrawing from a class is an academic action that student initiates and for which the student is responsible. If a student does not drop a class by the deadline indicated in the Academic Calendar, it will remain on the student’s transcript, even if the student is subsequently allowed to withdraw from the class.

Note: As a response to the academic disruptions caused by COVID-19, CUNY modified its withdrawal policy in the Spring 2020 term, allowing students to officially withdraw up to the last day of the course, rather than until 60% of the term. Effective Fall 2024, the deadline for student-initiated withdrawal will be adjusted to a deadline of completion of 60% of the course.

Administrative Withdrawal (WN)

CUNY requires faculty to confirm that students have attended class at least once or participated in an academically related activity by the census date, which is announced in the Academic Calendar for each session of each term. Students who do not participate in class even once in an academically related activity by this date receive an administrative withdrawal (WN) from each class not attended. A grade of “WN” shows for the class in CUNYfirst, but the grade and class does not appear on the student’s official transcript. If a student receives a grade of “WN,” the student will not be admitted to class. Additionally, the student remains financially liable for the class and may lose financial aid.

Final Exams

Final exams are administered during Culminating Course Experiences or Final Exams period in a special two-hour session. See your instructor for the date and time of the exam or check the Registrar webpage. Check the Academic Calendar for final exam dates.

Readmissions

Students who have previously attended Guttman Community College, but have not been in attendance for one or more terms, and did not graduate from Guttman are eligible for readmission. Any student interested in returning must complete the Readmission Interest form found on the Readmission Information page on the Guttman Registrar webpage. All students seeking readmission are required to read the Readmission Policy and meet with an advisor prior to applying. For more information on how to readmit to Guttman, please visit the Readmission Information webpage.

Graduation

As students near their completion of degree, the Office of the Registrar selects and places the students in “In Review” standing in CUNYfirst on their behalf. These students are potential graduates for the current term and will be notified via their Guttman campus email. Potential graduates in “In Review” standing will not have the following term activated in CUNYfirst and thus will not be able to enroll in classes for the term after their expected graduation term. If the student believes they no longer qualified to graduate or wish to decline graduating at the end of their expected term, they must complete the “Opting Out of Graduation” depot form. The link to the form is included in the email notification informing them when the student has been placed on
“In Review” standing. By not opting out, the student authorizes the review of their student record and graduation at the end of their expected graduation term if all degree requirements are met. Additional classes cannot be taken to be applied towards the conferred degree. If a student on track to graduate does not wish to graduate, they will have to complete the “Opting Out of Graduation” form.

For specific graduation requirements in your degree, please check DegreeWorks or consult an academic advisor (Student Success Advisor – SSA) to learn more about how the DegreeWorks online advisement system helps students track their academic progress, visit the CUNY DegreeWorks webpage.

Degrees are awarded four times a year. For specific conferral dates, check the graduation section on the Registrar webpage. The degree conferral date is the date in which the degree will be posted or awarded to the student’s academic records, after successfully completing all graduation requirements. Once a student has been conferred a degree, their degree will be locked and cannot be reverted.

Note that the conferral date is not the date when diplomas are issued. Diploma issuance will take place 1-2 months after the conferral date. All graduates are notified via their Guttman email when their diploma has been mailed out. Graduates are highly encouraged to check CUNYfirst to make sure the correct home address is on file. Changes to the mailing address cannot be made after diplomas have been issued.

College Now Program

College Now is a University-wide initiative to offer college-level courses to NYC’s public high school students. Students take credit-bearing courses that are part of the regular curriculum at any one of the participating CUNY colleges. Since these are actual college courses, a transcript can be generated for all participating students who enroll in these courses at Guttman Community College.

Effective Fall 2021, in all College Now programs the only passing grades permitted will be iterations of A through C. Lower passing grades such as C-, D+, D, and D- will automatically convert to the grade of CR (credit) and the F, WD, WU, W, WN administrative grades will convert to NC (No Credit). CR will carry academic credit and NC will not. College Now grades will not impact the student’s GPA. Upon matriculation, NC grades earned during College Now program, will not impact students financial aid status.

New York Residency Requirements and Guidelines for Community Colleges

The following outlines the basic requirements a student must fulfill to qualify for the in-city tuition rate as a resident of the State or City of New York.

• Is a US Citizen; or a Permanent Resident; or has a Qualifying Immigration Status, and

• Has continuously resided in State of NY for 12 months immediately preceding the first day of classes, and 

• Has continuously resided in New York City for the 6 months immediately preceding the first day of classes, or

• Has presented a valid certificate of residence to the College from his/her home New York State County, and

• Has a bona fide intent to reside in New York permanently.

Timeframe for College Review

The College should make every effort to complete all residency determinations by the first day of classes. If a student has submitted the required documentation and a decision has not been made by the College by the first day of classes, the College should defer the difference between in-state and out-of-state tuition until the determination is made. If resident tuition is denied and the student subsequently files an appeal under the procedures described further below, the student is responsible for paying out-of-state tuition while the appeal is pending.

The College will not review any residency determination unless the request for the review is made in writing, and all required documentation is submitted on or before the last day of finals in the semester for which resident tuition is being sought. The College will not make residency determinations retroactively and will not issue refunds to students even in cases where they would have qualified for the resident rate if they had submitted timely documentation.

The College will inform students of their determination in writing.

Appeal Process

Any student who receives a negative residency determination must, at the same time, receive a copy of the University’s appeal procedures. If the student believes that he/she meets requirements for resident tuition, he or she may appeal by notifying the Registrar’s Office (or other designated college appeal office) within ten days of notification that he/she has been determined to be a non-resident. At that time, the student must submit a statement to the Registrar (or other designated official) indicating why he/she disagrees with the college’s decision.

Upon submission of an appeal, the student will be provided with a copy, stamped “received” and dated, or some other dated proof of the college’s receipt of the appeal. The Registrar (or other designated official) will submit the City University Residency Form, copies of all documentation provided by the student, and any statement made by the student, along with the college’s determination and the reasons for the College’s determination, to the University’s Office of the Vice Chancellor for Legal Affairs and General Counsel, which will make a final determination regarding the student’s residency status.

For more information about New York State residency requirements and guidelines, visit the Office of the Registrar’s Residency webpage or the Residency section of the CUNY Tuition & Fee Manual.