Office of the Registrar

The Office of the Registrar provides services and support to students and alumni, and other relevant parties. Additionally, 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 Partnerships & Community Engagement 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. The HUB 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 staff are members of American Association of Collegiate Registrars and Admission Officers (AACRAO) the National Professional Association for Registrars and Admissions Officers, and the Middle States Association of Collegiate Registrars and Officers of Admission (MSACROA).

The Office of the Registrar is responsible for the official student academic records and is responsible for the accuracy, integrity, and security of those records under the Family Educational Rights and Privacy Act (FERPA).

The Office of the Registrar maintains student records; coordinates and sets up registration; issues degree and enrollment verifications; transcripts; course offerings; issues permits; sets class & finals schedules; sets classroom scheduling; maintains academic calendars; posts evaluated transfer and test credits; issues permits; awards students’ degrees and issues and distributes diplomas 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, along with the other operations of the HUB, is open:

Fall and Spring Business hours:
Monday through Thursday: 9:00 AM  to 6:00 PM
Friday: 9:00 PM to 5:00 PM

Summer hours:*
Monday through Thursday: 9:00 AM to 5:00 PM  
Friday: CLOSED

*Hours subject to change.

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

The Office of the Registrar provides verification of enrollment for health plans and other purposes at no charge online, by mail or in person and transcripts in accordance with CUNY’s fee policy. Please visit the Registrar webpage for more information.

Through its use of CUNYfirst, the University’s system of record, and in cooperation with Admissions, Bursar, and Financial Aid, the Office of the Registrar makes available a wealth of information to students.

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 the directory information listed above without prior written consent, a Directory Information Non-Disclosure Form must be completed. The completed form along with the student’s Guttman photo ID or valid U.S. Government issued State photo ID must 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 Document Upload in CUNYfirst. Instructions in PDF and video format can be found on our How-Tos/Reference Guides 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)).

Students who wish to release a transcript to an authorized person must complete the Transcript Authorization form, which can be obtained at the HUB. Please note that the authorized person will need to show a valid U.S. Government-issued State photo identification and that the personal information must match with what is on the Transcript Authorization form. Completing a Transcript Authorization form is not requesting a transcript. Students must place a transcript order when they submit a Transcript Authorization form.  For more information about transcripts, please visit the Registrar's Transcripts webpage.

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 make reference to or reveal a student’s Social Security number.

REGISTRATION AT GUTTMAN COMMUNITY COLLEGE

Registration dates for each term are announced in advance by the Office of the Registrar. The Office of the Registrar processes registration of classes for students in their first term and they are informed of their class schedules during Bridge, orientation or by email. First year students are assigned to a Student Success Advocate (SSA) and are placed into houses and cohorts. A positive service indicator is also placed on first year students’ records to show which house and cohort the student has been assigned. After their first term, students are responsible for registering for classes themselves using Schedule Builder in CUNYfirst. The Office of the Registrar will email students with the pertinent information before registration begins each term.

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 Advocate (SSA) or Career Strategist before the indicators is be removed from their records to be able to register for classes.

Before meeting with a Student Success Advocate (SSA) or Career Strategist, students are encouraged to check DegreeWorks. The DegreeWorks system is used to monitor the progress towards a degree. This online system is a road map that provides details about the courses, requirements completed and courses still required to graduate. Use this self-advisement tool to regularly track your degree progress as well as plan for future registrations.

Users will be able to access DegreeWorks by using one of the following methods:

DegreeWorks link in CUNYfirst

o   Campus Solutions > Self-Service menu > Student Center > DegreeWorks – Online Advisement under the Advisement / Transcript tab on the right side menu

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. Students’ transcript is their official College record and must be requested from the Registrar’s Office. For more information on requesting an official transcript, please visit the College's Transcript webpage.

Use DegreeWorks to regularly track your degree progress as well as plan for future registrations. 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 CUNYfirst before planning for registration to confirm if desired course(s) are offered.

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.

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) and it is locked in on the seventh day of the term. 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, please refer to the Financial Aid page on the Guttman website.

The number of credits a student is able to 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 and approval from their academic advisor {Student Success Advocate (SSA) or Career Strategist} and the Office of Academic Affairs.

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 the Tuition Information 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 the class(es) before any deadlines to prevent any additional charges. Courses should be dropped online using Schedule Builder CUNYfirst. Please check the academic calendar for deadlines.

If CUNYfirst is available, the class should be dropped online. If CUNYfirst is not available, students should see their academic advisor (Student Success Advocate (SSA) or Career Strategist) during the allowed period to drop or withdraw. 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 in writing of the intent to drop. The drop will take effect the date of the postmark on their letters or email from Guttman’s email account.

Classes dropped during the Drop period indicated on the academic calendar will not appear on a transcript. After the Withdrawal period, a student may withdraw from a class, but the class remains on the student’s transcript with a grade of “W”.

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.

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. Additionally, students will owe the full amount of their bill and may have to repay some or all of the financial aid they had received.

COURSE SEARCH 

CUNY has a Course Search tool available to students to assist 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 beginning of registration. Students can look up classes and plan their class schedule before their registration appointment. Please visit the CUNYfirst Class Schedule.

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 apply officially electronically for a CUNY ePermit. Guttman students need to see their academic advisor for approval before applying and initiating an online ePermit request. 

Visit our ePermit webpage here for more information.

For additional questions regarding ePermit, contact epermit@guttman.cuny.edu

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.

Guttman Community College has authorized the National Student Clearinghouse (NSC) to provide enrollment verification services to our degree seeking students free of charge. Students can view and print a verification letter at their convenience 24 hours a day, 7 days a week. To utilize this online service, students will need to log into their My Guttman portal. After login, students will be directed to the My Guttman homepage that displays a list of resources in an orange text box. An enrollment verification letter can be requested in the ‘Registrar Resources’ tab/section in the list of resources.

Please note that logging out will only log the user out of the National Student Clearinghouse website and not from My Guttman. To log out of My Guttman, the user must close the browser. Non-degree seeking students who wish to obtain an enrollment verification must contact the Registrar’s Office their request by person, mail or email.

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 Fall 2012 to the present. These companies and agencies will need to contact NSC directly.  NSC‘s 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. Please visit the Registrar’s How-Tos/Reference Guides webpage for instructions on obtaining them.

Official transcripts will not be issued to students with an outstanding financial obligation to Guttman Community College (negative service indicator). Transcripts cannot be emailed or faxed to students or institutions. Plan ahead and submit your request at least a week before the deadline to leave time for processing and mailing. Note that we do not process transcripts requested for CUNY institutions.  All CUNY schools will have access to your academic record after you apply to their 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 Office. Student’s full name and Empl ID must be written on the check or money order.

Transcripts can be ordered three ways: 

·         Online: Students are advised to request transcripts online as it is the quickest way to order. Guttman Community College has partnered with Credentials Solutions 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 3-5 business days for processing and printing. Students are responsible to submit requests ahead of time; the Office of the Registrar is not responsible for any missed deadlines. Students can obtain the form at the HUB.

Please note: while the campus is closed due to the COVID-19 pandemic, transcripts can ONLY be ordered online – in-person orders are not available. In-person ordering will resume when the campus re-opens.

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, or 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 courses in the First Year Experience (FYE) at Stella and Charles Guttman Community College (see list below), students will receive a grade of NC in lieu of the first grade of F for failure to pass the course. A student must repeat the course if a grade of NC is earned in any of these FYE courses. If a student fails the FYE course a second time, a grade of F will be given instead of NC. If a student fails the same course two times (i.e., one NC and one F), there will be an intervention with the Dean of Student Engagement or the designee. The student may be allowed to repeat the course a third time under specified conditions.

List of First Year Experience courses:

ENGL 103 Composition I

AMST 103 Introduction to Social Justice (formerly LASC 101 City Seminar I)

AMST 203 Civic Engagement in a Global Society (formerly LASC 102 City Seminar II)

MATH 103 Statistics OR MATH 103 A Statistics A and MATH 103B Statistics B

SOSC 111 Ethnographies of Work I

SOSC 213 Ethnographies of Work II (formerly SOSC 113 Ethnographies of Work II)

“NC” with grading basis of CNS was also assigned during the Spring 2020 and Fall 2020 term, as a flexible grade option during the COVID-19 Flexible Grading period. 

Calculating GPA

All grades that carry a numerical quality point value are included in the calculation of the GPA. To compute the GPA, multiply the number of quality points by the number of credits for that course. 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. Navigate to Student Center and select “View Grades” on the left side menu.  

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 Advocate or Career Strategist) to discuss their decision. Requests made through 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.

Adding, dropping, or withdrawing from a class is an academic action that students initiate and for which they are responsible. If a student does not drop a class by the deadline indicated in the academic calendar, it will remain on the transcript whether or not the student attended the class, even if the student is subsequently allowed to withdraw from the class.

ADMINISTRATIVE WITHDRAWAL (WN)

CUNY requires faculty to confirm that students have attended class at least once by the census date, which is announced in the academic calendar for each session of each term. Students who do not attend class even once by this date receive an administrative withdrawal 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 may 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 televisions on campus and Guttman Registrar Final Exam webpage.  Check the academic calendar for final exam dates.

READMISSION

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 will put the student in ‘Applied’ 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 ‘Applied’ 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 are no longer qualified to graduate or wish to decline graduating at the end of their expected term, email our office at Registrar@guttman.cuny.edu (with their Guttman campus email). The subject line should state “Graduation Eligibility” and the full name and EMPL ID must be included in the email. Incomplete emails or emails that do not follow the above guidelines will take longer to process. 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 notify the Registrar’s Office via email before the conferral date.

For specific graduation requirements in your degree, please check DegreeWorks or consult your Career Strategist. Learn more about how the DegreeWorks online advisement system helps students track their academic progress.  

Degrees are awarded four times a year. For specific conferral dates, check the Registrar’s Graduation webpage. Dates falling on a Saturday or Sunday, will be moved to the preceding Friday.

The degree conferral date is the date in which the degree will be posted or awarded to the student’s records after successfully completing all graduation requirements. Note that this is not the date when diplomas are to be picked up. Diploma distribution is 1-2 months after the conferral date. All graduates are notified via their Guttman e-mail when their diploma has been mailed out. Graduates are highly encouraged to check CUNYfirst to make sure the correct address is on file. Diplomas will not be released to graduates who have an outstanding balance to the College. Once a student has been conferred a degree, their degree will be locked and cannot be reverted.

For more information about graduation, please visit the Registrar’s Graduation webpage.

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 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.

Time Frame 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 should inform students of their determinations 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 they meet requirements for resident tuition, they may appeal by notifying the Registrar’s Office (or other designated college appeal office) within ten days of notification that they have 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 they disagree 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 Registrar’s Residency webpage or the Residency section of the CUNY Tuition & Fees Manual.