Welcome

The Records Office is located in the Oak Grove Center. We assist students with registration questions and dropping classes once the semester begins. We also process enrollment verifications, address or name updates through WebAdvisor, and online withdrawal forms, and answer questions regarding filing your intent to graduate. The Records Office certifies students have fulfilled graduation requirements, diploma pick up, assists students through Commencement, and instructions how to use WebAdvisor for students, and program evaluations.

Page Index

Records Office Staff

Name Title Phone
Precious Anderson Nelson Coordinator of Records 336.734.7314
Jan Byrum Records Technician 336.734.7473
Tori Dodd Staff Assistant 336.374.7465
Asia Moore Staff Assistant 336.734.7472
Sharon Parrish Records Technician 336.734.7250
Sonya Thomas Secretary 336.734.7472
Ashley Warren Staff Assistant 336.734.7474
Gwen Whitaker Director, Records/Registrar 336.734.7471

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Transcript Requests

You may have Forsyth Tech transcripts sent to any institution, individual or yourself via the online eTranscript service. The fee schedule is provided on the eTranscript site.

In-Person Transcript Fee: $3.00

You may also pay for your transcript in person at the Cashier’s Office on the 2nd floor of the Allman Building Monday-Thursday, 8:30 a.m. to 7:00 p.m. or Friday 8:30 a.m. to 2:00 p.m. Bring the receipt and a picture ID to the Records Office where you will complete the request form for pick up or have us mail the transcript to the entity and address you provide.

For mail in requests please print transcript request form from below. Complete the form and mail the request and fee to (Do not send cash):

Forsyth Technical Community College
2100 Silas Creek Parkway
Winston-Salem, NC 27103

Download our Transcript Request Form

GED Confirmation/Score Requests

If you completed a GED® program at Forsyth Tech, the North Carolina State GED office issues your official score report and confirmation of completion. For information about GED® programs and how to request transcripts or scores, please visit the North Carolina State GED® Office’s website or call 919.807.7137.

Adult High School from Forsyth Tech (AHS)

If you completed your Adult High School at Forsyth Tech, then you will need to contact the Records Office at 336.734.7472 for additional information prior to ordering your transcript.

Enrollment Verification

You may request enrollment verifications for insurance or other purposes. Please use this link: National Student Clearinghouse to verify student enrollment status or to view student loan deferment verifications and other services. This free service is available 24 hours for your convenience.

Name/Address Update Requests for Current/Previous Students

A previous student is one who has not attended Forsyth Tech in three or more semesters. These changes can be processed in person at the Records Office or requested in writing via mail or fax. Name change requests must be documented by a marriage license, birth certificate, court decree OR both a valid driver’s license and a signed social security card with matching names. Your signed and dated request, including name change documentation, can be mailed or faxed to the Records Office at 336.734.7160.

Current students must update their address and telephone numbers via their TechLink account.

(TechLink > WebAdvisor > User Account > Address Change)

All employees must go to Human Resources for any needed changes.

Online Withdrawal Form

  1. Online  Course Withdrawal Form
  2. Login with your TechID & Password
  3. Select the course(s) to drop; Submit
  4. Confirm the course(s) to drop
  5. Print Confirmation Page (Optional)
  6. Read Student Confirmation Email

Questions? Please contact the Records Office at 336.734.7472 or 336.734.7474

Change of Program Form

All program changes are done either in the Records Office or in the Admissions Office. If a student is “UPGRADING” from a certificate to diploma or diploma to Associate’s, they need to go to Admissions. All students wishing to be in any Health Technology Program must GO TO ADMISSIONS.

For current students changing from a program that is either equal to or lower than their current active program (Associate’s to Associate’s or Associate’s to Certificate/Diploma), the RECORDS OFFICE will process the completed program change form.

Audits

Audit: Audits are not covered by any type of financial aid. Students are responsible for all costs incurred with courses they chose to audit. Audits do not carry credit hours and are not counted as attempts or completions. Audit forms are located in the Records Office. The audit form must be completed prior to the beginning of the semester.

Course Legend Information

This information is useful when planning your schedule to ensure you are on the desired campus and to prevent scheduling conflict.

Course Legend Information PDF icon

Transfer Credit/Evaluation

The Records Office will evaluate transcripts from other regionally accredited post-secondary institutions for possible transfer credit after the Admissions Office has approved your application and received your official transcripts.

Transcripts must be received from institutions/colleges that are regionally accredited by one of the following:

  • Middle States Association of Colleges and Schools
  • New England Association of Schools and Colleges
  • North Central Association of Colleges and Schools
  • Northwest Commission of Colleges and Schools
  • Southern Association of Colleges and Schools
  • Western Association of Schools and Colleges

Determination of Course Equivalencies

Your evaluation will be completed based on your program of study.

In order to receive transfer credit for a course the course at your previous college must be comparable in content, objective, quality, and credit hours to those offered at Forsyth Tech.

You must have made a C or better in the course that is being considered for transfer credit. 

Credit for remedial courses are awarded based on college level English and/or Math courses taken at previous school.

When the granting of transfer credit is in question, the student may be asked for additional documentation such as course description or course syllabus.

Credits transferred from other institutions/colleges will be reflected on students’ transcripts as hours earned and will not be used in the computation of grade point average.  A grade of TR will be granted to show that the course was transferred from another college.

Credit Hour Equivalencies

Forsyth Tech is on the semester system.  If the college you attended is/was on the quarter system.  Your credit hours for the class will have to be converted to semester hours using a conversion factor.

Example:  You have a 3 quarter hour class at your previous college.  To convert this course to semester hours the 3 hours is divided by 1.5 which equals 2.00 semester hours.  If this course is being considered for a 3 credit hour Forsyth Tech course we would not be able to transfer this course in because the hours would not match.

Transfer Credit Limit

To graduate from Forsyth Tech you are required to complete a minimum of 25 percent of the required course work at Forsyth Tech.

Transfer Credit Course Time Limitations

Computer related courses that are 10 years or older will not transfer in. Heath programs all sciences course outdate after 5 years with the exception of the Associate Degree Nursing Program and Practical Nursing Program the science courses for these programs do not time out.

International Transcripts

Students that have attended a college or university outside of the United States must have their transcripts translated and evaluated by a NACES member (www.naces.org) before Forsyth Tech will review them for possible transfer credit.

Advanced Standing Credit

CLEP/DSST (DANTES)/Proficiency Exam/AP Credit

College Credit Through Advanced Standing

Commencement

Intent to Graduate Form

This is required by all students who have successfully completed all requirements or who has registered for their last required courses to receive an Associate, Diploma, and/or Certificate. You must meet with your advisor before submitting the intent to graduate PDF icon form to the Records Office.

Program Evaluation/WebAdvisor/’What-If’ Analysis

Tech LinkCWebAdvisor > Students My Academic Planning > Program Evaluation > Choose Current Active Program.

For ‘What-If’ Analysis

This will assist students when they are considering changing their program.

Tech Link > WebAdvisor Students > My Academic Planning > Program Evaluation > Select any program listed in the drop down box > Submit

GPA Calculator

GPA Calculator

Replacement Degree

Replacement degrees are $10 for each degree needed for reprint. Payment taken in the Allman Building on the 2nd floor. Bring receipt to Oak Grove Center, room 2403, for degree to be reprinted. Your degree will be ready for pick up in 48 business hours.

Academic Forgiveness

Academic Forgiveness: Students can apply for academic forgiveness by completing the required application.

FERPA

FERPA Student Release Form

The Family Educational Rights and Privacy Act (FERPA) of 1974 is a federal law that was enacted to protect the privacy of students and their educational records. The intent of the legislation is to protect the rights of students and to ensure the privacy and accuracy of “educational information.”

The Act provides for the right of eligible students to:

  • inspect and review their educational records
  • request an amendment to records that are believed to be inaccurate
  • require the school to obtain written consent prior to disclosure of personally identifiable information, except those items noted herein
  • file a complaint with the US Dept. of Education concerning alleged failures by the college to comply with FERPA
  • You may also call 800-USA-LEARN (800.872.5327) or visit the FERPA website for more information.

Educational information refers to any record maintained by an educational institution including files, documents, and materials of any type which contain information directly related to students, and which allows a student to be identified.

What is not considered Educational Information?

  • Sole possession records or private notes held by educational personnel which are not accessible or released to other personnel
  • Law enforcement or campus security records which are solely for law enforcement purposes
  • Records related to individuals who are employed by the college
  • Records related to treatment provided by a physician, psychiatrist, psychologist or other recognized professional
  • Records of the college which contain only information about an individual obtained after that person is no longer a student at the college (i.e., alumni records)

Release of Educational Record

Who Is An Eligible Student Under FERPA and How Are They Protected?

Students become “eligible” and are protected under FERPA when they begin attendance at a higher education institution or have been previously enrolled and have an education record, regardless of age or status in regard to parental dependency. An individual is a student if he/she is/has attended a class and their information is in the Student Information System (SIS). FERPA rights continue after the student leaves the college and are only terminated upon the death of the student.
A student does not need to be enrolled in a program of study to be an eligible student. If a student attends any kind of course or program offered by the college, he/she is then considered an eligible student.
Students who have applied, but not attended the institution, and deceased students are not protected under FERPA guidelines.

Student Rights Under FERPA

Eligible students have the right to inspect and review their educational records within 45 days of submitting a written request to Forsyth Technical Community College. The student must submit the request to the Director of Records and identify the records they wish to inspect. The Director of Records will then make arrangements for access and notify the student of the time/place where the records may be inspected. The college is not required to supply copies of records.

A student may also ask the college to amend a record believed to be inaccurate or misleading. If the school decides not to amend the record, the eligible student then has a right to a formal hearing. If, after the hearing, the school still chooses not to amend the record, the eligible student has the right to place a statement with the record commenting on the contested information. This does not include grade appeals.

A student may formally request that Forsyth Technical Community College not release Directory Information on their behalf by submitting a “FERPA Consent Form.” Once this request has been made, every reasonable effort will be made to safeguard the confidentiality of directory information.

Once an official request of non-disclosure has been made, the student will not be permitted to request an official or unofficial transcript online in the college’s student information system. The student will be required to submit written authorization, with proof of identity, to the Records Office before a transcript will be released. Additionally, Forsyth Technical Community College staff will not respond to phone calls from potential employers to verify enrollment for students who have submitted an official request of non-disclosure without the student’s written authorization. This request will remain in effect until the student submits a written notice to remove the restriction.

Forsyth Technical Community College will make every reasonable effort to notify a student who is the subject of a subpoena or court order before complying.

Students have the right to file a complaint with the U.S. Department of Education concerning alleged failures by the college to comply with FERPA.

Parent Rights Under FERPA

Parents lose their FERPA rights when their child starts attending or taking classes in any post-secondary institution or turns 18, whichever happens first.

Under 20 USC 1232g(d) all rights of parents (including the right to inspect educational records and to consent to the disclosure of personally identifiable information) transfers to the student at the earlier of: 1) the attainment of age 18, or 2) attendance at an “institution of postsecondary education.”

However, as stated later in this document, parents of a financially dependent student, defined by the Internal Revenue Service (IRS), may obtain their dependent student’s records, after submitting proof of the student’s dependency (via most recent federal tax form). Requested information will not be released prior to the submission of this documentation.

Students can authorize the release of their education information to a parent, spouse, or other third party by completing “FERPA Authorization Form.”

Other than the financial dependent exception – which, again, requires documentation – the college may disclose non-directory information to a parent in these specific instances:

  • When the student is under the age of 21 and violates college rules regarding the use of alcohol or controlled substances.
  • In the case of a health or safety emergency, if the knowledge of the information is necessary to protect the health or safety of the student or others.

When is a student’s consent not required?

There are several exceptions to releasing information without a student’s written approval. Some examples are:

  • school officials with “legitimate educational interests” (i.e. dual enrollment high schools);
  • other schools to which a student is enrolled or seeking to transfer;
  • parents (or Custodial Parents) of a dependent student (defined by the IRS). A parent may obtain their dependent student’s records, but must submit proof of the student’s dependency (via most recent federal tax form) prior to receiving requested information. This information must be updated yearly for the parent to continue to have access to their dependent student’s records.
  • specified officials for audit or evaluation purposes;
  • appropriate parties in connection with financial aid;
  • organizations conducting certain studies for or on behalf of the school;
  • to comply with a judicial order or lawfully issued subpoena;
  • to comply with the Solomon Amendment (An institution is obligated to release data included in the list of “student recruiting information,” which may or may not match Forsyth Tech’s FERPA directory information list.);
  • appropriate officials in cases of health and safety emergencies;
  • State or local authorities auditing or evaluating federal or state supported education programs or enforcing federal laws which relate to those programs;
  • state and local authorities, within a juvenile system, pursuant to specific State law; and
  • parents of a student under the age of 21 who violates the college rules and/or federal/state or local laws regarding the use of alcohol or controlled substances.

Who Is Considered a “School Official”?

  • a person employed by or under contract with the college in an administrative, supervisory, academic, or support staff position;
  • a person serving on the Forsyth Technical Community College Board of Trustees;
  • a person or firm retained by the college to perform professional services, such as legal, accounting, or auditing services; or
  • a person or company under contract with the college to manage or perform operations functions, such as the college bookstore.

What is “Legitimate Educational Interest”?

  • Legitimate educational interest means a school official has a “need-to-know” regarding specific information in a student’s record. It refers to any authorized interest or activity undertaken in the name of the college.
  • Legitimate education interest exists when the school official is performing a task related to a student’s education or is providing a service or benefit to the student.
  • Legitimate education interest exists when the school official is maintaining safety and security on campus.
  • Access to an educational record must be necessary or appropriate to the operation of the college or to the proper performance of the educational mission of the college.

Disclosure of Education Information/Records

Directory Information

Disclosure means to permit access to or the release, transfer or other communication of personally identifiable information contained in education records by any means (oral, written, electronic, etc.), to any party except the party that provided or created the record.

Generally, the college must have written permission from a student before releasing information from the student’s record. One exception to this rule is categorized as “Directory Information.”

Directory Information is personally identifiable information which includes educational information/records that would not generally be considered harmful or an invasion of a student’s privacy. This information may be disclosed to a third party without a student’s written authorization. Although directory information may be disclosed, the college is in no way obligated to release such information.

Forsyth Technical Community College has classified the information listed below as Directory Information:

  • Student name
  • Address
  • Telephone Number
  • Dates of attendance
  • Number of credit hours enrolled
  • Major field of study
  • School issued email address

Please Note: The college reserves the right to publish the names of students who receive academic honors. Students have the option to opt on when completing their application for graduation.

Questions regarding student records should be directed to the Records Office at the college.

For more information on FERPA, visit their website.