DIXIE STATE COLLEGE
Records Office

Registrar:  David Roos
Phone:       (435) 652-7704
E-Mail:       Droos@dixie.edu

Transcripts.  Official transcripts are protected by the Family Educational Rights and Privacy Act of 1974 (FERPA).  Only college personnel with a “need-to-know” as determined by their duties, have access to transcript documents.  Parents, spouse, friends, other students, etc. may not pick up a copy of the transcript without written release from the first party.

How to Order Transcripts.  Transcripts can be requested in the following ways: 

1.  In Person.  The required fee should be paid at the cashier’s office, then a receipt and a photo ID should be brought to the admissions and records window to obtain a transcript. These offices are both are located on the second floor of the Edith S. Whitehead Student Services Center.

2.  By Mail or Fax.  Written and faxed transcript requests should contain the following information:

 - Name (include all names and aliases used previously)
- Social Security Number
 - Birth day
 - Years attended Dixie State College
 - Address and/or fax where transcripts are to be sent
- Student telephone number & e-mail address
 - Signature

3.  By Internet (www.dixie.edu/reg/transcripts.html)

Appropriate fees should be included (by check, money order, or credit card) and mailed or faxed to:

Fax: (435) 656-4005

Mail: Dixie State College of Utah
ATTN:  Transcripts
225 South 700 East
St. George, UT  84770

Transcript fees are as follows:

$3.00 for an official mailed/in-person transcript request
$4.00 for an online transcript request
$6.00 to fax transcript

Fees must be paid before a transcript is mailed or faxed.  If there are any holds, the transcript will not be released.  Further transcript information can be obtained by calling (435) 652-7708.

Grade System.  The current grade system is as follows:  

Confidentiality of Records.   Dixie State College of Utah complies with the Family Education and Privacy Act of 1974 (FERPA) which mandates that information contained in a student’s education record must be kept confidential and only released on a need-to-know basis, and that such access be limited to job-related, legitimate educational interests. The information contained in a student’s record may not be released to a third party without that student’s written consent.   

Student Directory Information.  A student has the right to place restrictions on their directory information. To place a restriction or hold on records, a student must fill out the appropriate paperwork at the Registrar’s Office.  The restriction will last for only one year. Paperwork must be filled out annually for the restriction to continue.

FERPA coverage includes records, files, email, documents, and data directly related to the student, including electronically recorded data.

The following items are considered directory information at Dixie State College of Utah:

• Full name
• Local address
• Permanent address
• Email address
• Date and place of birth
• Major field of study
• Participation in officially recognized activities and sports
• Photograph
• Height and weight (if a member of an athletic team)
• Dates of attendance
• Awards and degrees received
• Previous school(s) attended
• Classification

Credit Policies.  Students must be registered for a class to receive credit. It is imperative the class schedule be reviewed prior to the 4th week of school to make sure that enrollment in classes is official.  Students may not attend classes if the official course roll does not include their name. 

Grade Reports.  Grade reports are available online each semester, or may be picked up at the Registrars Office front counter window.

Grade Changes.   Changes are made only when the instructor has made a clerical error in computing or recording grades, when necessary work for an “I” grade has been completed, or when a grievance has found the grade to be inappropriate.  Grade changes for other purposes are not permitted.  The instructor must submit an official grade change card with the instructor’s signature to the Registrar’s Office.  No grade will be changed for any purpose after a period of four years.

Incomplete Grades.   An incomplete “I“ grade may be given with the following provisions:

1. A student has completed a substantial portion of the required class work, but is unable to complete the work for a legitimate reason (i.e. illness, accident).
2. A student should not re-register for the class.  If the situation requires that a student sign up for the course again, the instructor should give the grade that was earned, and the subsequent grade will replace the original grade (see Repeat Courses Policy).
3. The incomplete coursework cannot be completed in a formal classroom situation.  If completing the coursework requires that a student attend lectures, labs, or field activities, then they should re-register for the course.
4. The incomplete work must be completed within the time designated by the instructor.  If possible, the incomplete work should be completed during the following semester.

If the above requirements are satisfied, then the student and the instructor will negotiate a contract.  This contract should indicate the work to be completed, the deadline for the work, and should be signed by both the student and the instructor and filed in the dean’s office.

The “I“ grade is not computed in the GPA; however, this grade will be changed to an “F“ after one year if the instructor has not submitted a grade change card to indicate that the work has been completed.

Early Final Exams.   Permission to take an early final examination can only be granted by the dean of the division in which the student is taking the course, with the instructor’s approval.  Students are discouraged from taking early final exams.

Repeat Courses.   Students may re-register for courses in which low grades were received and those grades will be replaced by the more recent grades. If a more recent grade is lower than the prior grade, then the better of the two grades can be used as the repeat.  Students must register and pay tuition for the semester in which the class is repeated. Hours earned in repeat courses may be counted toward graduation requirements only once.  Exception: a course repeated at another institution cannot be used to change the GPA on a Dixie State College transcript.  It is the students responsibility to fill out a repeat card at the Registrar’s Office upon completion of a repeated course in order for the GPA to be re-calculated.

Academic Renewal.  Academic renewal permits returning students to discount limited previous poor grades from grade point calculations.  Following are the conditions under which academic renewal will be considered:

1. The grades requested to be discounted must be at least seven years old.
2. The applicant must be enrolled at Dixie State College at the time of application for academic renewal.
3. Before applying for academic renewal, the student must, upon return to Dixie State College, have completed at least twelve credits of graded coursework with a GPA of at least 2.5.
4. A student who has transferred Dixie State College coursework to another college or university for credit or has received a certificate, associates degree or bachelors degree is not eligible for academic renewal.
5. Academic renewal may be applied for only one time and is not reversible.
6. Academic renewal applies only to courses having grades of D+, D, D- and F.
7. Not all D and F graded coursework must be discounted.  Students may request specific courses for academic renewal.
8. Courses discounted as part of academic renewal are also discounted for use in satisfying pre-requisite, placement, general education and upper division course requirements.
9. Courses that are discounted after academic renewal will remain on transcripts, but will be noted as not counting toward GPA or credit.
10. Academic renewal does not count toward transfer-in coursework.

Process for application:  Students applying for academic renewal must complete and return the academic renewal application form to the registrar with the $20 processing fee.