Office of the Registrar
The Office of the Registrar supports students and the faculty and staff who serve them by maintaining the integrity of academic policies and the student information system. We are the stewards of student records from application to degree.
- Academic policies, interpretation and enforcement FERPA Compliance
- Class schedules
- Student registration and schedule changes
- Grading and Academic Record maintenance
- Commencement processing/degree audits
- Degree applications and Diplomas
- Honors calculation and Dean’s lists
- Consortium (GC3)
- Transcript services
- Transfer credit, advising and evaluation
- VA benefits/certification
- Verifications, enrollment and degree
- Campus Café maintenance and permissions
- Student data/statistical analysis
Attending Consortium Courses
Courses not offered by AAC can be taken for full credit via the Greater Cincinnati Consortium of Colleges and Universities, a cooperative venture established in 1974. Member institutions are:
- The Art Academy of Cincinnati
- Chatfield College
- Cincinnati State Technical & Community College
- Gateway Community & Technical College
- God’s Bible School & College
- Good Samaritan College of Nursing and Health Science
- Hebrew Union College
- Miami University
- Mount St. Joseph University
- Northern Kentucky University
- The Christ College of Nursing and Health Sciences
- Thomas More University
- Union Institute & University
- University of Cincinnati
- Wilmington College
- Xavier University
Students can attend other Consortium institutions for up to 6 credits per semester in Fall and Spring; students can take up to 15 credits during the Summer semester. Fall and Spring courses taken through the Consortium are included in your tuition; you pay nothing extra. For summer courses, the Art Academy of Cincinnati’s tuition rate applies.
To register for a Consortium course:
- Obtain a Consortium Registration Form from the Office of the Registrar, Room S255. The Registrar will have information on how to find classes within the Consortium universities.
- Get the course approved by the department chair, and the form approved by the Registrar.
- Submit the completed and signed form to the host school along with any other forms needed by the host school.
- Once registered at the host school, submit copy of your schedule to the Office of the Registrar to complete your enrollment at the AAC. The host school will automatically send your final transcript upon completion of your semester courses.
The Art Academy of Cincinnati complies with the provisions of the Family Educational Rights and Privacy Act of 1974, (FERPA) a federal law enacted to protect the privacy of educational records.
FERPA provides students the right to inspect and review information contained in their educational records, to amend incorrect records, to challenge the content of their records, to have a hearing if the outcome of the challenge is unsatisfactory, and to submit explanatory statements for inclusion in their files if the decisions of the hearing panels are unacceptable to the student. If a student requests in writing the opportunity to review his or her educational records, the request will be honored. All requests must be submitted to the Registrar’s Office.
The Art Academy reserves the right to refuse a student to inspect the following records:
- The financial records of the student’s parent or parents.
- Letters and statements of recommendation for which the student has waived his or her right of access or that were placed in the file before January 1, 1975.
- Records connected with an application to attend the Art Academy if that application was denied.
- Educational records containing information about more than one student, in which case the Art Academy will permit access only to that part of the record that pertains to the inquiring student.
- Those records that are excluded from the FERPA definition of educational records.
- The Art Academy reserves the right to refuse to provide copies of transcripts, grade reports, or other records not required to be made available under FERPA if the student making the request a) has an overdue financial obligation to the Art Academy; or b) if there is an unresolved disciplinary or academic dishonesty action against the student; or c) if the student has failed to return to the Art Academy equipment he or she has borrowed from the college.
Students have the right to consent to disclose their educational records to a third party All requests must be submitted to the Registrar’s Office. A written signature is required prior to releasing all information except “directory information.” This information may include the student’s name, address, phone number, field of study, dates of attendance, and degrees and honors awarded. If the student does not wish for the Art Academy to release the above information, the student must notify the Registrar in writing by September 30 for students entering during the fall term and January 31 for students entering during the spring term. Such notification must be renewed annually.
FERPA permits a school to disclose personally identifiable information without a student’s consent to the following parties: School officials with legitimate educational interests, U.S. Comptroller General, U.S. Attorney General, U.S.Department of Education, state and local officials, authorized organizations conducting education research, accrediting agencies, alleged victims of crime, parent of a dependent student as defined by the IRS, parent of a student under 21 regarding the violation of a law regarding alcohol and drug abuse.
Students have the right to file a complaint with United States Department of Education concerning alleged failures by the Art Academy to comply with the requirements of
FERPA. Contact information for the office that administers FERPA is below:
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue, S.W.
Washington, D.C. 20202-5920
Phone: 1-800-USA-LEARN (1-800-872-5327)
The Medical Leave of Absence (MLOA), when approved, withdraws a student from a semester for
medical reasons. A student may request a Medical Leave of Absence (MLOA) from the Art Academy of
Cincinnati (AAC) by the last day of classes in a given semester if, during the course of that same
semester, they encounter a physical, psychological and/or emotional health condition that prevents
them from meeting the normal expectations of a student. The severity and duration of the condition
must be such that it would not be reasonable for the student to make up any absences or missed work.
A MLOA cannot exceed 180 days in any 12-month period. The request must be clearly supported with
documentation by a licensed medical or mental health provider seen during the semester in question.
Requests for a MLOA are made by the student through the processes outlined below. The Office of the
Academic Dean, or designee(s), hold the ultimate authority to approve a MLOA. The student will receive
a decision via email once their forms and documentation have been submitted and reviewed.
All required paperwork must be submitted by 11:59 pm EST on the last day of classes as published in the
Academic Calendar for the current Academic Year. The Academic Calendar can be found in the Student
Handbook and on the AAC website.
Current Term Medical Leave of Absence: Students will need to work with their licensed provider to
complete the process in its entirety.
- Complete the MLOA Request Form that is accessible from the Office of the Registrar page found
on the AAC website. This must be submitted to the Office of the Registrar.
- The student must complete an MLOA Provider Report Form with their licensed medical or
mental health provider. This must be submitted at the same time as the MLOA Request Form, or
within 30 days of the “Approved MLOA Date” that is issued on the student’s MLOA Request
Form. This must be submitted to the Office of the Registrar or Office of the Academic Dean.
Under extraordinary circumstances, a student may request a Late Medical Leave of Absence (Late
MLOA) for a semester that has already been completed. All requests for a Late MLOA must be submitted
no later than 30 days from the last day of the semester term for which the withdrawal is requested. The MLOA Provider Report Form and all pertinent documents must be submitted at the same time as this request. A Late
MLOA request adheres to the same policies and procedures as the Current Term MLOA previously
Decision: Once all steps have been completed, The Office of the Academic Dean, or designee(s) will
review the request and paperwork and the student will receive a decision via email. If the MLOA
Request is approved, the student’s effective Date of Determination (DOD) will be established at this
time, as will the student’s Approved MLOA Date. Please note that submitting forms during peak times
(beginning and end of term) will result in delayed processing.
What the Medical Leave of Absence Does
Student Records: An MLOA will relieve a student of responsibility for uncompleted academic work by
withdrawing them from all classes but will not provide credit for work already completed that term. In
order to protect the privacy of the student, the student’s official transcript, from a term for which an
MLOA has been granted, will indicate only “Officially Withdrawn [date]” without specifying the nature of
the reason for that withdrawal.
Grades: The normal grading policies and procedures for students who withdraw during the given
semester will apply to students who have medically withdrawn. This means a student may receive a “W”
(for ‘withdrawal’) on their official transcript for courses dropped due to a Medical Leave of Absence
depending on the date they last attended classes. A “W” carries no credit and is not calculated in the
grade point average (GPA) but does count toward a student’s “Completion Rate” and may have an
impact on future financial aid eligibility.
Determine Financial Options: Please review the information in the “Tuition Refund/Tuition Credit”
Required Return from MLOA Steps: The following information must be provided in order to re-enroll at the AAC.
- A written explanation from the student documenting how they have addressed and dealt with
the behaviors/illness that caused difficulty when last enrolled. If applicable, the student should
describe a health management plan for his/her return to AAC.
- The student must have their licensed Medical or Mental Health Provider complete a Return From MLOA Form
- Students may also include letters from the student’s health care provider(s) (licensed
physician, psychiatrist, and/or therapist as appropriate) attesting to the student’s
readiness to return. Letters must be on the provider’s office letterhead and must state
support for the student’s return to this academic environment. Letters from family
members will not be accepted. Letters are optional, not required.
- Students may also include letters from the student’s health care provider(s) (licensed
The letters and MLOA forms must be submitted to the Office of the Registrar, who will then forward
them to the Office of the Academic Dean; the student will receive a decision via email once all of their
forms and documentation have been submitted and reviewed.
Tuition Refund/Tuition Credit
If your MLOA is approved, you will be withdrawn based on your “Approved MLOA Date”. Please note
that the “Date of Determination” and “Approved MLOA Date” are distinctly defined and may have
different dates. The tuition refund and credit will be determined as follows:
- If your Approved MLOA Date falls within the drop/add period (first 4 weeks during the
fall/spring term; or, first 2 weeks during the summer term) a 100% tuition refund for the term is
- If an Approved MLOA Date with an effective date later than the drop/add period (after week 4
in the fall/spring term; or, after week 2 in the summer term) but before the end of the term is
determined, the Art Academy of Cincinnati retains all tuition and fees and financial aid. You
may be eligible for a Medical Leave of Absence (MLOA) Tuition Credit that can be used toward a
future semester’s tuition at the Art Academy of Cincinnati. The value of the credit may be a
percentage of, or up to 100% of, the student’s tuition and fees—for the semester in which the
MLOA was granted—minus any AAC scholarships, grants, waivers, or adjustments to financial
aid during that semester. The MLOA Tuition Credit is a one-time, non-refundable option, and
must be used within one (1) Academic Year, or it will expire. The tuition credit is not transferable
to other institutions or to other parties. Once your MLOA is approved, you will have the
opportunity to request additional information about your eligibility for the MLOA Tuition Credit.
- If an Approved MLOA Date with an effective date at the end of term or between terms is
determined, there will be no financial effect as the student completed the previous term.
The Office of the Academic Dean or designee(s) must notify AAC’s Financial Aid and Business Offices
once the MLOA is approved so the proper tuition refund or tuition credit can be tracked for the student.
While the student is on MLOA, no new charges will be added to the student’s account. If the student has
an outstanding balance while on MLOA, the student must have a payment plan in place with the
Business Office in order to register for classes once released from the MLOA. From a financial aid
standpoint, any student who is approved for MLOA after receiving financial aid for the semester may be
required to return a portion of the aid previously received. Federal educational loan regulations state
that when a student borrower ceases to be enrolled for more than 180 days, the borrower will be
considered as withdrawn from school for loan repayment purposes. At that point AAC is required to
calculate the amount of financial aid the student earned and the amount of financial aid that must be
returned. These calculations are based upon the Date of Determination (DOD), and not the Approved
MLOA Date. For more information, please contact the Registrar Director.