Address Change
It is the student’s responsibility to update any change of name, address, telephone number, or billing address by notifying the Office of the Registrar as soon as possible. Students may also submit these change requests via the student portal.
RMCAD requires a current address on file for every student, including those students participating in distance education enrolled exclusively online. Addresses are used for a variety of confidential institutional purposes including determining geographic locations of the student body and sending official college mail.
It is the student’s responsibility to notify the College within 30 days if their address changes. Students may change their address of record in the Student Portal, by contacting their Academic Advisor, or using this Contact Information form.
Name Changes
Legal Name Changes
A student’s legal name can only be changed by completing a Legal Name Change Form through the Office of Academic Advising. Students will be required to submit proof of their former and new legal names, which may include, but is not limited to, a driver’s license, marriage or divorce certificate, court order, passport, or social security card.
Upon approval of a legal name change request, RMCAD will update the student’s official record, the RMCAD LMS, Student Portal account, and the student’s RMCAD email address. Students should also expect to receive new student login credentials from the technical support department after their request has been completed.
RMCAD Alumni that would like to change their legal name may do so by completing the Legal Name Change Form through the Registrar’s Office. The graduate may also request a new diploma through the Registrar’s Office.
First Name Changes
RMCAD recognizes that many of its students use a preferred name other than their legal name. As long as the use of a preferred name is not for the purpose of misrepresentation, the College acknowledges that a preferred first name will be used whenever possible.
A student’s first name can only be changed by completing a First Name Change Form through the Office of the Registrar. First name changes will be reflected in the RMCAD LMS and the student’s RMCAD email address but not the student’s official record, which includes all financial and academic information. Students should also expect to receive new student login credentials from the technical support department after their request has been completed.
The Family Educational Rights + Privacy Act (FERPA)
The Family Educational Rights and Privacy Act of 1974, as amended (“FERPA”) sets forth requirements designed to afford students certain rights with respect to their education records. In addition, it limits information the college may disclose to third parties without receiving prior written consent from the student.
Procedure to Obtain Education Records
Students have the right under FERPA to inspect and review their education records. A student who wishes to inspect and review their records should submit a written request to the Student Records Department. The request should identify as precisely as possible the records the student wishes to inspect. If the requested records are subject to inspection and review by the student, arrangements for access will be made within a reasonable period of time but in no case more than 45 days after the request was made, and the student will be notified of the time and place where the records may be inspected. The college may require the presence of a college official during the inspection and review of a student’s records.
The term “education record” does not include certain types of records such as, records of instructional, supervisory or administrative actions, or records generated by certain educational personnel that are in the sole possession of the maker thereof and are not accessible or revealed publicly. When a record contains personally identifiable information about more than one student, the student may inspect and review only the information that relates to them personally.
Disclosure of Educational Records
The college generally will not permit disclosure of personally identifiable information from the records of a student without prior written consent of the student.
Personally identifiable information from a student’s records may be disclosed to the following individuals or institutions or under the following circumstances without the student’s prior written consent:
- To college officials who have legitimate educational interests in the records. A college official is:
- A person employed by the college in an administrative, supervisory, academic, research or support staff position including Human Resources and Accounting Staff; or
- A person employed by or under contract with the college to perform specific tasks, such as an auditor, consultant, attorney, or student assisting another college official. Any college official who needs information about a student in the course of performing instructional, supervisory, or administrative duties has a legitimate educational interest.
- To certain officials of the United States Department of Education, the Comptroller General of the United States, the Attorney General of the United States, and state and local educational authorities in connection with state or federally supported educational programs.
- In connection with the student’s request for, or receipt of, financial aid necessary to determine the eligibility, amounts or conditions of financial aid, or to enforce the terms and conditions of the aid.
- To organizations conducting certain studies for or on behalf of the college.
- To accrediting commissions or state licensing or regulatory bodies to carry out their functions.
- To parents of a dependent student, as defined in Section 152 of the Internal Revenue Code.
- To comply with a judicial order or lawfully issued subpoena.
- To appropriate parties in health or safety emergencies.
- To an alleged victim of a crime of violence or a non-forcible sexual offense, the final results of the disciplinary proceedings conducted by the college against the alleged perpetrator of that crime or offense with respect to that crime or offense.
- To persons in addition to the victim of a crime of violence or non-forcible sexual offense, the final results of the disciplinary proceedings described in paragraph 9 above but only if the college has determined that a student is the perpetrator of a crime of violence or non-forcible sexual offense, and with respect to the allegation made against him or her, the student has committed a violation of the college’s rules or policies. In such instances, the college may only disclose the name of the perpetrator — not the name of any other student, including a victim or witness — without the prior written consent of the other student(s). Both the accuser and the accused must be informed of the outcome of any institutional disciplinary proceeding brought alleging a sex offense. Compliance with this paragraph does not constitute a violation of the Family Educational Rights and Privacy Act (20 U.S.C. 1232g). For the purpose of this paragraph, the outcome of a disciplinary proceeding means only the institution’s final determination with respect to the alleged sex offense and any sanction that is imposed against the accused.
- To a parent regarding the student’s violation of any federal, state, or local law or of any rules or policy of the college governing the use or possession of alcohol or a controlled substance if the college determines that the student has committed a disciplinary violation with respect to that use or possession, and the student is under 21 at the time of the disclosure to the parent.
- Directory information (see below).
Record of Requests for Disclosure
Except with respect to those requests made by the student themself, those disclosures made with the written consent of the student, requests by or disclosures to college officials with legitimate educational interests, and disclosures of directory information (or other exceptions described in the applicable regulations), the college will maintain a record indicating the parties who have requested or obtained personally identifiable information from a student’s education records and the legitimate interests those parties had in requesting or obtaining the information.
This record may be inspected by the student.
Directory Information
The college designates the following information as directory information. Directory information is personally identifiable information that may be disclosed without the student’s consent:
- Student’s name
- Address: Local, email, and website
- Telephone number (local)
- Date and place of birth
- Program of study
- Participation in officially recognized activities
- Dates of attendance
- Degrees and certificates awarded
- Most recent previously attended college
- Photograph of the student, if available
- Enrollment status (i.e., enrolled, continuing, future enrolled student, re-entry, leave of absence, etc.)
- Student honors and awards received
Notice of these categories and of the right of an individual in attendance at the college to request that their directory information be kept confidential will be given to the student annually.
Students may request nondisclosure of student directory information by specifying nondisclosure, in writing, to the Student Records Department, RMCAD, 1600 Pierce St., Lakewood, CO 80214.
Correction of Educational Records
Students have the right under FERPA to ask to have records corrected which they believe are inaccurate, misleading, or in violation of their privacy rights.
The following are the procedures for the correction of records:
- A student must ask the Senior Vice President of Enrollment Management to amend a record. As part of the request, the student should identify the part of the record they want to have changed and specify why they believe it to be inaccurate, misleading, or in violation of his/her privacy rights.
- The college may either amend the record or decide not to amend the record. If it decides not to amend the record, it will notify the student of its decision and advise the student of the right to a hearing to challenge the information believed to be inaccurate, misleading, or in violation of the student’s privacy rights.
- Upon request, the college will arrange for a hearing and notify the student reasonably in advance of the date, place, and time of the hearing. The hearing will be conducted by an individual who does not have a direct interest in the outcome of the hearing. That individual may be an official of the college. The student shall be afforded a forum for the opportunity to present evidence relevant to the issues raised in the original request to amend the student’s education records.
- The college will prepare a written decision based solely on the evidence presented at the hearing. The decision will include a summary of the evidence, and the reasons for the decision.
- If, as a result of the hearing, the college decides that the information is inaccurate, misleading, or otherwise in violation of the privacy rights of the student, it will:
- amend the record accordingly, and
- inform the student of the amendment in writing.
- If, as a result of the hearing, the college decides that the information in the education record is not inaccurate, misleading, or otherwise in violation of the privacy rights of the student, it shall inform the student of the right to place a statement in the record commenting on the contested information in the record or stating why he or she disagrees with the decision of the college.
- If a statement is placed in the education records of a student under paragraph 6 above, the college will maintain the statement with the contested part of the record for as long as the record is maintained and disclose the statement whenever it discloses the portion of the record to which the statement relates.
Student Right to File Complaint
A student has the right to file a complaint with the United States Department of Education concerning alleged failures by the college to comply with the requirements of FERPA.
The name and address of the governmental office that administers FERPA is:
Family Policy Compliance Office, United States Department of Education
400 Maryland Avenue, S.W., Washington, DC 20202-4605
Compliance Week
Compliance Week serves to recognize, raise awareness, and reinforce the importance of compliance and ethics with RMCAD students, faculty, and staff. The Offices of Institutional Effectiveness + Title IX and Student Affairs administer a planned, annual Compliance Week each Fall A Term.
The information shared during Compliance Week provides an overview of various topics related to student rights and responsibilities, reiterates the importance of compliance and ethics, shares information about how to detect and report violations, and provides internal and external resources to the community. Topics include the Family Educational Rights + Privacy Act (FERPA), Title IX (Sexual Misconduct and Non-Discrimination Policy), RMCAD Alcohol and Drug Policy and Prevention, RMCAD Code of Conduct, general policy updates, and other required federal notifications.
Student Feedback
RMCAD is dedicated to continuous improvement institutionally, especially in the student experience. Students are encouraged to share their thoughts, opinions, ideas, and experiences with administrators in a variety of ways including:
- Student Forums (semesterly)
- End-of-Course Evaluations (every term)
- Department Meetings (semesterly)
- Student Satisfaction Surveys (annually)
- RMCAD Resolve (ongoing)
Conflict Resolution
RMCAD is committed to providing the best possible educational environment for its students. We encourage an open and frank atmosphere in which any conflict, complaint, suggestion, or question receives a timely response from RMCAD staff and/or faculty. RMCAD strives to ensure fair, honest, and equal treatment of students. Students, faculty, and staff are expected to treat each other with mutual respect at all times. When students have issues of concern that do not fall under the discrimination or harassment policies or the grade appeal procedure in the catalog, they should follow the Conflict Resolution procedure to resolve any other issues that occur between them and the faculty or staff of the College.
CONFLICT RESOLUTION PROCEDURE
If a situation occurs when a student believes they have been treated unfairly or a decision affecting them is unjust or inequitable, they are encouraged to do the following:
The student should review the course syllabi or Academic Catalog for any policies or expectations relevant to the concern.
The student presents the concern to the faculty or staff member with whom they have a concern after the incident occurs.
If the current concern persists after connecting with the individuals involved, or when a connection is not possible or appropriate, the student can escalate the concern to the Dean’s Office by filing an official complaint in RMCAD Resolve.
OFFICIAL STUDENT-INITIATED COMPLAINT
Students may submit a formal complaint when they have been unable to satisfactorily resolve a complaint with the faculty, staff, students, or others involved.
The Student Initiated Complaint link is located on the College’s website; complaints may also be submitted directly to the Dean of Students.
Complaints may not be submitted anonymously but will remain confidential; for more information, please see Investigation + Confidentiality below.
Student-Initiated Complaints should be submitted at http://resolve.rmcad.edu/.
If the issue of concern is with a faculty member, then the Dean’s Office will bring the issue to the Academic Affairs leadership team comprised of the Department Chair, Dean of Faculty, and Provost. The Academic Affairs leadership team will work with the faculty member, student, and Dean’s Office as needed to resolve the issue.
If the issue of concern is with a staff member, then the Dean’s Office will bring the issue to the staff member’s supervisor and, when necessary, the Human Resources Department to resolve the issue.
If the issue concerns college policy or procedure and/or other issues/complaints regarding any aspect of the college it will be addressed by appropriate administrators overseeing relevant departments in concert with the Dean’s Office.
GRIEVANCE
In the case that a student is dissatisfied with the resolution, they may submit the grievance in writing, including all relevant documentation/evidence as applicable or requested by the committee, to the Registrar, who Chairs the Grievance Committee.
The committee reviews all documentation and renders a decision to the student in writing. If the student is dissatisfied with the resolution, they have one opportunity to appeal the decision. The Registrar submits the grievance or petition to the Executive Committee for review. This decision is final and binding.
Not every conflict can be resolved to everyone’s total satisfaction, but only through understanding, open communication, and discussion of mutual conflicts can students, faculty, and staff develop confidence in each other. This confidence is important to the operation of an efficient and harmonious educational environment. The student, where appropriate, will be notified of the conclusion of the conflict resolution process.
COMPLAINTS TO EXTERNAL AGENCIES
Several external agencies are also available to students who have exhausted all other opportunities for complaint resolution.
The Colorado Department of Higher Education regulates Colorado institutions of higher education. Their complaint policy may be found here:
https://highered.colorado.gov/academics/complaints/ComplaintPrivateInst.html
Complaints regarding the institution’s ongoing ability to meet the criteria of institutional accreditation may be directed to the Higher Learning Commission. Their complaint policy may be found here:
https://www.hlcommission.org/Student-Resources/complaints.html
Additional complaint resources by state may be found here: https://www.rmcad.edu/wp-content/uploads/2023/06/Student-Complaints-by-State-1.pdf
Complaints to External Agencies
Several external agencies are also available to students who have exhausted all other opportunities for complaint resolution.
The Colorado Department of Higher Education regulates Colorado institutions of higher education. Their complaint policy may be found here:
https://highered.colorado.gov/academics/complaints/ComplaintPrivateInst.html
Complaints regarding the institution’s ongoing ability to meet the criteria of institutional accreditation may be directed to the Higher Learning Commission. Their complaint policy may be found here:
https://www.hlcommission.org/Student-Resources/complaints.html
Discrimination + Harassment
RMCAD does not discriminate or permit discrimination by any member of its community against any individual on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, parental status, marital status, age, disability, citizenship status, veteran status, or any other protected class recognized by local, state, or federal law in matters of admission, employment, or services or in the educational programs or activities it operates.
Harassment, whether verbal, physical, or visual, that is based on any of these characteristics is a form of discrimination. This includes harassing conduct affecting tangible job benefits, interfering unreasonably with an individual’s academic or work performance, or creating what a reasonable person would perceive as an intimidating, hostile, or offensive environment. Prohibited sex discrimination includes sexual harassment and sexual violence.
Examples of discrimination may include:
- Refusing to hire or promote someone because of the person’s protected status
- Demoting or terminating someone because of the person’s protected status
- Teasing or practical jokes directed at a person based on their protected status
- Displaying or circulating written materials or pictures that degrade a person or group
- Verbal abuse or insults about, directed at, or made in the presence of an individual or group of individuals in a protected group
Investigation + Confidentiality
All reports describing conduct that is inconsistent with these policies will be promptly and thoroughly investigated. Complaints about violations of these policies will be handled discreetly, with facts made available only to those who need to know to investigate and resolve the matter.
Retaliation
RMCAD prohibits retaliation against someone for registering a complaint pursuant to these policies, assisting another in making a complaint, or participating in an investigation under these policies. Anyone experiencing any conduct that they believe to be retaliatory should immediately report it to the individuals listed below.
Resolution
If a complaint of harassment, discrimination, or sexual harassment is found to be substantiated, appropriate corrective action will follow, up to and including the separation of the offending party from RMCAD, consistent with RMCAD procedure.
Your Responsibility
All members of RMCAD community are responsible for creating a working, learning, and living environment that is free of discrimination and harassment, including sexual harassment. It is important to contact one of the individuals listed below if any of the following occurs:
- You believe you have been subjected to conduct or comments that may violate these policies;
- You believe you have been retaliated against in violation of these policies; or
- You hold a supervisory, management, or teaching position and have been told about or witnessed conduct that may violate these policies.
Vendors, Contractors, + Third Parties
RMCAD’s policies on discrimination, harassment, and sexual harassment apply to the conduct of vendors, contractors, and third parties. If a member of the RMCAD community believes that they have been subjected to conduct by a vendor, contractor, or third party that violates these policies, the community member should contact one of the individuals listed below.
Sexual Harassment | Sexual Discrimination | Title IX
RMCAD prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. The notice of nondiscrimination is located at www.rmcad.edu/policies-and-guidelines/title-ix/.
RMCAD has adopted grievance procedures that provide for the prompt and equitable resolution of complaints made by students, employees, or other individuals who are participating or attempting to participate in its education program or activity, or by the Title IX Coordinator, alleging any action that would be prohibited by Title IX or the Title IX regulations. The full Sex-Based Harassment Policy and Grievance Procedures may be found on RMCAD’s website at www.rmcad.edu/policies-and-guidelines/title-ix/.
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