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Student Information
ABHES Quarter Credit Hour Description Diploma Programs
State of Ohio Board of Career Colleges and Schools 10 hours of lecture = 1 Quarter Credit Hour
20 hours of lab = 1 Quarter Credit Hour 30 hours of Externship = 1 Quarter Credit Hour
PSI is on a 12-week quarter system with an average of an one (1) week break between quarters.
The State of Ohio Board of Career Colleges and Schools bases its calculation of a lecture credit hour as the number of course hours per week over the 12-week quarter; a lab credit as the number of lab hours per week over the 12-week quarter divided by two; and a clinical credit hour as the number of clinical hours per week divided by three.
Example of Formula
To comply with Title IV programs with federal credit and clock hour requirements, 5.0 outside preparation hours for each credit hour of lecture/lab/clinical will be assigned to each course. Outside preparation hours for externship and clinical experiences will be reviewed and evaluated on a case-by-case basis. The outside preparation hours are not calculated in the academic quarter credit hours, they are calculated for awarding financial aid credit hours only. The minimum outside preparation hours are stated on each course syllabus and documented in each course description in the catalog.
Outside preparation hours may be, but not limited to, required written assignments, written book reports, required reading and homework assignments; oral presentation activities; hands-on practice sessions, etc.
PSI’s commitment to its educational mission, and to the students and society to which it is obligated to serve, demands that it maintain various records. No education
records will be maintained that are not directly related to the basic purposes of the school. All policies and practices governing the collection, maintenance, review, and release of records will be based upon the principles of confidentiality and the student’s right to privacy, consistent with the Family Educational Rights and Privacy Act of 1974.
Family Educational Rights and Privacy Act (FERPA) The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
FERPA gives parents certain rights with respect to their children's education records. These rights transfer to the student when he or she reaches the age of 18 or attends a school beyond the high school level. Students to whom the rights have transferred are "eligible students."
Parents or eligible students have the right to inspect and review the student's education records maintained by the school. Schools are not required to provide copies of records unless, for reasons such as great distance, it is impossible for parents or eligible students to review the records. Schools may charge a fee for copies.
Parents or eligible students have the right to request that a school correct records which they believe to be inaccurate or misleading. If the school decides not to amend the record, the parent or eligible student then has the right to a formal hearing. After the hearing, if the school still decides not to amend the record, the parent or eligible student has the right to place a statement with the record setting forth his or her view about the contested information.
Generally, schools must have written permission from the parent or eligible student in order to release any information from a student's education record. However, FERPA allows schools to disclose those records, without consent, to the following parties or under the following conditions (34 CFR § 99.31):
• School officials with legitimate educational interest;
• Other schools to which a student is transferring;
• Specified officials for audit or evaluation purposes;
• Appropriate parties in connection with financial aid to a student;
• Organizations conducting certain studies for or on behalf of the school;
• State and local authorities, within a juvenile justice system, pursuant to specific State law.
Student Records Schools may disclose, without consent, "directory" information
such as a student's name, address, telephone number, date and place of birth, honors and awards, and dates of attendance. However, schools must tell parents and eligible students about directory information and allow parents and eligible students a reasonable amount of time to request that the school not disclose directory information about them.
Schools must notify parents and eligible students annually of their rights under FERPA. The actual means of notification (special letter, inclusion in a PTA bulletin, student handbook, or newspaper article) is left to the discretion of each school.
For additional information or technical assistance, you may call (202) 260-3887 (voice). Individuals who use TDD may call the Federal Information Relay Service at 1-800-877-8339.
Or you may contact us at the following address:
Family Policy Compliance Office U.S. Department of Education 400 Maryland Avenue, SW Washington, D.C. 20202-5920
The FERPA information was obtained from the government web site at http://www.ed.gov. and was last modified on 02/17/2005.
FERPA General Guidance for Students General Information
FERPA is a Federal law that applies to educational agencies and institutions that receive funding under a program administered by the U. S. Department of Education. The statute is found at 20 U.S.C. § 1232g and the Department's regulations are found at 34 CFR Part 99.
Under FERPA, schools must generally afford students who are 18 years or over, or attending a post-secondary institution:
• access to their education records
• an opportunity to seek to have the records amended
• some control over the disclosure of information from the records.
Access to Education Records Schools are required by FERPA to:
• provide a student with an opportunity to inspect and review his or her education records within 45 days of the receipt of a request
• provide a student with copies of education records or otherwise make the records available to the student if the student, for instance, lives outside of commuting distance of the school
• redact the names and other personally identifiable information about other students that may be included in the student's education records.
Schools are not required by FERPA to:
• Create or maintain education records;
• Provide students with calendars, notices, or other information which does not generally contain information directly related to the student;
• Respond to questions about the student.
Amendment of Education Records Under FERPA, a school must:
• Consider a request from a student to amend inaccurate or misleading information in the student's education records;
• Offer the student a hearing on the matter if it decides not to amend the records in accordance with the request;
• Offer the student a right to place a statement to be kept and disclosed with the record if as a result of the hearing the school still decides not to amend the record.
A school is not required to consider requests for amendment under FERPA that:
• Seek to change a grade or disciplinary decision;
• Seek to change the opinions or reflections of a school official or other person reflected in an education record.
Disclosure of Education Records A school must:
• Have a student's consent prior to the disclosure of education records;
• Ensure that the consent is signed and dated and states the purpose of the disclosure.
A school MAY disclose education records without consent when:
• The disclosure is to school officials who have been determined to have legitimate educational interests as set forth in the institution's annual notification of rights to students;
• The student is seeking or intending to enroll in another school;
• The disclosure is to state or local educational authorities auditing or enforcing Federal or State supported education programs or enforcing Federal laws which relate to those programs;
• The disclosure is to the parents of a student who is a dependent for income tax purposes;
• The disclosure is in connection with determining eligibility, amounts, and terms for financial aid or enforcing the terms and conditions of financial aid;
• The disclosure is pursuant to a lawfully issued court order or subpoena; or
• The information disclosed has been appropriately designated as directory information by the school.
Annual Notification
A school must annually notify students in attendance that they may:
• Inspect and review their education records;
• Seek amendment of inaccurate or misleading information in their education records;
• Consent to most disclosures of personally identifiable information from education records.
The annual notice must also include:
• Information for a student to file a complaint of an alleged violation with the FPCO;
• A description of who is considered to be a school official and what is considered to be a legitimate educational interest so that information may be shared with that individual; and
• Information about who to contact to seek access or amendment of education records.
Means of notification:
• Can include student newspaper; calendar; student programs guide; rules handbook, or other means reasonable likely to inform students;
• Notification does not have to be made individually to students.
Complaints of Alleged Violations:
Complaints of alleged violations may be addressed to:
Family Policy Compliance Office US Department of Education 400 Maryland Avenue, SW Washington, DC 20202-5920
Students with Disabilities Complaints must:
• Be timely submitted, not later than 180 days from the date you learned of the circumstances of the alleged violation.
• Contain specific allegations of fact giving reasonable cause to believe that a violation has occurred, including:
< Relevant dates, such as the date of a request or a disclosure and the date the student learned of the alleged violation;
< Names and titles of those school officials and other third parties involved;
< A specific description of the education record around which the alleged violation occurred;
< A description of any contact with school officials regarding the matter, including dates and estimated times of telephone calls and/or copies of any correspondence exchanged between the student and the school regarding the matter;
< The name and address of the school, school district, and superintendent of the district;
< Any additional evidence that would be helpful in the consideration of the complaint.
The FERPA information was obtained from the government web site at http://www.ed.gov. and was last modified on 02/17/2005.
PSI Procedure of Access to Student Record:
1. Student must submit a written request to PSI’s Registrar.
2. Within 45 days, the Registrar will schedule a date and time for the student to review his or her educational (academic) file.
3. The Registrar will proctor the student’s review of the educational (academic) file and answer appropriate questions.
4. The student cannot remove anything from the file.
5. Copies will not be made of items in the file, unless the student lives a great distance from the school and then there will be a charge per page for copying.
6. Students will be given a chance to have records amended or withhold disclosure of information.
7. Students cannot seek to change a grade or disciplinary action.
8. Students cannot seek to change the opinion of a school official or other person’s reflected in an educational record.
9. The student has the right to place a statement to be kept and disclosed with the record, if as a result of a hearing the school still decides not to amend to the record.
The educational (academic) files of all present students are kept in fireproof files in the Registrar’s office. The files are locked except when in use by the administration. All student files are kept for a period of 5 years in a fireproof file.
Student files are reviewed each quarter by the Registrar to maintain completeness. After 5 years, the student academic file is purged and PSI maintains a hard copy of the student’s attendance record and official transcript indefinitely.
PSI has a computerized student tracking system which maintains permanent records of all student’s enrollments, grades, transcripts; graduation, withdrawal and termination information. (Revised 8-5-2008)
Access to student educational (academic) records by the administration is on a need-to-know basis only.
Student files are also used for statistical reports required by certain agencies, governmental requirements and higher education.
Section 504 of the Rehabilitation Act of 1973 is a federal law designed to protect the rights of individuals with disabilities in programs and activities that receive federal funds from the U.S. Department of Education (ED). Section 504 provides: "No otherwise qualified individual with a disability in the United States . . . shall solely by reason of her or his disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance . . .”
Students Protected under Section 504 of the Rehabilitation Act of 1973.
Section 504 covers qualified students with disabilities who attend schools receiving Federal financial assistance. To be protected under Section 504, a student must be determined to: 1) have a physical or mental impairment that substantially limits one or more major life activities; 2) have a record of such an impairment, or 3) be regarded as having such an impairment.
Does a student have to inform a post-secondary school (PSI) that he or she has a disability?
No. However, if the applicant or student wants the school to provide an academic adjustment, the student must identify themself as having a disability prior to needing the academic adjustment in the classroom. Likewise, the applicant or student should let the school know about the disability if he or she wants to ensure that they are assigned to accessible facilities. In any event, the applicant or student’s disclosure of a disability is always voluntary.
What academic adjustments must a post-secondary school provide?
The appropriate academic adjustment will be determined based on the applicant or student’s disability and individual needs. PSI is required to provide appropriate academic adjustments necessary to ensure that the institution does not discriminate on the basis of disability.
In compliance with the American Disability Act any student that has a documented disability will be granted reasonable accommodations for that specific disability. These accommodations will be arranged by the Director of Education, who is also the ADA Coordinator and the individual Program Coordinator or Director.
PSI is not required:
• to identify the applicant or student as having a learning disability or to assess student needs.
• to lower or effect substantial modifications to essential requirements or be required to change the substantive content of the testing.
• to make modifications that would fundamentally alter the nature of a service, program or activity or would result in undue financial or administrative burdens.
• to provide personal attendants, individually prescribed devices, readers for personal use or study, or other devices or services of a personal nature, such as tutoring and typing.
If the applicant or student wants an academic accommodation, what must the student do?
The applicant or student must inform the school that he or she has a disability and needs academic accommodations.
Unlike local school districts, post-secondary school’s are not required to identify the applicant or student as having a disability or assess the student’s needs.
Note: The Admissions Office has a government publication to assist students with disabilities. The publication is:
“Students with Disabilities Preparing for Post-Secondary Education: Know Your Rights and Responsibilities.”
PSI procedure for academic accommodations due to disability:
1. The applicant or student should present a written request for his or her disability and the need for academic accommodation prior to needing the academic adjustment in the classroom.
2. The request should be submitted to the appropriate program director, coordinator, administrator or to the Director of Education, which ever is appropriate for the student’s chosen program.
3. The appropriate director, coordinator, administrator or the Director of Education will notify the applicant or student and arrange a personal meeting to discuss the student’s disability and what academic accommodations can or cannot be made.
4. The appropriate program director, coordinator, administrator or the Director of Education will document the meeting and the academic accommodations and final decisions. This document is to be signed by the appropriate program director, coordinator, administrator, or the Director of Education and the student.
5. The student will receive a copy of this documentation and the original will be placed in the student’s academic file.
6. If the applicant or student believes he or she has been discriminated against, the applicant or student should refer to the grievance policy in this catalog, and follow the procedure.
This information was obtained from the government web site at http://www.ed.gov. and was last modified on 07/05/2005.
Students wishing more information should go to this for more detailed information.
Registration Adding a Course
Dropping a Course
Withdrawal from a Course/Program Newly Enrolled Student Registration:
Course registration for newly enrolled students is done during the Academic Orientation Meeting for each department.
This form is completed by the student and returned to the Director of Education or Registrar.
Currently Enrolled Students:
During the tenth week of each quarter, the schedule for the next quarter is reviewed, updated, if needed, and available to all currently enrolled students. Students pre-register for the following quarter. Upon successful completion of all courses in the current quarter the Director of Education will approve registration for the upcoming quarter. (Student billing is completed from registration forms.)
The pre-registration procedure is as follows:
1. Each student is issued a registration form during one of his/her class periods during the tenth week. (All students pre-register for courses by using PSI registration form.)
2. The student checks the appropriate box for each course in which he/she chooses to preregister for the next quarter.
3. The student signs, dates the form, and returns it to the Director of Education for academic approval.
4. Upon receipt of final grades, the Director of Education will review the student’s academic transcript. If the student has successfully passed all courses that he/she was registered
and the quarterly GPA is above 2.0 the Director of Education will approve the student’s registration.
Note: Student’s who do not successfully complete courses will not have their pre-registration form signed, but will meet with the Registrar to discuss appropriate plans of study.
5. Upon academic approval, the form is submitted to the Financial Aid Administrator and Student Accounts Officer for financial approval.
6. Upon financial approvals, each student will receive a completed copy of his/her registration form.
7. Approval signatures are required from all three before final registration approval is granted.
Note: Failure to register for courses as outlined above may result in delayed progress in the program, as seats in a particular course may become filled.
Questions regarding course registration, adding or dropping a course should be addressed to the Registrar.
Email: [email protected]
Adding of a course must be done seven (7) days prior to the start date of a course. A course Add Form must be completed to make an official change in the registration.
Forms may be obtained from the Registrar. All changes in schedules are made through the Registrar to safeguard the accuracy of the student’s permanent record.
Dropping of a course must be done prior to the first day of class. A course Drop Form must be completed to make an official change in the registration. Forms may be obtained
Dropping of a course must be done prior to the first day of class. A course Drop Form must be completed to make an official change in the registration. Forms may be obtained