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Enrollment Verifications

Overview

Procedures for processing enrollment verification requests from students, third parties, and institutions, including applicable fees, FERPA requirements, and processing timelines.

  • Everyone must pay the $2 fee, except for:

    • Loan deferrals
    • Investigative requests for educational record data
    • GPA verification letters

  • FERPA Compliance: Per Mark, if the request involves information beyond directory information, we need a Release Authorization Waiver on file. To be safe, always request a signed waiver and a copy of the student's photo ID.

  • Ask the student which semester the request is for. Verification forms for current or upcoming semesters can be processed per Mark — remember to put the last date for refund for the latest class.

Verification Letters

  1. Confirm payment

    • Initial receipt required ($2 at Cashier's Office; no charge for SAC's Childcare program).

  2. Complete or generate the verification letter

    • Write N/A in any areas that are Not Applicable.

  3. Use STAC or RGN to confirm unit load:

    • Full-time:
      • Spring/Fall: 12+ units
      • Summer/Intersession: 6+ units
    • Part-time:
      • Spring/Fall: 11 or fewer units
      • Summer/Intersession: 5 or fewer units

  4. Make the Letter Official

    • Stamp with Mark's signature, then crimp and seal the letter.

  5. Send Out the Letter

    • Email or mail the letter out for the student.

Verification Forms

Warning

Cannot process until the 3rd week of the semester or after the refund/drop deadline

  1. Check class details to confirm drop date

  2. Complete the form

    • If needed, send to other departments via interoffice mail for completion

  3. Make the Verification Official

    • Stamp with Mark's signature and crimp

Note

If the student has a deadline, attach a verification letter explaining the drop date hasn't passed and staple it to the original form

Investigative Requests for Educational Record Data

Note

No fee (typically government forms)

  1. Verify data

    • If discrepancies exist, explain in the Remarks section

  2. Attach unofficial transcript stamped on the back

  3. Seal in envelope and send via outgoing mail

3rd Party Verifications

  1. Refer to National Student Clearinghouse when possible

  2. If a formal written request is submitted:

    • Require a $2 check payable to RSCCD
    • Student must submit a verification letter request and pay at Cashier's Office

Non-Enrollment Letters

Note

Only issued if the student enrolled but dropped before the course appears on transcripts. If enrollment appears on transcript, direct them to order an official transcript.

  • Escalate if it is a special case

Special Letters

  • Minor edits to standard letters may be allowed

  • Must be approved by Dean or Associate Dean before release

Student/Educational Institution Verifications

  • Fee: $2

  • Do not fill out external forms directly

    • Write clarifications directly on the form if necessary and attach a standard SAC verification letter

NOTES

  • We do not verify information over the phone

  • When emailing or responding to schools/employers: direct to Clearinghouse when possible, or collect $2 for form completion

  • FERPA-Blocked Students: If an employer provides a valid release form, verify identity and proceed

  • Email processing is allowed without the embosser (per Chris) if needed — always encrypt emailed letters so they can't be edited

  • For students who only attended SCC (not SAC):

    • Issue a letter clarifying SAC and SCC are part of the same district
    • State the student attended the district but only enrolled in SCC courses

  • If in doubt, request a signed release authorization to ensure FERPA compliance