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Registrar Services

VCOM’s Office of the Registrar is committed to serving prospective and current students, graduates, faculty, staff, and administration. The Registrar’s office serves as a primary resource for information and record-keeping, including but not limited to, annual enrollment updates and verification, student transcripts, application to ERAS, graduation readiness, and post-graduation credential verification. The Office of the Registrar is compliant with the directives, mandates, and recommendations provided by the Family Educational Rights and Privacy Act.

Name Change Request

To have your name officially changed by VCOM, you will need to complete the Name Change Request Form and submit it, along with the following supporting documentation, to the Office of the Registrar:

  • Copy of social security card with your new name;
  • Copy of driver’s license with your new name; and
  • Copy of one form of legal documentation certifying your name change (marriage license, divorce decree, court order, etc)

Changes to a student’s name will not be made after the student graduates.

Name Change Request (PDF)

AAMC/ERAS Token Request

Current students will automatically receive a token during the third academic year of medical school. Former students needing an ERAS token should contact the Office of the Registrar, using their assigned and secure VCOM email address.

Certified Diploma Copies

At graduation, all graduates are given a jpg copy of their diploma. However, alumni may request a jpg copy of their diploma at any time by completing and submitting the Document Request Form.

Change of Status

Students who wish to withdraw or take a leave of absence must contact the Associate Dean for Student Affairs for more information.

Fellowship Program Request

VCOM graduates who wish to apply for a fellowship can request their VCOM records be submitted through the Electronic Fellowship Documents Office (EFDO) as part of ERAS (see ERAS for instructions). Please also notify the Office of the Registrar via email, using your assigned and secure VCOM email address, regarding your fellowship request.

Health Professionals Scholarship Program (HPSP)

Any student required to submit enrollment documentation as part of HPSP should provide the required form to the Office of the Registrar.

Loan Deferments

Deferment forms are to be provided by the student, along with the name and address or fax number where the completed form should be sent. These documents will be processed in the order in which they are received, and only for enrolled students. New student requests will be processed after matriculation.

Notary Services

The Office of the Registrar offers Notary services for current students only. If you are a current student and require Notary services, please visit the Office of the Registrar, Monday-Friday from 1-4 pm or schedule an appointment.

USMLE Certification of Identification and Authorization Form

In order to take the USMLE, submit the Certificate of Identification and Authorization Form to the Office of Registrar. This service is available during the weekday, check individual campus for specific days and times.

Verification/Certification of Education for Residency, Licensures and Fellowships

If you have a form that needs to be completed in order to verify education for your residency, licensure or fellowship, please send the form(s) to the Office of the Registrar by email, fax or regular mail.

Veteran Benefits

Any student receiving veteran benefits should notify the Office of the Registrar for instructions. The Office of the Registrar does not determine eligibility or have access to any students’ Veterans Affairs records. An Educational Veteran’s Benefit Form supplied by the Office of the Registrar will need to be completed. Please note that any outside scholarships that pay toward tuition and fees may cause a reduction in the amount received through the VA benefits.

Veteran’s Educational Benefits Request Form (PDF)

Annual Notification of Student Rights under FERPA

Students attending, or who have attended the Edward Via College of Osteopathic Medicine (VCOM), are given certain rights under the Family Educational Rights and Privacy Act of 1974 as amended (20 U.S.C. 1232g) and Rules of the(34 C.F.R. Part 99) implementing this Act.

Within the College Catalog and Student Handbook, VCOM provides a list of information defined as "Directory Information", as well as more details regarding your rights under FERPA and the procedures VCOM has established to help you exercise your rights. These rights include:

  • The right to inspect and review your education records within 45 days following receipt of a request;
  • The right to request the amendment of your education records that you believe is inaccurate, misleading, or otherwise in violation of your privacy rights under FERPA. If VCOM decides not to amend the record, the eligible student then has the right to a formal hearing. After the hearing, if VCOM still decides not to amend the record, the eligible student has the right to place a statement with the record setting forth his or her view about the contested information.
  • The right to expect VCOM to protect your confidentiality - neither your records nor your personally identifiable information contained in them, except for Directory Information (see below), will be released without your permission to anyone other than those parties specifically authorized by FERPA;
  • The right to refuse to permit the release of your Directory Information. If you wish to prohibit the College from sharing your Directory Information, you may ask the Office of the Registrar to place a FERPA restriction on your academic record. Please consider very carefully the impacts of any decision to withhold Directory Information. If you choose to notify the College to withhold this information, any future requests from non-institutional persons or organizations will be refused unless your written consent is provided with the request.Please be aware that this includes verification of education/degrees earned at VCOM.
  • The right to file a complaint with the Student Privacy Policy Office (SPPO) of the U.S. Department of Education concerning alleged failures by VCOM to comply with FERPA requirements. Complaints may be submitted to:
    Student Privacy Policy Office
    United States Department of Education
    400 Maryland Ave., S.W.
    Washington, DC 20202-5920

VCOM does not publish student Directory Information publicly. VCOM shares Directory Information with third parties as part of enrollment or degree certification processes, or when required to do so under state and federal laws.

Contacts

Registrar's Office

VCOM-Virginia
2265 Kraft Drive
Blacksburg, VA 24060
540-231-9387
registrar-vc@vt.vcom.edu

Contacts

Registrar's Office

VCOM-Carolinas
350 Howard Street
Spartanburg, SC 29303
864-327-9809
registrar-cc@carolinas.vcom.edu

Contacts

Registrar's Office

VCOM-Auburn
910 S. Donahue Drive
Auburn, AL 36832
334-442-4079
registrar-ac@auburn.vcom.edu

Registrar's Office

VCOM-Louisiana
4408 Bon Aire Drive
Monroe, LA 71203
318-342-7152
registrar-lc@ulm.vcom.edu