The Office of the Registrar provides services related to the creation and maintenance of a student's academic record. The office oversees student enrollment and registration, coordinates class rosters and grade submission.
The office provides the academic calendar, the calendar of events and assigns classroom space. The office also monitors the satisfactory academic progress, runs graduation audits, issues diplomas and provides certification and verification services.
The Office of the Registrar offers personalized and friendly guidance and information on John Cabot University academic regulations.
Academic advising is a mandatory activity for all degree-seeking students that is held every semester: dates are available on the Academic Calendar. It is a requirement to register for the following semester: during the Fall semester, students register for Spring courses; during the Spring semester, students register for Summer Session I, Summer Session II, and Fall courses. Students will not be able to register for classes until they have met with their Academic Advisor and cleared their accounts of any other additional hold. Students can check on their Online Registration System if they have any holds: once they have logged-in, they can see their hold log on the left-hand side of the page. If no holds are listed, their account is clear.
Students are assigned an Academic Advisor depending on their major(s): students pursuing a double major or double degree will be assigned two Academic Advisors, one per each major/degree. Academic Advisors will contact their advisees to schedule an appointment, during the two-week period that can be found on the Academic Calendar. Prior to their appointment, students are required to download a degree planner and complete it with the courses that they have already taken. They should bring the completed degree planner to their advising appointment, along with a copy of their unofficial transcripts.
Students can access their Academic Advisor's personal advising page through the Academic Advising Center. If students do not know or are unsure about who their Advisor is, they should contact the Registrar's Office at [email protected].
Academic Orientation is a mandatory, important and integral part of the university experience. The Academic Orientation week is designed to help you smoothly transition to life at John Cabot University and the city of Rome. The mission of the Orientation Program (OP) is to provide new incoming students and their families with an introduction to John Cabot University in order to allow a successful transition into the JCU community as well as to life in Rome.
Mandatory placement exams in English Composition and Mathematics are administered to all incoming degree-seeking students provided that they have not received transfer credits. An English Composition Placement Examination is given prior to the beginning of the semester to determine the entry level for each student in this important sequence of courses. All students must demonstrate proficiency in Mathematics by completing MA 101 Intermediate Algebra or MA 100 Finite Mathematics, with a grade of C - or above. Students who have declared or plan to declare a major in Business Administration, International Business, or Economics and Finance are required to take MA 101 Intermediate Algebra. Other students have the option of choosing between MA 101 and MA 100.
Students are assigned an Academic Advisor depending on the major(s) they have chosen in their application. Academic Advisors will contact their advisees to schedule an appointment, during predetermined days of the orientation week that can be found on the Academic Calendar. Completion of advising is mandatory in order for students to be registered for classes.
The Academic Advisor that students meet during their first appointment may not be their permanent Academic Advisor, who will be assigned to them later in the semester.
Once students are enrolled by the Registrar’s Office in the courses that students have picked with their Academic Advisor, students will be able to access their schedule (courses, times, locations, professors) through the Online Registration System. The IT Department will provide students with their credentials. Students can email the IT Department at [email protected] if they have yet to receive their credentials and/or are in need of assistance.
During their first semester, students will be able to make changes to their schedule only by contacting their Academic Advisor for approval. If students would like to change the section of a course (same class, different times/professors), they can directly email the Registrar’s Office at [email protected] and request the change. Changes will be possible only upon class availability.
All students can refer to the following step-by-step video tutorials to navigate through the registration process:
How to register for classes
How to add a new course
How to drop a course
Class conflicts
How to check account holds
How to change your password
Learn more about JCU policies and procedures for transfer credits and applicability of course credits to a JCU Associate or Bachelor of Arts incorporate these basic principles.
John Cabot University rewards and values the work that students have done in high school or previous universities/colleges. This is why we take extra care of evaluating all students’ academic credentials that could be eligible for transfer credits prior to admitting them to John Cabot University.
Please refer to the orientation page to learn more about orientation activities.
Starting with the Spring 2020 graduating class, John Cabot University has teamed up with Parchment, a digital credentials service, to provide a digital version of the JCU diploma. Graduates can now easily share their accomplishments with family, friends, and most importantly, potential employers.
Upon completion of the degree, graduates will receive an email to electronically '"claim" their diploma.
Graduates can get their digital diploma by checking their JCU email for a message from Parchment and John Cabot University, then following these 3 simple steps:
1. Click on the link in the email
2. Create a password
3. Download a secure PDF or share the digital diploma via a verified link.
Graduates can log in to their Parchment account at any time to share their diploma again and again. If you have questions about the Digital Diploma once you have received it, please email [email protected]
Note: only graduates whose accounts are free from any holds will be able to "claim" their Digital Diplomas via Parchment.
Share your Achievements
• Easily share your digital diploma with employers with a secure and verified link
• Share on Facebook and LinkedIn
View or Download
• Permanent access to view your digital diploma online at any time
• Download your digital diploma and save as a PDF
To obtain transfer course approval, students must:
1 - Meet with their Academic Advisor to make sure that studying abroad fits well with their academic plan;
2 - Plan on taking academic courses that do not repeat material that they have already completed;
3 - Plan on taking all coursework in the proper sequential order (i.e. students may not take MA 198 Calculus abroad if they should have taken MA 197 Pre-Calculus first at JCU);
4 - Obtain pre-approval for all their selected courses from the Registrar's Office by submitting a Course Away Form. The Registrar’s Office will evaluate both the University and the courses and inform the students of the JCU equivalencies.
To receive credit, students must keep in mind that transfer credits are not awarded in advance. The Registrar's Office will only transfer non-JCU coursework after courses have been completed and an official transcript with final grades has been received.
Courses in which a student received a final grade of C- or below may be repeated. No grade is removed from the transcript, but only the last grade received in a course is considered in computing a student's grade point average and credits earned. This pertains only to classes taken and repeated at JCU. If a class is repeated outside JCU, both the initial grade and the subsequent grade will appear on the transcript and will be considered in calculating a student's grade point average.
Students who are currently matriculated may transfer credit for courses taken at other institutions by submitting a Course Away Form to the Registrar's Office before the courses are taken. All grades will be registered on JCU transcripts and factored into your CUM GPA at JCU.
Students receiving U.S. government financial aid must check with the JCU Financial Aid Office before enrolling in courses at other institutions. Students are not to complete thesis courses or major program capstone courses at other institutions
In order to transfer the credits for courses taken abroad, the Registrar's Office must receive official transcripts from the institution where students conducted their study abroad semester.
Official transcripts must be submitted in one of the following ways:
Mailing address for air-mail and overnight deliveries:
John Cabot University
Registrar's Office
Via della Lungara, 233
Rome (RM) - 00165 - Italy
Email address for script-safe transcript submission: [email protected]
Direct Exchange
Current JCU students who are interested in studying abroad can learn more about the complete list of institutions, the application process, and eligibility requirements on the Direct Exchange Program page.
Students must complete the Course Away Form listing the courses that they would like to take abroad and their course description. The Registrar’s Office will evaluate both the University and the courses and inform the students of the JCU equivalencies. Please note that courses will be transferred and added to the students’ JCU transcripts once the official transcripts are received.
Independent Study Abroad
Current JCU students can study abroad at a regionally accredited American institution or any accredited and authorized national university. Please refer to the official Independent Study Abroad webpage for more information about the program and its application process.
How is Independent Study Abroad different from the Direct Exchange program and what are the steps?
1 - Course Approval: students should schedule an appointment with their Academic Advisor to make sure that the courses they wish to enroll for will transfer back to JCU and will further their academics by fulfilling major and/or minor requirements. Students that are going abroad during the first semester of their Senior Year at John Cabot University need to submit a Petition for Exemption to Academic Policy with their Academic Advisors to waive the “last 30-credit” residency requirement. Students must complete the Course Away Form listing the courses that they would like to take abroad and their course description. The Registrar’s Office will evaluate both the University and the courses and inform the students of the JCU equivalencies. Please note that courses will be transferred and added to the students’ JCU transcripts once the official transcripts are received.
2 - Application: students are responsible for submitting their application to the host university, along with any supporting documents, by the host university's deadlines;
3 - Tuition: students who study abroad independently pay tuition and any additional enrollment fees directly to the host university, according to the host university's prices, policies and deadlines;
4 - Leave of Absence: students will need to apply for a Leave of Absence from John Cabot University for the duration of their study abroad
Important: US Federal Aid: if students are US Federal Aid recipients, completing coursework online or in the U.S.A. may put them at risk of losing federal loan eligibility. This affects all US Federal Aid recipients who spend a term at a US institution, study abroad with a program hosted by a US institution, or enroll in a distance learning programs at a US institution. For further assistance, please email the Financial Aid Office at [email protected].
Learn more about these study abroad options for JCU students.
The Registrar’s Office provides enrollment verification services for all students. Students can submit their request online at any time, using the online Request Form for Enrollment Services. The office provides the following services:
Letters can be issued in English or Italian and sent either via airmail to the provided physical address or via email to the provided email address.
Certificates and letters are processed in the order in which they are received and take at least five full business days to be processed. This processing time may increase during our peak periods — the beginning and end of every semester, and just after the graduation ceremony in May. Students should plan ahead, make sure not to request certificates at the last minute, and allow for the time it takes the Registrar’s Office to prepare them.
Please note that the Office of the Registrar can only process enrollment certificates for semesters in which students are registered, and only after the drop/add deadline of the given semester has passed. Please refer to the Academic Calendar for deadlines. Furthermore, the Registrar's Office can issue letters only for students that are clear from any hold.
FERPA, the Family Educational Rights and Privacy Act of 1974, is a federal law that pertains to the release of and access to educational records. The law applies to all schools that receive funds under an applicable program of the US Department of Education.
FERPA gives parents certain rights with respect to their children’s education records. These rights are transferred to the student when he/she reaches the age of 18 or attends a school beyond the high-school level.
John Cabot University may not release directory information contained in a student's education records, on the basis of Italian legislative decree n. 196 dated 30 June 2003.
FERPA Disclosure Notice for Study Abroad Students
In accordance with the Family Educational Rights and Privacy Act (FERPA), John Cabot University may disclose your education records, including your academic transcript, to officials of your home institution for purposes related to your enrollment, transfer, and evaluation of transfer credits. By participating in this program, you are hereby notified that such disclosures will occur without your further written consent, as permitted under 34 CFR § 99.31(a)(2).
Download the Ferpa Release Form.
As of 1 September 2021, FERPA forms can only be accepted if they are signed in the presence of a member of the staff of the Office of the Registrar, the Dean of Academic Affairs, the Associate Dean of Academic Affairs, the Assistant Dean of Academic Affairs, or the Dean of Students.
Should a student not be able to do so, the student must participate in a video call (MS Teams, Zoom, Skype, etc.) with someone in one of the positions listed above. During the call, the student will be required to sign the form and to display proof of ID (passport, ID card, JCU ID, etc.). Once this is done, the student must, within an hour of the end of the call, scan or photograph the signed FERPA form and send it the JCU staff member with whom they met.
May I access my child’s student record?
At the post-secondary level, parents have no inherent right to access or inspect their son's or daughter's educational records. The right of access is limited solely to the student.
May I view my child’s grades, exams or obtain information regarding his/her academic progress?
Final grades, grades on exams, and other information about academic progress are examples of the confidential information that makes up part of a student's educational record. This information is protected under FERPA and parents do not have access to it unless the student has provided express, written authorization.
What about crisis or emergency situations?
If non-directory information is needed to resolve a crisis or emergency, an educational institution may release that information if the institution determines that the information is necessary to protect the health or safety of the student or other individuals.
Whom should I contact with questions or concerns?
Direct general questions to the Registrar's Office.
For further and more detailed information about FERPA, you can download the Department of Education’s Guidance for Parents.
What are my rights under FERPA?
Under FERPA, you have a right to:
Who can access my educational records?
Your educational records are confidential and may be disclosed to:
When do FERPA rights begin?
Your FERPA rights begin when you enroll; that is, when you have registered, paid and classes have begun.
Can my parents get information about me?
Without your express, written permission, your parents, like all other third parties, may have access only to your directory information. If you have restricted some or all of your directory information from access by the public, then those items of directory information are considered confidential, and cannot be released to your parents or other third parties.
Whom should I contact with questions or concerns?
Direct general questions to the Registrar's Office.
For further and more detailed information about FERPA, you can download the Department of Education's Guidance for Students.
In Spring and Fall, final exams are held during a one-week period, while in Summer final exams are held in one day. Specific dates can be found on the Academic Calendar. Students and Professors should check the Final Exam Schedule for the specific dates, times, and locations of each exam.
Students that have more than three exams in one day may request to take one of the three exams on the make-up day by completing and submitting the Request for a Make-up Final Exam form. Students need to submit the form by the last day to withdraw from a class, which can be found on the Academic Calendar. All make-up exams will be held on the same day and will be proctored by Assistant Dean Lanzone, who will contact students regarding their request.
Please note:
Forms available for students are the following:
Important Notice for International Students
Before applying for a leave of absence, semester withdrawal, or participating in a direct exchange program, students must consult with the Immigration Services Office. Leaving Italy for an extended period may have serious implications for your immigration status.
The Immigration Services Office can provide guidance tailored to your specific situation, helping you make informed decisions.
Please note that students are solely responsible for any decisions made regarding their immigration status. The university cannot be held liable for any immigration issues that may arise as a result of a student leaving Italy.
Leave of Absence
By filling out this form, students will request a one-semester-long leave of absence. The leave of absence will be active from the semester following the one they are currently enrolled in. For example, if they request a leave of absence in Spring 2023, they will be away from the University during Fall 2023. The leave will be indicated on the students’ transcripts for the requested semester. They will not be unenrolled from the University and will be able and expected to return, without re-applying, at the end of their leave.
Students may take a leave of absence for such reasons as independent study abroad, medical treatment, family crises, or financial issues. Students may submit a leave of absence form by the end of the drop/add deadline of the semester for which the leave is being requested.
Students who take two consecutive leaves of absence must reapply to the University in order to continue their studies.
Withdrawal from the University
By filling out this form, students will request to permanently withdraw from the university as of the following semester for which they are registered. Should students decide to come back to study at JCU, they will have to go through the application process again.
Students that wish to withdraw from the University should first discuss their plans with their Academic Advisor or an Academic Dean, and then submit an Official Withdrawal form. In order to withdraw from the University, students must clear all debts with the University.
In case of students that have been granted a one-year permit to stay, the University will notify the Italian authorities that they are no longer JCU students.
Withdrawal From the University Form
Withdrawal from the Semester
By filling out this form, students will request to be withdrawn from the current semester for which they are registered. Students will receive Ws in all the courses for which they are registered. They will not be withdrawn from the University, and will be able and expected to return, without re-applying, next semester.
In order to withdraw from the semester, students must clear all debts with the University. Students that fail to follow the above procedure and simply stop going to class will receive a failing grade for courses not completed.
The deadline to withdraw from the semester is the last day of classes of the semester from which you wish to withdraw. Please refer to the Academic Calendar for dates.
Withdrawal From the Semester Form
Single-course Withdrawal
By filling out this form, students will request to be withdrawn from a specific course for which they are registered. It is recommended that students talk to their professor before making this request. They may withdraw from a course after the Drop/Add period, but before the last day to withdraw from a course (see Academic Calendar). A grade of W will be recorded for all courses in progress at the time of withdrawal and will not affect their GPA.
Students are financially responsible for courses for which they are registered after the Drop/Add period, even if they ultimately withdraw from them. Students should contact the JCU Immigration Services and Financial Aid Offices to check how withdrawing would impact their situation. Study abroad students are required to inform their home universities and/or advisors of their intention to withdraw from a class, as financial or academic sanctions may apply as a result.
The Registrar's Office requests students to submit a Petition for Graduation at least one semester in advance (i.e. if students are planning on graduating at the end of the Fall 2023 semester, then they should submit their petition for graduation during the Spring 2023 semester). This timeframe allows the Office of the Registrar to ensure that students meet all the necessary requirements for graduation and, should there be any issues, grants students ample time to make the necessary adjustments.
The Commencement Ceremony is held at the end of the Spring semester, during the month of May.
Only students who have completed all graduation requirements, or who have completed all but two courses of their graduation requirements and will complete those two courses by the end of the following summer sessions, will be allowed to participate in the ceremony. Students who complete graduation requirements at a time other than the end of a spring semester or the following summer sessions are encouraged to return to the University the following May to participate in the commencement ceremony.
For further information about JCU Graduation, please refer to the Commencement page.
Every semester, current Degree-Seeking Students must register for the following semester on the specific dates that can be found on the Academic Calendar. Completion of the Academic Advising is a requirement to register for the following semester: during the Fall semester, students register for Spring courses; during the Spring semester, students register for Summer Session I, Summer Session II, and Fall courses. Students will not be able to register for classes until they have met with their Academic Advisor and cleared their accounts of any other additional hold. Students can check on their Online Registration System if they have any holds: once they have logged-in, they can see their hold log on the left-hand side of the page. If no holds are listed, their account is clear.
Instead, Study Abroad Students will be able to register for classes on the specific dates that can be found on the Academic Calendar.
All students can refer to the following step-by-step video tutorials to navigate through the registration process:
How to register for classesStudents cannot be added to full classes or granted the possibility to access the class by Professors. They should keep on checking the class availability and, in case, register for it.
JCU transcripts contain course work taken at the University. Transcripts, both official and unofficial, will not be accessible to anyone whose records have been blocked due to holds. Should transcripts be withheld due to one or more reasons, it is the responsibility of the student to contact the appropriate department to clear the account.
Only John Cabot University transcripts will be issued. Copies of other schools' transcripts are NOT included. Transcripts from other schools must be ordered from the original institution.
Transcripts are typically sent within two business days of receiving the transcript request and payment. Processing time may increase at the end of each semester due to the high number of transcript requests. Students should plan their transcript requests accordingly. John Cabot University has no control over the delivery time of transcripts shipped via regular airmail.
Unofficial transcripts report the same course and grade information as the official transcripts; however, they are not considered official because they do not have the official university seal imprinted on them and are not suitable for transfer purposes. Unofficial transcripts are used primarily for student reference.
Unofficial transcripts are available through the online registration system - under the grades tab - for all students that have completed coursework after 2003.
Unofficial transcripts are not available online for students that completed all or part of their coursework prior to 2003.
JCU has partnered with Parchment to provide secure, certified electronic PDF transcripts. The PDFs are sent over a secure network to the email address of the recipient students indicate on the request and are considered official records. These eTranscripts are certified by a digital signature and security encryption. While nowadays eTranscripts are widely accepted, we strongly recommend that students confirm with their designated recipients that they will accept this record format before placing an order.
Only coursework taken after 2003 can be sent via Certified Electronic PDF transcripts. Students may track their request online and will also receive an email notification when the transcript request is approved and sent.
Payment Information
Electronic transcripts cost $8.00 / €8.00.
Payment is made directly through Parchment Exchange, which employs the same Secure Socket Layer (SSL) technology that powers all online banking solutions.
Options For Holding Delivery
HOLD FOR GRADES – Students should select this option if they want transcripts held until the end of the semester when final grades are posted. Please check with the Registrar's Office for specific date.
Disclaimers
Availability disclaimer: Electronic transcripts are available for students that attended John Cabot University after 2003. Students that have attended JCU before 2003 can only request hard copy transcripts.
Administrative Hold: Transcripts are not issued until all outstanding accounts with the University are paid.
Hard copy transcripts are to be requested using the designated Transcript Request Form. If an official transcript request form is not submitted, official records will not be released. The signed request form may be submitted:
Payment Information
Paper transcripts cost $10.00 / €10.00.
Payment can be made:
Please note that online payments may take up three working days to clear. Transcripts will not be issued until confirmation of payment is received by the Registrar's Office.
Shipping Methods
Regular Mail: unless otherwise indicated on the request form, hard copy transcripts are mailed out via regular air mail. It may take up to 25 business days for transcripts to be delivered to the designated destination.
Express Shipping: upon request and payment of $20.00 / €20.00, transcripts may be sent via UPS express mail. This shipping method should be specifically selected on the request form by checking the "Expedite Courier (UPS)" option under the Special Handling section. Transcripts issued via UPS will arrive at destinations within 5 business days.
Options For Holding Delivery
HOLD FOR GRADES - Students should select this option if they want transcripts held until the end of the semester when final grades are posted. Please check with the Registrar's Office for specific date.
Disclaimers
Administrative Hold: Transcripts are not issued until all outstanding accounts with the University are paid.
Pick Up Times
If students wish to pick up their official transcripts in person, they can stop by the Registrar's Office during our opening hours:
Monday – Wednesday: 9AM – 6PM
Thursday and Friday: 9AM – 5PM
Designating A Proxy:
If students wish for someone else to pick up their official academic records, they must email an official Academic Statement Proxy Collection Form to the Registrar’s Office at [email protected]. The form is valid for single use only.
Disclaimers
Administrative Hold: Transcripts are not issued until all outstanding accounts with the University are paid.
