Hobart and William Smith Colleges

SERVICES

ENROLLMENT AND DEGREE VERIFICATIONS

The National Student Clearinghouse is now our authorized agent for providing degree and enrollment verifications. If you are an employer or background screening firm requesting this information, please contact the National Student Clearinghouse (or directly at http://www.degreeverify.com) or call them at (703) 742-4200.

RELEASE OF INFORMATION

Hobart and William Smith Colleges complies with the Family Rights and Privacy Act of 1974. The act, enforced by the U.S Department of Health, Education and Welfare, permits students to inspect their educational records, provides the opportunity to review and challenge the contents of their educational records, limits disclosure on non-directory information (such as grades and class schedules) to persons outside the colleges without the written consent of the student. Prior consent is not required for disclosure of educational records to college officials who have been determined to have a legitimate educational interest. Students have the right to limit disclosure of directory information. Such requests must be filed annually. The complete Hobart and William Smith Colleges policy on access to and release of student information is available in the Office of the Registrar.

STUDENT RIGHT-TO-KNOW DISCLOSURE STATEMENT

Notice is hereby given that, in accordance with the Student Right-to Know Act (Title I of Public Law 101-542), the graduation rates of degree-seeking, full-time students are available to all current or prospective students from the Office of the Registrar and will be provided upon request.

N.Y. STATE IMMUNIZATION REQUIREMENTS

In accordance with the N.Y. State Public Health Law 2165, all part-time and full-time students attending colleges and universities in New York State are required to demonstrate proof of immunity against measles, rubella and mumps. All students, born after January 1, 1957, must provide the infirmary with proof of immunity. Requirements include: two measles vaccinations, at least one month apart, with live virus after Jan. 1, 1969, and after first birthday; mumps and rubella (one vaccination each) after Jan. 1, 1969, and after first birthday. Students who fail to comply will not be allowed to register for classes.

GRADE REPORTS

Student grades are available as a Web service to students, via Peoplesoft.

REGISTRATION CONFIRMATIONS

Registration confirmations are printed on-site at registration and can be accessed by students as a Web service as well. Visit Peoplesoft for more information.

CHANGE OF ADDRESS

For prompt delivery of class schedule confirmations and grade reports, please inform the Registrar's Office when your permanent mailing address has been changed. Please inform the Bursar's Office when your billing address has been changed. Address information can be accessed by students as a Web service as well. Visit Peoplesoft for more information.

POLICIES AND PROCEDURES

Students enrolled at Hobart and William Smith Colleges are responsible for knowing College policies, procedures, and regulations governing registration, tuition payment, degree requirements, parking, fees, conduct, smoking etc. Such policies and procedures are outlined in detail in the Handbook of Community Standards.

ACADEMIC TRANSCRIPTS

Official transcripts may be ordered through the National Student Clearinghouse. The link to order an electronic transcript or paper can be found here. Visit the help section for more information. A credit card is required.

Unofficial transcripts for current students can be generated via your PeopleSoft account, which can be found here. Students can get assistance generating transcripts by clicking help, including how to disable pop-up blockers, as this will prevent transcripts from appearing.

DIPLOMA REPLACEMENTS

If your diploma has been misplaced or destroyed, you may request a replacement copy. To request a copy, please complete the Diploma Replacement Request form. Replacement diplomas take approximately 4-6 weeks. Please submit your payment of $75.00 in the form of cash or check via mail to the address below.

Please sign and submit the completed form by doing one of the following:

Scan and send via email to registrar@hws.edu

Fax it to the office of the Registrar (315) 781-3920

Send it via mail to:
Hobart and William Smith Colleges
Office of the Registrar
300 Pulteney St.
Geneva, NY 14456

If a student's name has been legally changed by marriage, court order, or gender change, a new diploma may be issued upon written request, including legal proof of the change (i.e. driver's license, passport, copy of court order) payment of the fee, and return of the original diploma.

APOSTILLE/AUTHENTICATION

What is an Apostille/Authentication?

When traveling overseas, students or alumni may be asked to provide a diploma or transcript to a foreign government. The Apostille may be requested to assess the authenticity of these documents. Be sure to read and understand what is being requested. Diplomas and or transcripts may need authentication. Some entities may require original diplomas and transcripts while others may accept copies so be sure to find out what is needed. Please understand that this is a multi-step process and takes some time to complete.

1. To begin the Apostille Authentication

Diploma Authentication:
Send in the original diploma, a copy of it if copies are accepted, along with a letter indicating what needs to be done and your mailing address for return of your documents to the Registrar's office. We will then verify the diploma and have the original or the copy, whichever is indicated, notarized and sent back to the requestor.

If the original diploma is needed and a replacement is desired please see information on how to obtain a Diploma Replacement.

Transcript Authentication:
Complete the transcript request form. Indicate that the transcript needs to be authenticated for Apostille in the address box. Please provide a mailing address so that it may be returned promptly.

2. It is the responsibility of the requestor to complete the process by submitting the materials to the Ontario County Clerk's Office. Please go to the Ontario County Clerk's website for contact information and further details.

3. After documents have been authenticated by the County Clerk, they will then need to be sent to the NYS Department of State. Please go to the NYS Department of State's website for instructions and fees for submitting documents for the Certification of Authentication. It is the requestor's responsibility to submit the documents to the NYS Department of State.

Please feel free to contact us regarding any questions you may have about this process.

Hobart and William Smith Colleges
Office of the Registrar
300 Pulteney St.
Geneva, NY 14456
(315) 781-3651