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Records

Records

The Office of Admissions and Records has the responsibility of maintaining the permanent academic records of all students who attend IVCC. Requests to have an official transcript sent to another institution must be submitted to the Office of Admissions and Records in writing. The forms are available in the Office of Admissions and Records, the Counseling Center, or at www.ivcc.edu/transcripts.

In order to better protect the security of student records released by the Office of Admissions and Records, a photo ID will be required when a schedule, transcript, or insurance form is picked up in the office. When another person is picking up an official document listed above, that person will need a letter signed by the student to release the document and will be asked for a photo ID as well.

In situations where a person does not have one of the above forms of ID, the document will be processed immediately and mailed to the student address on file.

Student Access to Records

In accordance with the provisions of Public Law 93-380, a student currently or formerly enrolled at Illinois Valley Community College has the right of access to his/her records.

The types of educational records maintained by the college and directly related to students are those to which student access is allowed per Public Law 93-380. Following are types of educational records at IVCC to which students may request access and the name of the college official responsible for each type of record:

  • An official college academic record (transcript) from the Director of Admissions and Records.
  • Student disciplinary records from the Associate Vice President for Student Services.

For more complete details concerning student access to educational records, refer to the section titled FERPA in the college catalog and student handbook.

Student IDs

It is recommended all students have an IVCC student ID. ID photos are taken in the Admissions & Records office. You must be enrolled in classes and provide a photo ID to get your IVCC student ID:

IDs are required in Jacobs Library to check out books, for free admittance to cultural or intercollegiate sporting events, and when using the Computer Labs.

The student's K-Number (on the bottom of the student ID) is the username for WebAdvisor, Colleague Self-Service, and the network. It is the first part of a student's IVCC email address (knumber@.ivcc.edu), which is the username for Brightspace, your online Jacobs Library account, YOU@IVCC, and eCampus to purchase textbooks. The student's 7-Digit Student ID number (at the bottom of the student ID in purple lettering) will be used in your default passwords as a new student. Your Student ID card will never be used to identify a student. It is to be used only as the username to log into these various computerized college systems.

Students can find their K-Number or 7-Digit ID Number by:

  1. Visiting the WebAdvisor home page and clicking on "What is myuser ID" for Knumber, or "My Class Schedule" under "Registration" for the 7-digit ID.
  2. Using any of the "What is my K-Number" computers across campus.
  3. Visiting the Student Help Desk in the Academic Support Center, A-201.

If requesting a new card, students are required to bring a copy of their schedule and their old ID card. If the student does not have their old ID, they are required to show a photo ID and pay a $5 replacement fee.

All students will be responsible for checking their IVCC email. Official electronic college correspondence will only be sent to the student's IVCC email account. For information on accessing this account, please contact the Student Help Desk in A-201 or by calling 815-224-0318 or submitting a ticket at www.ivcc.edu/shd. 

Transcripts

Transcripts will be released only upon written request by the student.

Transcript request forms may be obtained in the Office of Admissions and Records, in the Counseling Center, or at www.ivcc.edu/transcripts In order to better protect the security of student records released by the Office of Admissions, Records and Transfer Services, a photo ID will be required when a transcript is picked up in the office. When another person is picking up an official document listed above, that person will need a letter signed by the student to release the document and will be asked for a photo ID as well.