| Location |
Type Records |
Official in Charge |
Persons with Routine
Access |
| Registrar's Office |
Official transcripts,
official disciplinary actions, official honors and awards, admissions
records for enrolled students |
Registrar |
Faculty and administrators of
MCG with direct educational interest |
| Academic Admissions |
Letters of recommendation for
undergraduate programs |
Director of
Student Recruitment and Admissions |
Admissions staff and
admissions committee members as necessary to perform their function |
| Academic Dean's Office |
Records pertaining to
correspondence about students, academic records, disciplinary records where required by
school policy |
Individual academic deans |
School faculty and
administrative staff with direct educational interest |
| Academic Departments |
Academic records,
correspondence, interview reports and duplicate admissions records in some undergraduate
programs |
Department chairmen |
Departmental faculty, school
administrative staff and MCG administrative staff with direct educational interest |
| Offices of chairmen of school
and departmental academic evaluation committees and/or promotions committees |
Written evaluations, copies
of letters sent to students from the committee, minutes of the meetings |
Chairman of Academic
Evaluation Committee and/or Promotions Committee concerned |
Academic Evaluation Committee
Promotions members concerned, administrative staff of schools concerned, MCG
administrative staff with direct need as necessary to perform their functions |
| Housing Office |
Housing records, contracts,
correspondence and room inventory |
Director of Housing |
MCG Housing office personnel,
MCG auditors, state auditors |
| Financial Aid Office |
Student financial aid
applications, correspondence and award letters, parents' confidential statements |
Director of Financial Aid |
Director and assistant
director of financial aid, state and federal auditors, MCG administrative staff and
faculty with direct need as necessary to perform their functions |
| Cashier's Office |
Financial records concerning
housing, tuition and fees, records pertaining to accounts receivable |
Assistant
Comptroller |
MCG administrative personnel
with direct need as necessary to perform their functions, state auditors |
| Student Loan Office |
Financial aid payment
records, promissory notes, exit interview reports, bill payments and records pertaining to
accounts receivable, bad-check information |
Assistant
Comptroller |
Federal auditors, state
auditors and MCG administrative personnel with direct need as necessary to perform their
functions |
| Records Center Office |
Admission letters of
recommendation for medical and dental students, interview reports, registrar records of
graduated/withdrawn students one to 15 years after departure |
Records manager |
Records management staff with
direct need as necessary to perform their functions |
| Institutional Relations |
Biographical information from
official records beginning 10-15 years after last enrollment |
Alumni Office |
Alumni office staff as
necessary to perform their functions |