Requests and Forms
Here is a list of many of the services the Office of Registration and Records provides.
If you have access to Loyola's Online Conection to University Services (LOCUS) should use it. There are many taskthe the student and faculty member can do directly in LOCUS. If a form is needed, LOCUS also provides a link to forms. If you do not have access to LOCUS, please feel free to use the form provided below.
All forms are designed to be filled out on-line and can be delivered electronically. If absolutely necessary, a form may be printed (once keyed out), mailed, faxed, or hand delivered to the Office of Registration & Records.
APOSTILLES, Authentication of American academic credentials
Loyola University Chicago graduates who plan to work or further their education abroad may need to authenticate their degree, transcripts, and/or their diploma. This process is often referred to as an Apostille. This is the legalization of a document for international use under the terms of the Hague Convention. It is imperative that the graduate verifies the specific documents and authentication required by the receiving country. Please note that many countries who were not a part of the Hague Convention are also requiring official certification of a student's education.
Apostille Request Form, with instructions
Student emails his/her request to audit a course to the Dean for submission to the Office of Registration & Records
- Graduate Student Request to Audit a Course Form
- Undergraduate Student Request to Audit a Course Form
COURSE DESCRIPTION REQUESTS (no form)
Individuals needing course descriptions may e-mail, fax or mail their requests to the Office of Registration and Records. Please include your full name used while attending Loyola and as much information about the course as you may recall (i.e.,. title, instructor, term taken, division, etc.).
This form is to be used for the creation of new courses and to edit the description or status of an existing course. It is available to the faculty and the division deans through LOCUS
DIPLOMA REPLACEMENTS / DUPLICATES
Please see the form for important details.
FERPA, DIRECTORY INFORMATION NON-DISCLOSURE REQUEST
Directory Information is information contained in the education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed and which can be released by Loyola without teh student's permission. However, students have the right to block the release of this information.
To do so, go to the Personal Information section on you Student Center page.
Students may request a review of the grade received for work done in a course. Student's may use this form to initiate the review process. Grade Change Request Form
Instructors will use the available to them through LOCUS to submit a grade change if appropriate.
Coursework completed to resolve the mark of "I" (Incomplete) must be submitted within the first 6 weeks of the following term; 6 weeks in to the Fall Term for Spring and Summer terms and 6 weeks in to the Spring Term for Fall Term work.
Appear in person with one or more of the following showing your new name: federal or state ID or federal or state ID and a marriage certificate or court order. Bring the form and your identification to the Office of Registration & Records, or appear before your local notary public. This form, not a copy, must be mailed or hand delivered to the Office of Registration and Records along with clear copies of the proof documents submitted to the notary public.
OTHER REQUESTS (no form)
Must be written, signed, faxed or mailed. Please provide as detail as will help us respond to your request. FERPA sensitive requests may require additional processing. Be certain to provide clear contact information.
PASS / NO-PASS REQUESTS
Student initiated. E-mail this form to your Dean. Your Dean will submit it to the Office of Registration & Records.
PERMISSION TO TAKE COURSEWORK AT ANOTHER UNIVERSITY
The student and the academic advisor (or the dean, chairperson or program director) must complete this form. Students should meet with their academic advisor to discuss requests for permission to take courses at another institution. For more information, go to: http://www.luc.edu/academics/catalog/undergrad/reg_permission.shtml
REQUEST TO TRANSFER CREDIT FOR NEW FRESHMEN STUDENTS
New first-time freshmen may transfer a maximum of 5 courses carrying up to 4 credit hours each toward their undergraduate degree requirements. The application form must be completed and received within 30 days of initial matriculation at Loyola University Chicago. For more information, go here: http://www.luc.edu/academics/catalog/undergrad/pdf/REVISED%20New_First%20Time_Frsehmen%20Transfer%20Credit%20Policy.01232.pdf
- Transfer Credit Discussion
- Transfer Credit Form
SOCIAL SECURITY NUMBERS
Generally speaking, the Privacy Act of 1974 ( http://www.justice.gov/opcl/privacyact1974.htm ) makes the disclosure of a student’s Social Security Number ("SSN") to the University voluntary. However, there are federal and state laws that require the University to collect a student’s SSN in order to provide the student with certain services, including but not limited to, employment and student financial aid. Loyola University Chicago secures the student's SSN and uses it only as absolutely required. The SSN is never treated as a part of a student's FERPA defined directory information.
To provide the University with your SSN, or if a correction to your number needs to be made, please do the following:
- Complete and present the Social Security Number Form.
- Appear in person at the HUB, or at the Office of Registration and Records, 820 North Michigan Ave, Ste. 510, Chicago Il 60611. Present your Social Security Card and your Student ID for copies to be made.
- Alternatively, the original, not a copy, of the Social Security Number Form may be mailed to the Office of Registration and Records, 820 North Michigan Ave, Ste. 510, Chicago IL 60611. The Form may also be or scanned and emailed to Registrar@luc.edu. Whether mailed or emailed, the attached copies of the Social Security card and Student ID must be clean and clear.
- If a Social Security Number and/or Social Security Card is needed, go to the Social Security Administration's Web site http://www.ssa.gov/
- For Information on the legal requirements to provide your SSN: http://ssa-custhelp.ssa.gov/app/answers/detail/a_id/78/~/legal-requirements-to-provide-your-social-security-number
- Social Security Number, Form
Current student are requested to use LOCUS to order certified copies of their Loyola transcripts. Former students without LOCUS access are able to order copies on-line by clicking "Transcript Request."
Transcript Request (Former students)
Please Note: If you make a request to pick up your transcript on the Water Tower Campus, please do so at the Bursar/Campus Card Courtesy Desk located in the Lobby of the Corboy Law Center, 25 East Pearson, between the hours of 9:00 a.m. and 5:00 p.m.
VERIFICATION OF ENROLLMENT/EDUCATION
Current student are requested to use LOCUS to order a certified verification of enrollment. Former students without LOCUS access are able to order copies on-line by clicking "Verification of Enrollment."