Registration & Records

Hilbert College participates in the Western New York Consortium for Higher Education, allowing eligible students to enroll in one course per semester at another participating institution. Students must review the following guidelines carefully before completing the cross-registration form. Failure to follow these procedures may result in the course not applying toward degree requirements or incurring unexpected tuition charges.

Eligibility and Requirements

To participate in cross-registration, students must meet the following criteria:

• Be a full-time, matriculated undergraduate student at Hilbert College (enrolled in at least 12 credit hours during the semester of cross-registration).
• Enroll in no more than one cross-registered course per fall or spring semester.
• Select a course that is not being offered at Hilbert College during the same semester.
• Only undergraduate-level courses are eligible. Independent studies, internships, and graduate courses are not permitted through cross-registration.

Tuition and Credit

If the student’s combined course load (Hilbert + cross-registered course) does not exceed 18 credit hours, no additional tuition will be charged by the host institution. Cross-registered courses are treated as Hilbert coursework, and both the credits and final grade will be calculated into the student’s GPA.

The host institution may charge additional fees that the student is responsible for outside of their Hilbert tuition.

Additional Information

View the full list of participating institutions and instructions for submitting a cross-registration form.

For questions or assistance, students should contact the Registration and Records at studentrecords@hilbert.edu.

Replacement/duplicate diplomas can be ordered online through Paradigm. They will be printed on the most recent diploma paper with current official signatures and as such may not be an exact copy of your original diploma that you received upon graduation.  There is a $60 fee for diplomas which includes processing and shipping costs.  Please allow 3-4 weeks for delivery.  Paradigm will send out an email confirmation once the diploma has been mailed.  *All holds must be cleared from your record before a diploma order can be fulfilled.

Order Diploma

Official transcripts are a permanent record of your academic history, including all courses attempted, final grades, credits earned, and degrees awarded at both the undergraduate and graduate levels.

Transcripts can be ordered online 24/7 through the National Student Clearinghouse.

• Cost: $15.00 per transcript
• Additional processing fee: Up to $3.50
• Students are not charged until the order is processed
• Orders are non-refundable once processed
• Attachments can be included if needed

Request a Transcript

• 2025-26 Catalog (PDF)
• 2024-25 Catalog (PDF)
• 2023-24 Catalog (PDF)
• 2022-23 Catalog (PDF)
• 2021-22 Catalog (PDF)
• 2020-21 Catalog (PDF)
• 2019-20 Catalog (PDF)
• 2019-20 Catalog Addendum (PDF)
• 2018-19 Catalog

For older catalogs, please email the Office of Registration and Records or visit the McGrath Library.

If you need proof of current or past enrollment, or degree completion, you have two options:

1. Official Transcript – Shows enrollment dates, courses, grades, and degrees.
2. Enrollment Verification Certificate – Confirms enrollment status but does not include GPA, grades, or course details.

Verification documents are commonly required for:

• Scholarships
• Insurance
• Jury duty
• Employment
• Loan deferment

Current Students

Current students can download free Enrollment Verification Certificates through the MyHub Portal using the link below or by logging into Self-Service and selecting Student Record Forms. Hilbert login credentials are required. Once in MyHub, choose “Download Certificates.” You can also request transcripts through MyHub.

MyHub Portal Login

Former Students

If you no longer have access to Hilbert login credentials:

• Visit the National Student Clearinghouse to request enrollment verification ($19.95 fee).
• Or, request an official transcript, which includes enrollment dates and final grades.

For Employers or Third Parties

Verification can be requested directly through the National Student Clearinghouse by selecting the “Verify Now” option. A $19.95 fee applies for third-party requests.

With regard to privacy, personally identifiable information may not be disclosed to others without prior written consent of the student, except for specific cases defined by the U.S. Department of Education. The school must annually distribute to all enrolled students a notice of the availability of the information that is required to be made available to students under the Family Educational Rights and Privacy Act (FERPA).  This act is also known as the Buckley Amendment which was passed by Congress in 1974.

For full details on Hilbert College’s FERPA policy, please visit our Consumer Information page.

In accordance with national record release standards, we do not release documents that have become the property of Hilbert College through a legal release to a third party. In addition, the college does not release or verify other pieces of personal information such as visa numbers, social security numbers, passport numbers, health conditions, etc. We are not the official, legal custodian of record for any data that was not assigned by the institution or for documents that did not originate at Hilbert College and therefore do not have the legal authority to release them. This includes documents such as high school records and transcripts, ACT/SAT scores, AP/IB/CLEP/DSST scores or degree information and college transcripts from other institutions. These records are the property of the college and are for our internal college purposes only. Please contact the originating agency, organization or institution that produced the original records to obtain a legal copy.

Hilbert College cannot certify, verify or validate documents as “original” – “authentic” – “verified” – “certified” (etc.) with the college seal and official signatures unless they originate at the college. This includes copies of diplomas, transcript or other documents previously released to the student or a third party. Students who require an additional certified or notarized diploma, transcript or other official Hilbert College document, should contact us to order one.

Policy

The College shall maintain and release student education records in accordance with FERPA and other applicable laws. Except where disclosure is permitted or required by law, the College will release education records to a party other than the student only upon receipt of a signed and dated written authorization from the student that identifies the records to be disclosed, the purpose of the disclosure, and the party or class of parties to whom the disclosure may be made.

A student or third party may request access to or release of the student’s education records through the Office of Registration and Records. The College may release only those records or categories of information that are responsive to the request and permitted for disclosure under applicable law.

Requests from students or third parties for official transcripts are not fulfilled through the general records release process and must instead be submitted through the transcript request process published by the College. Students are responsible for all fees associated with transcript requests. When appropriate, the College may provide a student or third party with an unofficial transcript or other authorized academic record summary in person or through other approved means. Official transcripts for third-party recipients are provided only through the National Student Clearinghouse Transcript Exchange, consistent with the College’s transcript processing procedures.

With respect to student conduct records, the College will release only information related to conduct matters in which the student was found responsible, unless a broader disclosure is required by law or specifically authorized by the student. When applicable, the release may include the date of incident, policy violation, sanction, date and length of probation or suspension, date of reinstatement from suspension, and date of expulsion.

Personal notes maintained by an individual solely as a personal memory aid do not constitute education records under FERPA and are not subject to release through this process. Such records will be released only when the College determines there is documented legal authority requiring disclosure, such as a lawfully issued subpoena or court order.

Procedure

All requests for records covered by this policy shall be coordinated through the Office of Registration and Records. That office is responsible for receiving and reviewing requests, obtaining any required student authorization, verifying the identity and legitimacy of the requester, determining which office maintains the requested records, and maintaining an appropriate record of the request and disclosure for compliance purposes.

After review, the Office of Registration and Records shall route the request to the appropriate record custodian or office for response. Depending on the nature of the request, this may include, but is not limited to, the Office of the Dean of Students, the Office of Residence Life and Community Standards, academic departments, advising offices, or other administrative offices that maintain the requested records.

Once the responsive records or completed verification materials are returned, the Office of Registration and Records shall review the response for completeness and compliance and then provide the approved response to the student or authorized third-party requester. Requests for official transcripts shall be redirected to the College’s transcript request process and are not completed through the general education records release procedure.

Exceptions

The following records are generally excluded from the definition of education records under FERPA and are not processed through this policy unless otherwise required by law:

• Sole-possession records kept only as personal memory aids and not shared with others, except a temporary substitute.
• Law enforcement unit records created by a law enforcement unit for a law enforcement purpose and maintained by that unit.
• Employment records relating exclusively to an individual’s capacity as an employee, unless the employment is based on the individual’s status as a student.
• Treatment records made or maintained by a recognized professional and used only in connection with treatment of a student age 18 or older or attending a postsecondary institution and not considered part of their education record.
• Records created or received after an individual is no longer in attendance that are not directly related to the individual’s attendance as a student.
• Requests from students seeking access to their health or immunization records should be directed to the Office of Student Life. Such records are handled through that office’s established process and are not processed through the general education records release procedure.
• Records maintained by Campus Safety for criminal investigations or traffic violations are not processed through this policy and will be released, if at all, in accordance with applicable law and College policy governing such records.

Purpose

Hilbert College establishes this Student Location Policy to identify, record, maintain, and update the location of prospective and enrolled students for purposes of state authorization, professional licensure disclosures, consumer information, NC-SARA reporting, and related regulatory compliance.

This policy is intended to support compliance with applicable requirements, including:

• 34 CFR 600.9(c), regarding state authorization and institutional determinations of student location at initial enrollment.
• 34 CFR 668.43(a)(5)(v) and 34 CFR 668.43(c), regarding disclosures for programs designed to meet educational requirements for professional licensure or certification.
• Applicable NC-SARA policies and reporting requirements.
• Applicable New York State Education Department (NYSED) requirements and guidance for SARA-participating institutions.

Scope

This policy applies to:

• Prospective students of Hilbert College.
• All enrolled undergraduate, graduate, certificate, and non-degree students.
• Students enrolled in distance education, online, hybrid, and other programs or courses that may be subject to state authorization or professional licensure disclosure requirements.
• Students participating in out-of-state learning placements, including internships, clinical experiences, practica, student teaching, field experiences, or similar activities, when applicable.

Determination of Student Location

Hilbert College will determine a student’s location using the most reliable information available regarding the student’s physical presence while participating in educational activities.

For prospective students, location will be determined using the address information provided on the completed admissions application. Prospective students are responsible for notifying the Office of Admissions of a change in location before initial enrollment.

For enrolled students, Hilbert College will determine the student’s location at the time of initial enrollment in the academic program. The determination will be recorded in the College’s student information system.

For operational purposes, the College will use the following hierarchy to determine the location of an enrolled student:

• A student residing in College Housing is considered located in New York for the period during which the student resides in that housing.
• If the student is not residing in College Housing, the College will use the student’s current or local address.
• If a current or local address is unavailable, the College will use the student’s permanent address as the best available indicator of location.
• A student may provide updated information or documentation showing that the student is physically located in a different state, territory, or district than reflected in the student information system. The College will use that updated information for applicable state authorization, professional licensure disclosure, and reporting purposes.

A student’s permanent address, legal residence, residency classification, mailing address, or billing address may not necessarily reflect the student’s physical location for purposes of this policy.

Student Responsibilities

• Students must provide accurate and complete address and location information to Hilbert College.
• Students must update their current or local address, permanent address, and state or territory of physical location within 10 calendar days of a change. Students may update address information through the College’s Self-Service system or by contacting the Office of Registration and Records.
• Students must notify the College before beginning an out-of-state clinical experience, internship, practicum, field placement, or other required in-person educational activity, when the location of that activity differs from the student’s recorded location.
• Students enrolled in a program that leads to or may lead to professional licensure or certification must promptly report a change in physical location so that Hilbert College can provide any required licensure-related disclosure.

Institutional Responsibilities

• The Office of Admissions is responsible for collecting prospective-student address information through the admissions application and communicating relevant pre-enrollment changes to the appropriate College offices.
• The Office of Registration and Records is responsible for maintaining student address and location information in the student information system and providing procedures for students to update that information.
• Academic division chairs, deans, and faculty or staff responsible for internships, clinical placements, practica, or similar experiences are responsible for promptly communicating relevant out-of-state placement information to the Office of Registration and Records and the Assistant Provost for Institutional Effectiveness or designee.
• The Assistant Provost for Institutional Effectiveness is responsible for overseeing implementation of this policy; monitoring applicable state authorization, NC-SARA, and professional licensure disclosure requirements; and coordinating institutional compliance activities.

Compliance and Enforcement

Accurate student-location information is necessary for Hilbert College to:

• Make required determinations and disclosures related to professional licensure and certification programs.
• Meet applicable state authorization requirements.
• Complete required NC-SARA reporting.
• Evaluate whether academic activities, including out-of-state learning placements, may be offered in a particular state or territory.
• Maintain accurate institutional records and support consumer-protection obligations.

A student’s failure to provide accurate or timely location information may delay registration, participation in an out-of-state learning placement, or participation in a program or activity when the College cannot confirm that the activity may lawfully be offered in the student’s location or that required disclosures have been made.

Policy Review Cycle

This policy will be reviewed at least every three years and sooner when required by material changes in federal law or regulation, NC-SARA policy, NYSED guidance or requirements, or other applicable state authorization requirements.

All students are required to submit final, official transcripts from their high school and each institution where credit was earned. Transcripts are considered official only when they are sent directly to Hilbert College by the degree or credit granting institution. Official transcripts may be delivered electronically through an approved vendor or by mail. Transcripts hand-delivered by a student are considered official only if they are in a sealed envelope from the issuing institution with the official seal intact. Faxed, emailed, or opened or unsealed transcripts will be considered unofficial and cannot be accepted for final evaluation.

Students are responsible for ensuring that all transcripts reflect final grades and, if applicable, the conferral of a degree with the date of completion. Academic records will not be considered complete or finalized until all required final, official transcripts have been received and verified by the Office of Registration and Records. All final official transcripts must be received no later than the final withdrawal date of the student’s first semester at Hilbert. If official transcripts are not received by the deadline, a registration hold will be placed on the student’s record