Student Handbook 2017

Transcripts and Status Letter Requests

Transcripts

A transcript is the official record of a students‟ academic performance. This
document must be requested by way of the Transcript Request Form and paid for
before it can be processed. Students‟ Academic records, including their files, are
the property of The Moneague College. Students‟ transcripts and other records are
considered confidential and privileged information and so these will not be
released to third parties by the Registrar without the expressed, prior, written
permission of the student. Transcripts are available (for students who have met all
their financial obligations to the college) for dispatch to other academic
institutions, employers or authorized entities upon the payment of the prescribed
fees. However, students may request and pay for an Unofficial Copy of their
transcript, which is neither sealed nor signed. Details of these fees and processing
time are stated on the Transcript Request Form, which is available at the
Administrative Office, or on our website at www.moneaguecollege.edu.jm

These are the procedures and policies that govern transcript requests:
1. Complete the Request Form and pay the Processing/Mailing Fee of
JA$1,000.00 for each Local Institution and JA$1,500.00 for each
International Institution.
2. Express Service is available for an additional cost of JA$400.00 per
transcript with three (3) working days for processing.
3. The cost to fax a copy of the transcript is JA$250.00.
4. Completed forms should be submitted to the Administrative Office.
5. Processing of transcripts takes approximately 15 working days after the
request is submitted, except for express transcripts.
6. Transcripts will NOT be issued for students who have not met their financial
obligations of the college.
7. As an official document of the student records, transcripts are ONLY issued
to other academic institutions, employers or authorized entities. Transcripts
are NOT valid if opened by the student or any unauthorized person. Institu-
tions will not accept opened transcripts and Moneague College extra/
additional copies are only provided after if a new request and the appropriate
processing fees are paid.
8. Transcripts no longer include course descriptions. If a certified course outline
is required by the institution to which the transcript will be sent, students
must so indicate on the request form.

Status Letter

The Administrative Office requires three (3) days to process status letter
requests. There is no form for this request. However students must provide: first &
last names, college ID #, programme, year started, the name and address of person
and institution to whom the letter should be addressed. Students should also be
very specific about the purpose of the letter, that is, they should say exactly what
should be included in the letter e.g. financial information. The first request for a
status letter is free, after which there is a $200.00 fee per letter.

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ral of studies, by completing the Deferral Request Form, for one semester or for one aca-
demic year. Students who do not wish to defer classes or completing their programme,
may complete and submit the “Student Leave Request Form and a Medical certificate
from the doctor, for the period of the birth, with the understanding that all coursework
deadlines and attendance requirements must still be met.

Pregnancy & Primary Education: Primary Education students are required to complete
a Physical Education course and Drama course within the first two years of the
programme. However, if a pregnant student wishes to defer these courses, a medical
certificate and a letter of deferral must be submitted to the Registrar. A copy of the signed
Deferral Request must be sent to the Head of Department and the Registrar. These
arrangements must be requested in advance and approved by the Vice-Principals: Admin-
istration or Academics.

Student Leave of Absence

Students are required to submit a medical certificate for absence of three (3) days or more.
If a student knows that he or she will be absent for a prolonged period of time, during the
week while classes are in session, the student must complete the Student Leave of Absence
Form and submit this to the Registrar. If the student is a boarder, the completed form
must be copied and the copy given to the warden and hall representative. If the reason for
the absence is for medical reasons (eg. a scheduled appointment or surgery) the Nurse
should also receive a copy of the form. The student should present the medical certificate
on returning. This request must be submitted prior to the period the leave is being sought,
except in cases of clear emergency. When possible students are also encouraged to inform
their lecturers and make every effort to meet required coursework deadlines. It is still the
students‟ responsibility to obtain all class information and complete all requirements for
completion of courses.

The Placement Office

The Moneague College Placement Office is responsible for the coordination and oversee-
ing of the Community Service, Work Experience and Practicum components of CCCJ
and TCJ programmes. Three team members serve in the Placement Office: the Placement/
Marketing Officer, the Practicum Coordinator and the Administrator.

The Placement/Marketing Officer ensures that all first year CCCJ students understand
and have access to the documents required for the completion of community service. The
officer also coordinates Work Experience Preparation (WE Prep) and Placement. The WE
Prep sessions are timetabled and are designed to ensure all second and forth year CCCJ
students are employable and ready to represent themselves and the college when placed
with an agency/company for WE.

The Practicum Coordinator delivers workshops and seminars for students pursuing the
B.Ed. and ensures that every teacher in training completes the required teaching practice
hours stipulated by their programme.

Information and downloadable docu- ments on Community Service, Work Expe-

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Library Services

The Moneague College seeks to provide a range of information services to the
academic and student population of the college. At present the library has three main
collections located at the Main, Port Maria and Linstead campuses. All collections
attempt to cover the range of areas of study at the institution.

Vision

Our vision it to continuously improve our facilities and resources to enhance the

knowledge and educational experience of the Moneague College students and faculty.

Mission

The mission of the Moneague College Library is to support the philosophy and goals
of the institution and to enhance the teaching/learning process through the provision
of adequate and current resource collections in formats consistent with prevailing
technologies. We also strive to inform, enrich and empower our patrons through
instruction in the use of these resources and technologies to enable them to function
in an information-driven society.

Library Hours Semesters 1 &2 Closed
Opened 9:00 p.m.
Days 9:00 a.m. 6:00 p.m.
Monday to Thursday 9:00 a.m. 12:30 p.m.
Friday 9:30 a.m.
Saturday

Monday to Thursday Summer Semester 7:00 p.m.
Friday 9:00 a.m. 4:00 p.m.

9:00 a.m.

Library Rules

1. No food or drink is allowed in the Library
2. Silence must be maintained to allow individuals to work undisturbed.
3. Do not replace books on shelves as items are likely to be filed in the wrong

place
4. Overdue items attract a fine
5. Do not deface materials in any way (remove pages, mark, etc.)
6. Bags and other bulky items are not allowed in the library.

The Collection

The three collections have information resources such as books, pamphlets and
newspaper clippings all related to the different areas of the college‟s curriculum. The
Main library also carries journals and magazines. The collection is divided into

Lending and Reference.

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Moneague College Scholarship

The Moneague College Tuition Scholarship is awarded on the basis of academic
excellence. Applicants must have and maintain a GPA of 3.0 (Teacher Education)
and 3.3 (CCCJ) to qualify. Students who need financial assistance but do not have
the required GPA may apply for a grant.

 Students can benefit from the scholarship only once.
 Applicants must have spent at least one year at the institution.
 Student must not be deferred in more than one course.
 The scholarship is tenable only at the Moneague College.

How to Apply

 Collect application form from the Students Services Division
 Submit a letter outlining your need for the scholarship along with the

completed application form
 Submit two evaluation forms: one completed by the Dean or Assistant Dean

of your Faculty and the other by a Lecturer.
 Submit a record of all grades to the point of application. The Registry can

calculate your GPA.
 Involvement on college activities must be verified by the endorsement of one

member of the executive body of the respective club or society. The Sports
Master and other Faculty Advisors may also sign the relevant section of the
scholarship form.
 Applicants must be prepared to attend an interview to present their case: „Why
should I be awarded the Moneague College scholarship?’

Grants

The Moneague College Tuition Grant ranges between JA$10 – 20,000.00 and is
awarded on the basis of need. Applicants must have and maintain a GPA of at least
2.1 (Teacher Education) and 2.3 (CCCJ) to qualify for a grant. Students with an
overall GPA of B+ that is, 3.0 (Teacher Education) and 3.3 (CCCJ), may apply for a
scholarship.

 Students can benefit from the scholarship only once
 The grant is tenable only at the Moneague College
 Applicants must have spent at least one year at the institution
 Students who are awarded a grant
 Students who receive a grant must offer 30-40 hours of service to the college.

The exact number of grant community service hours is dependent on the
value of the grant awarded.

The application process is the same as for a scholarship.

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Once a student is registered for a programme, transfers, withdrawals, deferrals, re-
funds must be requested within the first four (4) weeks of class. The relevant forms
must be completed and approved by the Registrar or Dean of the Faculty.

Financial Information

Fee Payment is an essential, if not the most important step in the registration
process. Tuition, boarding and other fees are priority responsibilities of each
student to the institution.

Allocation of Funds Paid to the College

Payment of school fees to the college will be applied to the students‟ account on
the basis of the hierarchy presented below:

1. Outstanding balance brought forward from previous academic years.
2. Ancillary and miscellaneous fees.
3. Semester 1 Tuition.
4. Semester 1 Boarding Fees.
5. Semester 2 Tuition.
6. Semester 2 Boarding Fees.
Students are encouraged to gather as much funds as possible, and explore all possible
avenues for financial assistance before registration.

Payment Options

Below are the fee payment options available. Students may select one or a
combination of options to meet their financial obligation to the college.

1. Full Payment. Short courses must be paid in full prior to registration.
2. Semester Payments
3. Part Payment Plan
4. Financial Aid

a. Student Loan
b. National Youth Service (NYS)
c. Jamaica Values and Attitudes Programme (JAMVAT)
d. The Programme of Advancement Through Health and Education

(PATH)
e. Scholarships & Grants

Full Payment

1. Full Payment must be made at any Bank of Nova Scotia or National
Commercial Bank branch island wide, with college vouchers. Only cash or
manager‟s cheques are accepted.

2. After payment is made, proceed to the Finance and Accounts Depart-
ment (FAD) with the stamped voucher received from the bank for financial
clearance.

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