Student records

It is the student's responsibility to provide the University with his/her full legal name. This name will be used on all University documents and correspondence and is essential for the following purposes: University records, financial aid, immigration affairs, Social Security affairs, veterans' affairs, and preparation of diploma or degree.

Students should make certain that the spelling, capitalization, spacing, and order are accurate in the office of University records. The spelling and format of your name as it appears on our registration form each quarter is the way it will appear on your diploma. For this reason it is imperative that you make sure it is correct on your registration form. The official name for a student is the name the student submits on the original application or data sheet to the University. A maiden name (where applicable) may be used as a second name.

The student's name as recorded in the student's record will be used for all University records such as registration forms, course rosters, grade reports, transcripts, graduation program, and diploma or certification of completion of graduation.

Change of name.

A student may change his/her name at Loma Linda University by submitting a request for change of name on University records form to the office of University records. This form must be accompanied by a certified copy of a marriage certificate, court order, or divorce decree, and updated SSN card. Although the dean's office of the school in which a student is enrolled requests that the student inform it of name changes, all changes in vital records must be made through the office of University records.

Name changes received after the second week of a quarter will be processed after grades have been received for that quarter. Name changes for expected spring graduates must be received by the office of University records no later than the first week in January preceding graduation.

Emergencies affecting coursework

The University recognizes that there are times when events occur over which we have little or no control. Serious illness, accidents, and deaths of loved ones are among the reasons students may not complete their coursework on schedule. A provision is made for these kinds of emergencies by permitting an instructor to submit an Incomplete (I) instead of a grade at the end of the course.

It is the student's responsibility to request an I grade from the instructor by completing the petition to receive incomplete grade form on which the reason for the request must be stated (a reason of illness must be accompanied by a doctor's note). The student should then obtain the department chair's signature and the dean of his or her school's signature and file the form with the instructor. When approved, the instructor will report the I grade on the instructor grade report and submit the petition along with the grade report to the office of University records. Incompletes must be made up during the following quarter.

An incomplete will always remain on a student's transcript. When the final grade is received, it will be posted alongside the I grade. It is in the student's best interest not to accumulate too many I's on his/her permanent record.

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