Registrar Services

VCOM’s Office of the Registrar is dedicated to supporting prospective and current students, graduates, faculty, staff, and administration. It serves as a primary resource for information and record-keeping, handling tasks such as annual enrollment updates, student transcript issuance, and processing ERAS applications for medical graduates.

The office also ensures that students are ready for graduation by verifying completion of all requirements and assisting with post-graduation credential verification, which is essential for employment and further education opportunities.

In addition, VCOM’s Office of the Registrar fully complies with the Family Educational Rights and Privacy Act (FERPA), safeguarding the privacy and confidentiality of student records. Committed to excellent service, the Registrar’s office plays a crucial role in facilitating the academic success of every student.

Section Navigation: Student Life

Two VCOM-Louisiana graduates in regalia smiling

Transcript & Document Request

Information about obtaining a transcript or requesting a document completion can be found using the links below. Examples of documents that may be requested are letters of recommendation, medical licensing forms, certified diploma copies, certificates of enrollment, loan deferments, and more.

Transcript Request

Document Request

Name & Enrollment Status Changes

To have your name officially changed by VCOM, you will need to complete the Name Change Request Form and submit it, along with the following supporting documentation, to the Office of the Registrar:

Copy of social security card with your new name;
Copy of driver’s license with your new name; and
Copy of one form of legal documentation certifying your name change (marriage license, divorce decree, court order, etc)

Changes to a student’s name will not be made after the student graduates.

Name Change Request (PDF)

Any student who wishes to withdraw or take a leave of absence should contact the Associate Dean for Student Affairs.

VA Benefits & Health Professions Scholarship Program (HPSP)

Any student receiving veteran benefits should notify the Office of the Registrar for instructions. The Office of the Registrar does not determine eligibility or have access to any students’ Veterans Affairs records. An Educational Veteran’s Benefit Form supplied by the Office of the Registrar will need to be completed. Please note that any outside scholarships that pay toward tuition and fees may cause a reduction in the amount received through the VA benefits.

Veteran’s Educational Benefits Request Form (PDF)

Any student required to submit enrollment documentation as part of HPSP should provide the required form to the Office of the Registrar.

Current students will automatically receive a token during the third academic year of medical school. Former students needing an ERAS token should contact the Office of the Registrar, using their assigned and secure VCOM email address. If you plan to utilize any of these types of match application systems, please notify the AD for OMS4 and the Registrar’s Office.

Transcript Request

Residency CAS

San Francisco Match

Urology Match

Military Match

Contact your service branch for timelines and inform the AD for OMS4 and the Registrar’s Office.

VCOM-Carolinas students holding up their match day signs

Students attending, or who have attended the Edward Via College of Osteopathic Medicine (VCOM), are given certain rights under the Family Educational Rights and Privacy Act of 1974 as amended (20 U.S.C. 1232g) and Rules of the Department of Education (34 C.F.R. Part 99) implementing this Act.

Within the College Catalog and Student Handbook, VCOM provides a list of information defined as "Directory Information", as well as more details regarding your rights under FERPA and the procedures VCOM has established to help you exercise your rights. These rights include:

The right to inspect and review your education records within 45 days following receipt of a request;
The right to request the amendment of your education records that you believe is inaccurate, misleading, or otherwise in violation of your privacy rights under FERPA. If VCOM decides not to amend the record, the eligible student then has the right to a formal hearing. After the hearing, if VCOM still decides not to amend the record, the eligible student has the right to place a statement with the record setting forth his or her view about the contested information.
The right to expect VCOM to protect your confidentiality - neither your records nor your personally identifiable information contained in them, except for Directory Information (see below), will be released without your permission to anyone other than those parties specifically authorized by FERPA;
The right to refuse to permit the release of your Directory Information. If you wish to prohibit the College from sharing your Directory Information, you may ask the Office of the Registrar to place a FERPA restriction on your academic record. Please consider very carefully the impacts of any decision to withhold Directory Information. If you choose to notify the College to withhold this information, any future requests from non-institutional persons or organizations will be refused unless your written consent is provided with the request. Please be aware that this includes verification of education/degrees earned at VCOM.
The right to file a complaint with the Student Privacy Policy Office (SPPO) of the U.S. Department of Education concerning alleged failures by VCOM to comply with FERPA requirements. Complaints may be submitted to:
Student Privacy Policy Office
United States Department of Education
400 Maryland Ave., S.W.
Washington, DC 20202-5920

VCOM does not publish student Directory Information publicly. VCOM shares Directory Information with third parties as part of enrollment or degree certification processes, or when required to do so under state and federal laws.

Authorization to Release Information (PDF)

Student Directory Opt-Out Request (PDF)