Records Office

The Records Office at MCC provides quality service to students, faculty, and staff while safeguarding the integrity of student records. Our office assists students with their official records, including changes of personal data and major changes, provides official transcripts when requested, and provides graduation information.

Drop/Withdraw Instructions:

Sign in to your student self-service and complete the drop/withdraw request available under the Academic Records tile. Check your KCTCS email for confirmation/denial of your request.

Please use a computer, not a cell phone, for this request. If you experience issues, consider using a different web browser.
Refer to the Academic Calendar for important dates.
It is advisable to check with Financial Aid to determine the potential consequences of withdrawing.

Graduation and Commencement

Madisonville Community College celebrates its graduates in a commencement ceremony each May and December at the Glema Mahr Center for the Arts. If you complete your requirements in the fall, spring or summer semester, you are eligible and encouraged to celebrate your accomplishment by participating in the associated graduation ceremony!

Graduation applications are available at the Records Office. You will need to meet with your assigned academic advisor to complete this application and your program MAP/curriculum guide for each credential you are applying for.

Students must apply for degree, diploma or certificate within the designated timeframes:

Fall (December) deadline – October 1
Spring (May) deadline – March 1
Summer (August) deadline – June 15

Information regarding ceremonies will be mailed to students to the address listed on the credential application, as well as emailed to the student’s KCTCS email account. All participants will wear academic regalia, which can be purchased from the MCC Bookstore.

*Degrees awarded in summer will state a graduation date of August, regardless of the date of participation in commencement.

*Students who apply for the degree in a given semester but do not fulfill all requirements must submit a new application for graduation before the deadline for the semester in which they intend to graduate.

Progress to Degree

After the submission of application(s), coursework will be reviewed by the Registrar to ensure all requirements have been met. Students will receive an email only if there are questions regarding the application. Please note, once applications are processed, the Registrar will award the credential(s) to the student’s official academic record and mail the credential(s) to the address listed on the application. This process takes approximately 6 to 8 weeks after final grades are posted for the semester. No credentials are awarded during commencement.

Replacement Credentials

The college is not responsible if credentials are lost or damaged in the mail. Graduates who need a replacement copy of their credentials (i.e. certificate, diploma, degree) should contact our office. There is a $20.00 minimum fee per each credential requested.

FERPA: Directory Information

The Family Educational Rights and Privacy Act (FERPA) of 1974, as amended, is a federal law that protects the privacy and confidentiality of personally identifiable information contained within student educational records. Colleges in the Kentucky Community and Technical College System (KCTCS) comply with FERPA’s confidentiality protections and adhere to procedures dealing with student education records and directory information recommended by the American Association of Collegiate Registrars and Admissions Officers.

In its discretion, a college or KCTCS as appropriate, may provide Directory Information in accordance with the provisions of the Act (FERPA) to include:

Student name
Student address
Email address
Telephone number
Date and place of birth
Major field of study
Dates of attendance
Degrees and awards received
Most recent previous educational agency or institution attended by the student
Participation in officially recognized activities and sports