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Records Office

From admission through graduation, the Records Office maintains official forms and records that document your progress as a student.  We are available to help you with:

The following forms are frequently used by students.  Feel free to contact our office if you have questions.  Each form must be submitted to the Records Office.

  • If you need your enrollment verified complete the Enrollment verification form (PDF).
  • If you wish to change your program, download and complete the Program change form (fillable PDF).  The fillable form MUST be submitted to using your Heartland email.  Please be aware there are deadlines for submitting the form for each term.
  • If you wish to have Heartland share your protected educational record, you must complete a release of information form in person with an Heartland employee from the Records Office, Advising Office or the Student Access and Accommodation Services Office.  To learn more about protection of your educational record, refer to the Family Education Rights and Privacy Act link below.
  • If you do NOT wish to have directory information shared, you must complete the Prevent disclosure of directory information form (PDF).  

The Family Education Rights and Privacy Act (FERPA) protects your education records.  Please take a few minutes to become familiar with it.

The Records Office needs accurate and up-to-date information.  You can update much of your student information through your IRIS account - just follow the steps outlined below.

  • It is your responsibility as a student to notify the College of any change in address.

    1. Log into myHeartland using your username and password
    2. Click the IRIS tab, then the IRIS-Student Center link
    3. Click the Profile tile
    4. Click the Addresses link and update your information

    Note: Only your mailing address can be updated through myHeartland.  You MUST change your permanent address in the Admissions Office (CCB 1000) by submitting either a driver's license, state ID or property tax bill.

  • Heartland recognizes many students use a preferred name rather than their legal name.  Therefore, students are encouraged to identify themselves within the College’s information system with a preferred first name in addition to their legal name. 

    Your preferred first name must meet the following requirements:

    • Name contains only alphabetic characters
    • Name does not contain foul or inappropriate language as deemed by the College
    • Name is not used for purposes of misrepresentation

    Students may provide a preferred first name at the time of application or at any time during enrollment. The College acknowledges a preferred name will be used whenever possible in the course of College business.  Preferred names will be deleted if they do not meet the requirements identified above.

    Also, it is understood the preferred student’s name will be used for the following college records:

    • Heartland ID card
    • Learning management system
    • Class and grade rosters
    • Student Self Service
    • Library information system

    Further, the College stipulates the following exceptions to the use of preferred names.  A student’s legal name must be used for:

    • Admission applications
    • Reporting to state and federal agencies
    • Official and unofficial transcripts
    • Financial aid documents and processes
    • Enrollment and degree verification processes
    • Transfer and external credit processes
    • Official lists of students made available to the public
    • For communications with parents/legal guardians
    • Records where the legal name is required by law or College policy
    • Employment documents
    • Tax records
    • Student Billing

    Below are the steps to add a preferred first name:

    1. Log into myHeartland using your username and password
    2. Click the IRIS tab, then the IRIS-Student Center link
    3. Click the Profile tile
    4. Click the Personal Details link
    5. Click the + Sign and enter your preferred name
    1. Log into myHeartland using your username and password
    2. Click the IRIS tab, then the IRIS-Student Center link
    3. Click the Profile tile
    4. Click the Contact Details link to update email and phone number
    5. Click the Emergency Contacts link to update contact information

Additionally, Heartland Community College is required to offer students the Optional Disclosure of Private Mental Health Information to all students.

You have the option to dseignate a contact person to whom the College may disclose certain private mental health information.  The College will only contact this person if HCC's Student Counseling Services staff determine you pose a clear danger to yourself or to others, or to protect you or another person against a clear, imminent risk of serious mental or physical injury, disease or death.  You are not required to designate a contact. 

Should you choose to designate a contact person, it can be anyone over the age of 18 (e.g., parent, sibling, friend, etc.).  You may modify your desination at any time.

The College reserves the right to contact your parent, legal guardian, spouse and/or other emergency contact as required or permitted by law.

Contact Records

CCB 1600
Phone: 309-268-8071
Fax: 309-268-7992

Office Hours

Monday - Friday: 8:00 a.m. - 4:30 p.m.