Frequently Asked Questions

Health Records & Immunization

The quadrivalent meningococcal conjugate vaccine (Menactra, MCV4, or Menveo) protects against 4 serotypes (A, C, W and Y) of meningococcal disease and is the one required for all full time college students 16 through 21 years of age. It’s routinely recommended at age 11-12 years with a booster at age 16.  Students receiving their first dose on or after their 16th birthday do not need a booster.

Individuals in certain high risk groups may need to receive the Meningococcal serogroup B vaccine (Bexsero and Trumenba) to protect against serogroup B meningococcal disease based on their doctor’s recommendations.  It is not required for college students at this time.

 The records that exist are the ones you or your parents were given when the vaccines were administered and in the medical records of the office or agency where they were given, at least for a limited time until the records are shredded.  There are several places to look for them:

  • Check with your doctor or public health clinic
  • Ask parents or other caregivers if they have records from your childhood doctor’s visits
  • Check your baby book or other childhood documents
  • Check with your high school, however they may only keep records for 5 years
  • Check with your employers as they may have required immunizations
  • Check your military records
  • Contact your state’s health department to request a copy of your information on their registry. In Massachusetts this is the MIIS – Massachusetts Immunization Information System

If you are unable to find all of your records, you may be able to get a blood test to see if you have immunity to some of the vaccine-preventable diseases.  You may also need to get some of the vaccines.

Here are Tips for Locating Old Immunization Records from the Immunization Action Coalition.

It depends on your program and credit hours. The state requirements apply to full time (12 credits) college students and all international students under thirty years old. However the requirements apply to all Nursing, Practical Nursing, Paramedic and Medical Assistant students regardless of age or credit load. Meningococcal vaccination is not required of anyone over 22 years of age.

It is best to see your primary care provider for vaccinations or proof of immunization. If you do not have a healthcare provider you may visit a community health center to become a patient there or visit an urgent care clinic or pharmacy location that provides vaccinations.  Call ahead to determine if an appointment is necessary and verify that your insurance covers the service. Bring a photo ID and insurance information with you to the clinic and get a copy of their vaccine administration documentation to submit to us showing your vaccination or laboratory proof of immunity. Below is a sample of sites in our area:

Vaccinations & lab tests for immunity

  • AIEOU
  • AFC Urgent Care
  • Clear Choice
  • Community Health Center of Franklin County
  • MedExpress
  • On Call Urgent Care
  • Travel Medicine
  • Hospital-affiliated urgent care centers such as Baystate, Mercy & Cooley Dickinson

Vaccinations only – check the store first to ensure they provide this service

  • Big Y Pharmacies
  • Costco Pharmacies
  • CVS stores with a Minute Clinic
  • Rite Aid Pharmacy
  • Stop & Shop Pharmacy
  • Walgreen’s Pharmacy
  • Walmart Pharmacy

The HealthMap Vaccine Finder shows locations that offer immunizations near you.  You can limit your search by location and/or the vaccine you need.

Paper records submitted by students prior our partnership with CastleBranch are kept for 10 years for most students and for 5 years for Nursing, Practical Nursing, Paramedic and Medical Assistant students per the Massachusetts Statewide Records Retention Schedule. At the end of that time period, the records are destroyed. Electronic records may be kept longer but may not include all the information you may need. CastleBranch will follow the same record retention regulations. You should always make copies of your health documents for your own records before submitting them to CastleBranch.

A Health Records hold indicates that your health records are incomplete. Students will receive information from our health records screening company, CastleBranch, to indicate that you are missing information. CastleBranch uses your GCC email account for all communications. There may be missing vaccines, dates, clinician signatures, or have inadequate documentation. The hold will be removed in a timely manner once CastleBranch has received your information and verified that you meet all requirements. All information should be uploaded to your CastleBranch account. If CastleBranch tags a requirement as not being complete and you feel it is complete, contact their customer support via your CastleBranch portal. If you have additional questions, please email us at . Note: you must upload all your documentation directly to CastleBranch.

CastleBranch and the GCC Health Records Office will only send emails regarding health records to students at their GCC email address. This system provides an added level of security beyond commercial email accounts. You should routinely check your GCC email to stay informed. CastleBranch, our health screening company, has accreditation from the Professional Background Screening Association and follows industry standard best-practices for data security. Information can be found here. For students who provided information prior to our partnership with CastleBranch, paper records are secured in locked files and locked storage with restricted access.

Yes, you must meet all of the state immunization requirements but cannot use exemptions for age or history of disease. There are additional requirements for a seasonal flu vaccine each year you are in the program and tuberculosis (TB) testing prior to the first clinical experience of each year.  You must also have documentation of immunity to Hepatitis B by BOTH the series of 3 vaccinations, or the 2 dose HeplisavB series, AND a positive blood test. Additionally, a physical exam is required to be obtained within the specified time frames. You may also be required to provide a negative drug screening and will be contacted accordingly. Refer to your specific health program’s information packet for deadlines and details.

CastleBranch, our health records screener, will provide information about your specific deadlines. You must meet all requirements before the next registration period. You should read immunization requirements before that time as there are some immunizations that require that you receive a series. If you do not submit the required documentation by the deadline, a registration hold will be added to your record that will prevent you from doing any additional class registrations.  Documents should be submitted showing that you have started a vaccination series even if it hasn't been completed. Students in the nursing, practical nursing, paramedic and medical assistant programs have additional deadlines described on their program specific documents.

A hold will be placed on your account and you will not be able to register for for classes. For health occupations students, missed deadlines jeopardize placement in the intended program.

If you know you’ve had immunizations in the past but can't find documentation, you can have blood tests (titers) for measles (rubeola), mumps, rubella, varicella (chicken pox) and Hepatitis B to prove immunity. If you fail to prove immunity you will have to receive the immunizations. Titers must be done by your medical provider or a clinic and documentation of the test results must be provided to CastleBranch.

Massachusetts State law requires all full-time students under thirty years old (12 credits or more), all international students on student visas under thirty years old, and all students in a health occupation program, regardless of age or credit load, to provide proof of immunization for MMR (measles, mumps, rubella); Tdap (tetanus, diphtheria, pertussis); Varicella (Chicken Pox) and Hepatitis B.

All full-time college students 16 through 21 years of age will be required to provide documentation of a conjugate type meningococcal vaccine administered on or after their 16th birthday.  This vaccine protects against diseases like Meningitis. Trade names include Menactra, MCV4, Menveo or it may be referred to as a conjugate or MenACWY vaccine type.

General

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Follow our transcript request instructions to request an official (or unofficial) copy.

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If you have been given a registration PIN from your advisor, you can drop a class using your MyGCC account through the end of the 100% refund period (check the academic calendar for dates). If you do not have a PIN, see your advisor or the Advising Center, or complete a "Drop a Class" form by logging into your MyGCC account.

If you want to drop all of your classes for a semester, including summer, you must submit a “Request for Withdrawal” form by logging into your MyGCC account.

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If you have been given a registration PIN from your advisor, you can add a class using your MyGCC account through the end of the add period (check the academic calendar for dates). If you do not have a PIN, contact your advisor or the Advising Center.

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When you repeat a class, the original class still shows on your transcript with the grade that you received. It does not count in your GPA. The grade for the latest taking of the class is what will be counted into your GPA, even if it is lower than the previous attempt at the class.

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Yes, you must apply for graduation. Students are graduated three times a year: September, January and May/June. Each graduation period has an application deadline. Check the academic calendar for deadlines. Graduation applications are available from our forms page.

When you apply to graduate you will indicate if you are planning on participating in the Commencement ceremony in June. If so, you must also specify your cap and gown size. There is a mandatory commencement rehearsal for those who are participating in graduation. Further instructions are sent out several weeks before commencement with details about the ceremony itself.

All diplomas are mailed approximately 3 weeks after the graduation date. Students participating in the commencement ceremony will be given a diploma cover at the ceremony. If you do not participate, you can email to request that one be sent to you. Make sure that the address that we have for you is a current address where you will still be receiving mail after graduation.

 

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The graduation ceremony (Commencement) is held once per year, generally the first weekend in June. Check the academic calendar or the Commencement website for the exact date and times. Each year’s Commencement covers three graduation dates—the previous September and January as well as the current spring semester. In order to participate you must apply for graduation and have met all graduation requirements before the graduation date. Information about commencement will be published on the GCC website in late spring. Detailed information will be mailed to all graduates who have indicated that they are participating in Commencement a few weeks before the ceremony date as well.

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Enrollment verifications maybe requested using the "Verification of Enrollment" form found on our forms page. You can mail or fax it to our office, or scan the completed form and email it to . There is no charge for enrollment verifications. Be sure to sign the request form!

If you have a form that must be filled out and included with the verification, you must mail it or scan to us with the verification request. Be sure to fill out and sign the form per the instructions on the form.

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The most up to date information is found in the class listing available on the GCC website. Class listings are generally posted about two weeks before the start of registration for each semester. For a listing of all courses that GCC offers, download or browse our course catalog. Note that not all courses listed in the course catalog are offered each semester.

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For classes that meet for the entire semester, consult the academic calendar. For classes that are not meeting for the full standard term, check the Registrar's website for non-standard class deadlines. For any additional information either call Enrollment Services, 413-775-1801 or send an email to .

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Refunds are based on the date of a drop or withdrawal. All classes have a 100% refund time and a 75% refund period. Consult the Student Billing (Bursar's) website for more information.

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The first step is to have an official transcript sent from your previous college to GCC. If you are sending an e-transcript, send to . If sending the transcript, use the address below:

Greenfield Community College
One College Dr.
Greenfield, MA 01301

“ATTENTION: Admissions” if you are an incoming student and “ATTENTION: Registrar” if you are currently taking classes at GCC.

Our transfer credit evaluator will determine what classes will transfer based on your current major. Your transfer credit will then be added to your GCC record and will show on your transcript. You can check your transcript in your MyGCC.

If your credits are not showing, contact Enrollment Services at or by calling 413.775.1801. It may be we did not receive your transcript or that not all your classes transferred as equivalent GCC classes. If you have changed your major, a new evaluation may be needed. Please consult the academic catalog for more information on the transfer credit evaluation criteria.

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A medical withdrawal is a withdrawal from classes due to a severe medical condition, either physical or emotional. It is intended for use only in extraordinary circumstances in which unanticipated serious illness or injury prevents a student from continuing to attend or participate in one or more classes.

Withdrawal Process

  1. Consult with an advisor and, if applicable a member of the Financial Aid Office and/or Veterans Services staff, as well as Designated School Official (DSO) for international students regarding visa status, to ensure that all ramifications of a medical withdrawal are clear.
  2. Complete and submit the online Medical Withdrawal form within 60 days of the date of the incident or start of the medical condition. To access the form, log into MyGCC, click on the green "Submit a Form" button, and select "Medical Withdrawal Request."
  3. Download the Health Care Provider Endorsement form, and submit to your medical provider. This form must be received by our office within 60 days of the date of the incident or start of the medical condition in order for your medical withdrawal request to be considered complete. Health Care Provider Endorsement forms may be submitted by regular mail, or by fax using the information below:

    Mail
    Attn: Registrar's Office
    Greenfield Community College
    One College Drive
    Greenfield, MA 01301

    Fax
    Attn: Registrar's Office
    (413) 775-1827

  4. Once complete, the request is reviewed and the decision will be sent to the student via email. Incomplete forms will not be processed.

For questions about the medical withdrawal process, contact Eric Farrell, Registrar, or (413) 775-1865. If not available, contact Thalia Reynolds, Administrative Assistant, or (413) 775-1866.