How to Request an Official Transcript
What is an official transcript?
Colleges and universities document and record your dates of attendance and academic grades. You can request to have a copy of the record sent to you as an official transcript.
An official transcript includes information such as your dates of attendance, your major or concentration, the type degree award (if any), your cumulative grade point average (G.P.A.), and the course work completed at the school. Typically, the record is sealed in an envelope and stamped with ink to verify that the document has not be altered or tampered with in any way.
An official transcript may be necessary if you are applying for
- Admission into an online degree program
- A scholarship or grant opportunity
- An internship or job
Whom do I contact to obtain my transcripts?
The first step is to locate the registrar of your former school. Most colleges and universities have an Office of the Registrar, which is the department responsible for keeping record of transcripts, enrollment status, and student records. Contact the Registrar's Office to request an official transcript.
Note: some schools have separate divisions within the Registrar's Office for undergraduate and graduate level students.
Be sure to confirm with the Office of the Registrar whether your classes were undergraduate, graduate, or both.
What's the best way to make my request?
The best way to request an official transcript is to make the request in writing and sending it via certified postal mail. Institutions must comply with the Family Educational Rights and Privacy Act of 1974, which prevents third parties (including immediate family) from accessing a student's transcript. Therefore, most schools must have written consent directly from the student in order to fulfill a transcript request.
Can I request a copy electronically?
Some (not all) schools have an alternative electronic process for handling transcript requests. Anticipate that there are specific measures taken to ensure that the student is making the request, so you may have to take extra steps to prove your identity.
What steps are taken to protect such private information?
Fraud is becoming an increasing problem, but colleges and universities have taken steps to ensure your personal academic records are placed in the right hands. It is common for schools to request the following information:
- Your handwritten signature
- Full name (if your name has changed since you attended the institution, be sure to also give the name you had during your enrollment)
- Your current address and phone number
- Social Security number or student identification number
- Year of graduation or class year
- Dates of attendance
- Type of degree awarded (if applicable)
- Number of transcripts needed
- Full name of the recipients and their mailing addresses
Will it cost my anything to receive my transcript?
Some colleges and universities charge a processing fee for transcript requests. The typical cost is anywhere from US$3.00 to US$10.00. Additionally, you may be charged for whatever shipping costs are required for standard or rush delivery to the recipients.
What if there seems to be a problem with my request?
Anticipate any bureaucratic red tape. It you have mailed, faxed, or electronically requested a transcript, call the Registrar's Office to ensure receipt of your information, or ask for someone to contact you after receiving your transcript request.
How long does the entire process take?
The entire process should take five to 10 business days, depending on: where you live; where your school is located; whether you have made an electronic, mailed, or faxed request.
Is there a limit to how many transcripts I can request?
Most colleges and universities do not have a limit on the number of transcripts that can be requested in a single time. Be sure to ask your Registrar's Office to make certain of their regulations.
What should I do if my college has a different name now?
It is not uncommon for postsecondary schools to combine and form a new institution, or for smaller schools to join another under a new name. In this particular scenario, academic records are typically relocated to the new institution. If your school or college changed names, contact the Office of the Registrar at the new institution and follow their instructions to obtain your official transcript.
What should I do if my college or school no longer exists?
If your college or school no longer exists, you may contact your state Board of Education to obtain information about where your records are being housed. Find your state's Board of Education contact information from the National Association of State Boards of Education.
What else should I know?
Ensure that you do not have an outstanding balance owed to your institution. Schools will typically withold official academic transcripts from students who have a balance on their account.
Whether you need your transcript for a job or school application, know how the recipient would like to receive your transcript. Some applications require that you have all of your application materials sent in one complete package. Other reviewing bodies may request that the transcripts be sent directly to them. To avoid any delays, make sure you have familiarized yourself with any and all instructions.
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