Advanced Training Transcript Requests

Topics 1. Transcript Basics 2. Transcript Pickup 3. Official Request: Online, In-Person/Mailed, Issues, Status 4. Unofficial Request: Entry, Pick Up, Offline 5. Common Issues Rev

Transcript Basics Official transcripts: Cost: $5/transcript Limit/request: none Time: 3-5 days Unofficial/Advisement transcripts Cost: free Limit/request: 3 Time: immediate unless pre-Summer 1983 data No request form needed Requests may come in Online (includes option for FedEx delivery) Via Mail to SSSC In-person to either SSC or SSSC May need special handling: Pre-database work Attachments Rev

Transcript Pickup Only the student is allowed to request/pickup their transcript unless specific authorization is provided. Most institutions request the transcript be sent directly from UNM rather than being handled by the student. Remind the student that breaking the seal will make the transcript unofficial. Rev

Official Request - Online Fastest processing! Automatic status s Searchable school addresses If accessed via LoboWeb: Student information will pre-populate, No additional authorization will be required. Rev

Official Request: In-Person/Mail Verify photo ID, or other authorization, and legibility. Check for holds. Verify (receipt) or accept payment (check) and note. Ask for address if not already on form. Note any Special Handling: Pre-Summer 1983 attendance Attachment required Hold for Grades/Degree University of Albuquerque Rev

Official Request - Issues Holds that prevent: Bursar: return and inform, Admissions: return and explain. Missing information: No/invalid payment confirmation, No signature, No authorization. To check status of submitted requests: Via Credentials once keyed, On SHARQTC in Banner once complete. Rev

Official Request - Status Check here anytime after request is keyed. Student and request info at top, destination at bottom. Current request status. Automatic and problem history. Rev

Official Request - Status Check here anytime after request is completed. Transcript types Request vs Print date Hold for grades/degree Issue Information Destination address Pick up authorization Rev

Unofficial Request - Entry Key block Insert, do not duplicate Transcript Request Level = AL Transcript Type = MVH (Mesa Vista) or ADV (SSSC) Number of Copies (Up to 3) Rev

Unofficial Request – Pick Up Issued to: “Pick up at …” MVH or SSSC Street Line 1: Last name, First name Street Line 2: UNM ID # Street Line 3: “Pick up by …” authorized person Rev

Unofficial Request – Offline Error message: *WARNING* Student has Pre-Banner stats. Send Pre- Banner paper transcript. Print offline work using Starrs: Records Permanent Record Card Search by Name or SSN Print all pages Rev

Common Issues – GPA Recalc Rev Get students “Last Term” from the “Current Student Status” tab Go to Options - SHAINST Enter last term attended (usually current or just completed) Next block to “Stored GPA by Term Calculation” Click on the Sigma “∑” button Return to SHARQTC and save transcript request

Common Issues – Resend Requests Rev Only considered if over 2 weeks and less than 3 months since print date, not request date. Only to the same destination (no charge): minor corrections (zip, street spelling, etc) allowed with a new signed request from the student. Larger corrections require a new request and charge. Only once/request. Print a copy of the address screen, stamp, note as a resend, and send for processing if a new request isn’t required (same address).

Common Issues How to read a transcript: Courses are split up by level and students may have courses at multiple levels in the same term. No cross-level, program, major, or degree GPAs appear on the transcript. Incomplete or illegible information Information may be in the system under an alternate name for the student. Confidential indicator and “where is my transcript?” Rev

Things to Remember FastInfo #1895: How do I request my transcript? Transcripts take 3-5 days to process and cost $5. Normally much faster but DO NOT guarantee, or offer, anything faster than this. All request forms should be sent to SSSC for matching/mailing. Security Roles you will need to process transcript requests: Academic History Support 2 Rev