Enrollment Management Records & Registration
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Advanced TrainingTranscript Requests
Topics1. Transcript Basics2. Transcript Pickup3. Official Request:
Online, In-Person/Mailed, Issues, Status4. Unofficial Request:
Entry, Pick Up, Offline5. Common Issues
Rev. 200911 2
Transcript BasicsOfficial transcripts:
Cost: $5/transcriptLimit/request: noneTime: 3-5 days
Unofficial/Advisement transcriptsCost: freeLimit/request: 3Time: immediate unless
pre-Summer 1983 dataNo request form
needed
Requests may come inOnline (includes
option for FedEx delivery)
Via Mail to SSSCIn-person to either
SSC or SSSCMay need special
handling:Pre-database workAttachments
Rev. 200911 3
Transcript PickupOnly 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. 200911 4
Official Request - OnlineFastest processing!Automatic status emailsSearchable school
addressesIf accessed via
LoboWeb: Student information
will pre-populate,No additional
authorization will be required.
Rev. 200911 5
Official Request: In-Person/MailVerify photo ID, or other
authorization, and legibility.Check for holds.Verify (receipt) or accept
payment (check) and note.Ask for email address if not
already on form.Note any Special Handling:
Pre-Summer 1983 attendance
Attachment requiredHold for Grades/DegreeUniversity of Albuquerque
Rev. 200911 6
Official Request - IssuesHolds 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. 200911 7
Official Request - StatusCheck here anytime
after request is keyed.
Student and request info at top, destination at bottom.
Current request status.
Automatic and problem email history.
Rev. 200911 8
Official Request - StatusCheck here anytime
after request is completed.
Transcript typesRequest vs Print dateHold for grades/degreeIssue Information
Destination addressPick up authorization
Rev. 200911 9
Unofficial Request - EntryKey blockInsert, do not
duplicateTranscript Request
Level = ALTranscript Type =
MVH (Mesa Vista) or ADV (SSSC)
Number of Copies(Up to 3)
Rev. 200911 10
Unofficial Request – Pick UpIssued to: “Pick up at …” MVH or SSSCStreet Line 1: Last name, First nameStreet Line 2: UNM ID #Street Line 3: “Pick up by …” authorized person
Rev. 200911 11
Unofficial Request – OfflineError message:
*WARNING* Student has Pre-Banner stats. Send Pre-Banner paper transcript.
Print offline work using Starrs:RecordsPermanent Record CardSearch by Name or SSNPrint all pages
Rev. 200911 12
Common Issues – GPA Recalc
Rev. 200911 13
Get students “Last Term” from the “Current Student Status” tab
Go to Options - SHAINSTEnter last term attended (usually current or just
completed)Next block to “Stored GPA by Term Calculation”Click on the Sigma “∑” buttonReturn to SHARQTC and save transcript request
Common Issues – Resend Requests
Rev. 200911 14
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 IssuesHow 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. 200911 15
Things to RememberFastInfo #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. 200911 16
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