Enrollment Management Records & Registration

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