Enrollment Management Records & Registration

1. Enrollment ManagementRecords & Registration Advanced Training Transcript Requests

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

3. 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

4. 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.

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

6. 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 email address if not already on form. • Note any Special Handling: • Pre-Summer 1983 attendance • Attachment required • Hold for Grades/Degree • University of Albuquerque

7. 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.

8. 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 email history.

9. 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

10. 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)

11. 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

12. 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

13. Common Issues – GPA Recalc • 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

14. Common Issues – Resend Requests • 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).

15. 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?”

16. 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