Student Services Manual (SSM)

Effective: 8/15/1974

Revised: 7/1/2009

SSM 203–03: Ordering Official Transcripts

Purpose

To facilitate ordering official transcripts of course work taken at ASU

Sources

Family Educational Rights and Privacy Act of 1974 (also referred to as the Buckley Amendment), 20 United States Code § 1232g

University Registrar’s Office

Policy

An official transcript is the complete chronological listing of the student’s academic record at ASU. (Official copies of work transferred to Arizona State University must be requested directly from the institution where the work was completed.)

A student may order official transcripts by submitting required information and paying the appropriate fee. Official transcripts can be ordered in person, by mail, or online via the Web (no phone or fax requests are accepted).

Transcripts will not be issued if any financial obligations are due the university.

When ordering by mail, attach a check or money order payable to Arizona State University. If ordering in person, payment by cash, check, or credit card is acceptable.

The fee for an official transcript is $10 per copy. “Rush” transcripts (requested in person, to be printed and picked up on the same day) cost $10 in addition to the total cost of the transcript.

Special delivery processing, instead of regular mail, is available via FedEx or U.S. Express Mail at $22.00 per U.S. delivery address. Express deliveries to addresses outside the U.S. are available via International FedEx Express or International Express mail at $38.00. The express costs are in addiiton to the cost of the transcript(s). Also note that there is an additional $10 fee assessed by FedEx for all returned shipments.

Fees are subject to change without notice, and students are advised to check the University Registrar’s Office Web site for the most current fees.

All requests must be authorized by the student’s signature in accordance with the federal Family Educational Rights and Privacy Act of 1974 (FERPA). Requests by persons other than the student will not be honored without the student’s written authorization.

Notification of nonreceipt of transcripts by the intended destination will be accepted up to 90 days after the order date. After 90 days, a new order must be placed

Procedures

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Request Submission

To order an official transcript, an individual must submit the Required Information listed below as follows:

1. via the Web using My ASU

   or

2. in a letter addressed to:

   University Registrar’s Office
   Outgoing Transcripts
   Arizona State University
   P.O. Box 870312
   Tempe, AZ 85287-0312

   or

3. in person at Cashiering Services:

   ASU at the Tempe campus
   Student Services Building, 2nd Floor
   First floor, Records Information Counter
   Monday through Friday, from 8:15 a.m. to 4:30 p.m.

   ASU at the Downtown Phoenix campus
   Enrollment Services
   411 N. Central Ave., Suite 166
   Monday through Friday, from 8:00 a.m. to 5:00 p.m.

   ASU at the West campus
   University Center Building
   Cashier, Room 100
   Monday through Thursday, from 9:00 a.m. to 6:00 p.m.
   Friday, from 9:00 a.m. to 4:00 p.m.

   ASU at the Polytechnic campus
   Registration Services
   Student Services Complex, QUAD 2, Building 350
   Monday through Friday, from 8:00 a.m. to 5:00 p.m.

   Note:

   If requesting the transcript in person, the individual must obtain, complete, and submit a request form. This form is available at both Cashiering Services and the University Registrar’s Office. Photo identification is required. Pre-1980 records require extra time to process.

Note:

Pre-1980 records are not available via the Web option.

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Required Information

An individual requesting a transcript must supply the following information with payment of the appropriate fee:

1. full name
2. any former names
3. identification number (ASU ID, Social Security number, and/or matriculation number)
4. date of birth
5. inclusive dates of ASU attendance
6. return address
7. current telephone number
8. delivery instructions, including the complete name and address of the individual or institution to which the transcript is to be released
9. special instructions, including:
   
   
   1. hold for posting of session/semester grades
   2. hold for processing a record change
   3. hold for posting of a degree

      or

   4. additional materials/service required.

   and

10. requester’s (former or current student’s) signature.

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Processing Time

Usual processing time for transcript requests is:

1. One to two working days are required for requests submitted in person

   or

2. two to three working days from the date of receipt by the University Registrar’s Office for requests submitted by mail. Allow time for delivery by U.S. Postal Service.
3. Delays may occur during peak processing times.
4. Monies owed to the university will delay processing.
5. Transcripts to be picked up by the student will be held for no longer than 30 days.

Cross-References

For related information on student records, see:

1. SSM 107–01, “Release of Student Information”

   and

2. SSM 203–04, “Student Self-Imposed Holds.”

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