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Frequently Asked Questions about Transcripts

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What do I need to do to order a transcript?

How do I request a transcript from Tarleton?
There are several ways to request a transcript:
  • In person-If you are in Stephenville, you may come to the Office of the Registrar and fill out the transcript request form at the front desk located in the Tarleton Center. 
  • By mail- You may mail a copy of the Transcript Request Form to the address located at the top left of the form.
  • By fax-  Fax the Transcript Request Form to the fax number located at the top left of the form.
  • Online- Online requests. There is a $2 per transcript handling fee with this option.
How can I receive a transcript from Tarleton?
Transcripts can be mailed to a student's home or other address as specified or picked up in person. If you are unable to visit our office, you may let someone else come in and pick up the transcript ONLY if they bring a signed written release from you giving them permission to pick up the transcript. They will need to provide photo I.D. to pick up your transcript. At this time, official transcripts cannot be sent through email.  Official transcripts cannot be faxed to students.  If a student requests a transcript to be faxed to another institution, that transcript is considered unofficial.
What information do I need to send in?
  • Full Name (include all names you may have attended under)
  • Address
  • City, State, Zip Code
  • Date of Birth
  • University ID(NTNET ID) or Social Security Number
  • Number of Transcripts requested- there is a limit of 10 transcripts per semester
  • Addresses where to send the transcript(s)
  • Signature of person whose name is on the transcript
  • Return address
  • Daytime phone number
What address should my transcript request be sent to?

Office of the Registrar
Tarleton State University
Attn.: Transcript Request
Box T - 0620
Stephenville, TX 76402
FAX 254-968-9389
Why do I need to include all my names in the written request?
All the names that you could possibly have attended under must be included in the written request so we can locate your transcript.   It saves a lot of time to include all names on the request.
What if I have a different social security number now than when I attended Tarleton?
If you now have a different social security number than when you attended at TSU, it would be wise to include both the old and new number.
What if I don't remember the years when I attended Tarleton?
The first and last years of attendance at Tarleton, or when you think you might have attended are helpful to us in locating your transcript, as well as to make sure you receive your entire transcript. Some older transcripts are not listed in our computer system and must be located by other methods. Some students have attended in years past (not in the system) and are currently enrolled again (in the system). These students will have transcripts that do not look alike. A complete transcript for such students will be from both sources.
What does it mean to "audit" the transcript?
Auditing the transcript is a process that must be done before a transcript can be printed. It involves printing and proofing the students transcript to be sure all historical course work was moved from the old computer system to the new. The audit process is only done once, and after that the transcript can be requested without the waiting period.
Do I have to send in a written request?
There is information that is required in order to locate the correct transcript and process it. The student signature and NTNET ID or social security number is vital to have on the request, or the request cannot be processed.
Can I fax in the information instead of mailing it in?
Yes, you may fax in the required information. The fax number is located at the top of the form.
I was told that I have a hold on my records. Can you clear holds from other departments?
A hold on your record from other departments must be cleared by that department. All holds with the University must be cleared BEFORE a transcript can be issued. Only holds with the Registrar's Office can be cleared in our department. Please review the Student Hold Information on the Registrar website for contact information regarding specific holds.

How can I get my transcript delivered?

Can you send my transcript electronically?
We are able to send electronic transcripts to select schools at this time. We are unable to send transcripts electronically to students.
Can you send my transcript by UPS Next Day Air or Express Mail?

Transcripts can be sent by UPS Next Day Air or through the U.S. Postal Service Express Mail. The transcript can also be sent by Priority Mail, but there are no guarantees or tracking with this service as there is with the other methods. There is a charge for transcripts to be sent by these speedier methods. The charges vary frequently, and are listed on the mail-in transcript request form.

Transcripts sent by UPS Next Day Air must be mailed to a physical address, not a post office box.

Can I get a transcript placed in a sealed envelope?
Yes, you can request a transcript be placed in a sealed TSU envelope.  The transcript will be stamped "Issued to Student" if you decide to hand carry it with you to another university or place of employment.  Some schools and places of employment will accept transcripts by this method, but you need to check with them on this procedure.
Can I have a transcript sent to my home address?
You can request a transcript be sent to any address.
Will I be able to pick up my transcript if I come to the campus?
Yes. Since some transcripts have to be audited before they can be released, please contact the Registrar's office to determine how long it will take to prepare your transcript before coming to the campus.
What does it mean to "audit" the transcript?
Auditing the transcript is a process that must be done before a transcript can be printed. It involves printing and proofing the students transcript to be sure all historical course work was moved from the old computer system to the new. The audit process is only done once, and after that the transcript can be requested without the waiting period.

How do I interpret my transcript?

How do I calculate my cumulative GPA?

To figure your cumulative GPA you will need to do the following: Divide the total quality points by total GPA hours (as it appears on your academic transcript). Courses that may be excluded from this calculation are W's,Q's, and any repeated courses that are being excluded from the GPA calculation. Excluded courses are identified with an "E" in the far right column on the transcript.

  • Add the credit hours together (GPA hours)
  • Add the quality points together.
  • Divide the quality points by the GPA hours.
What do the A hours, E hours, Q hours, and Q points mean on my transcript?
  • A hours: All attempted hours (including transfer, F's, Q's and W's)
  • E hours or Ehrs: All earned hours (including transfer).
  • Q hours or GPA-Hrs: Quality hours--these are Tarleton only credit hours.
  • Q points or QPts: Quality grade points--these are Tarleton only grade points.
Why is my graduation GPA different than my cumulative GPA?
The graduation GPA is based on courses being used in your degree plan.
Is my student number the same as my social security number?
Only if you last attended Tarleton prior to the Fall of 2004.
What is the Grading System at Tarleton?
Tarleton State University is on a 4 point grading system.
  • "A" is Excellent, 4 quality points per semester hour
  • "B" is Good, 3 quality points per semester hour
  • "C" is Fair, 2 quality points per semester hour
  • "D" is Passing, 1 quality point per semester hour
  • "F" is Failing, 0 quality points per semester hour
  • "NR" is In Progress, not used in GPA computation
  • "I" is Thesis in Progress, not used in GPA computation
  • "K" is Incomplete, not used in GPA computation*
  • "Q" is Drop from Course, no grade designated, not used in GPA computation
  • "W" is Withdraw from the University
  • "WF" is Withdraw Failing (included in GPA), computed same as "F", 0 quality points per semester hour
  • "P" is Pass, not used in GPA computation
  • "S" is Satisfactory, not used in GPA computation
  • "U" is Unsatisfactory, not used in GPA computation

*The grade of "K" becomes "F" if not made up and a grade submitted to the Registrar's Office by the end of the succeeding long semester.

Where on my transcript is my degree posted?
On current transcripts, the degree is posted at the top of the transcript on the first page. On older transcripts, the degree is posted on the right-hand side of the transcript usually on the second page.
Why do my undergraduate and graduate transcripts look different?
If a student attended in years past (prior 1987), this transcript was not in our current computer system and is totally different than the current transcript which is printed from the current system. If a student attended as an undergraduate several years ago and then returned in recent years as a graduate student, there will be two very different styles of transcripts. Both are necessary to make a complete transcript record.

What appears on my transcript?

If I am placed on academic suspension, will it show on my transcript?
Whenever you are on academic suspension, that information will appear on the transcript after that semester. The transcript will also show "Placed on Warning", "Warning", "Placed on Probation" or "Probation" following the term for which you were placed on probation/warning.
Will my recognition for special honors show on my transcript?
Yes, the Distinguished Student or Dean's List information will appear after each semester it occurred.
How long does it take until my degree shows on my transcript?
The degree will appear on the transcript once the degree has been conferred. The graduation page has more information about when transcripts and diplomas will be available for a given semester.
Can I get a copy of my SAT, ACT, and TAAS scores with my transcript?
You can request to have test scores sent along with the transcript. These scores are considered to be official and will be stamped "OFFICIAL COPY".
Why doesn't my cumulative GPA show on my older transcript?
Students that have attended TSU in years past (prior Fall, 1987) have a transcript that will not show a cumulative GPA.
Will honors classes that I have taken show on my transcript?
Official designation for honors classes will appear on the student's permanent transcript by the word "HONORS".
Will my membership in the national honors societies recognized by TSU show on my transcript?
Yes, recognition in TSU national honor societies appear either at the beginning or end of the transcript.
Do continuing education classes show on my transcript?
Continuing education classes are not posted on the permanent transcript. There are no credit hours or grades posted for continuing education classes.
Will my transcript have my transfer work posted on it?
All transfer courses from accredited institutions are evaluated and all acceptable transfer courses will appear on the transcript. A maximum 68 semester hours of academic credit plus 4 semester hours of physical education credit will be accepted from two year institutions.
Will my major field of study show on my transcript?
Yes.
Will the course(s) that I passed by taking a CLEP test show on my transcript?
Yes, the course will show as a P (Pass) on the transcript. There will be no grade points assigned for this credit, and it will not be used in the calculation for any grade point ratio.
Will the course(s) that I did not pass by taking a CLEP test show on my transcript?
No, a CLEP test that you took and did not pass will not show on the transcript.
Will course credit that I achieved on standardized tests show on my transcript?
All acceptable credit earned by examination will be posted to the student's permanent record if the student is enrolled at TSU through the 12th class day during long semesters, and through the 4th class day during summer sessions. The credit will be recorded with a grade of P (Pass) and the hours awarded. There will be no grade points assigned for this credit, and it will not be used in the calculation for any grade point ratio.
Can you give me some information on courses that I have repeated?
TSU allows students to repeat courses previously taken at the University up to three times. The best effort will be used in the GPA calculations. However, all courses and grades remain on the transcript and those courses not used in the GPA calculation will be identified by an 'E' in the far right column or the following statement under the course description--"Repeat (excluded from GPA)".
How can I request a copy of my test scores?
Students may request a copy of their test scores when requesting an official transcript.  However, this is not available with the online transcript requests, but only available with the in person, by fax or by mail request.

How do I change information on my transcript?

What do I need to do to change my name on my transcript?
After a name change due to marriage, you will need to submit a name change form and official proof of the name change (marriage certificate) to the Office of the Registrar. The Permanent Record Update Form can be accessed through the Registrar website. If you are unable to visit the Registrar’s office, you may submit this information by mail or fax. The fax number is 254-968-9389.
Can I have my new social security number posted on my transcript?
You can have your new social security number posted on your transcript by bringing in your social security card to the Registrar's office and having a copy made to be placed in your records. If you are unable to come into the office, you can mail us a copy of your new social security card and a letter of explanation.
How do I get my new major field of study on my transcript?
To change your major, you will need to submit a major change form through your Academic Advisor.

Official or Unofficial? What makes them different?

Can I get an unofficial copy of my transcript?
Current Tarleton students can print unofficial transcripts from myGateway.
How can I tell if my transcript is official?
An official transcript is printed on secure paper with the official signature of the University Registrar embedded in the paper along with a statement verifying the validity of the transcript. Older transcripts, for coursework prior to 1987, are processed through a validating machine which affixes a seal of the school, Registrar's signature and the date the transcript is validated.
Why does it have "Issued to Student" stamped in red on my transcript?
Anytime that a transcript is picked up or mailed directly to the student, it will be stamped with "Issued to Student" on the transcript.
Is my "Student Copy" an official transcript?
The transcript IS official. However, some schools and organizations will not accept transcripts brought in with this stamp on the transcript. It is the student's responsibility to find out if the school will accept such a transcript.
What if the school will not accept the "Issued to Student" transcript?
If the desired school will not accept a transcript brought in by a student, then you will need to submit another request with the address where the transcript can be sent directly to the school.

Can I get information over the telephone?

Can you tell me my GPA over the telephone?
No. GPA's can not be given out over the telephone. You may come in to the Office of the Registrar and ask to see your own GPA by showing your identification. This involves privacy laws.

Can I have someone pick up my transcript?

Why do I have to send in a 'Letter of Permission' for my friend or family member to pick up my transcript?
All information on a student's transcript is confidential. There are privacy laws that must be strictly followed.
What do I need to include on the Letter of Permission?

In order for another person to pick up a transcript for another person, a signed Letter of Permission must be sent or brought in along with the request.

The letter should include a statement, such as:
" I give permission to (name of person picking up transcript) to pick up my transcript(s)."  Signed,  (student signature must be on the note).

What will the person picking up the transcript need to do?
That person will need to show a photo I.D. and provide the letter of permission, unless it was sent in with the original transcript request.

How long does it take to get my transcript or can I delay it?

Isn't there a faster way for you to send my transcript to me?
The fastest way is to order your transcript online and there is a $2 per transcript handling fee.  An alternate method is to print out the Transcript Request Form , fill in the required information, and fax it in.  You may also request transcripts to be mailed by Priority Mail, Express Mail, or UPS Next Day Air for an additional cost. The postage costs are listed on the form.
How do I pay for the faster shipping?
To pay for the faster shipping methods, you can include credit card information- type of card, credit card number, expiration date, name on card, V code and signature. You can also mail in a check or money order with your request form. Please make checks or money orders payable to Tarleton State University.
How many days until I receive the transcript if I mail in a request?
We process the transcripts as they are received. After we receive the request, it normally takes 3-5 business days for it to be mailed to the requested address.
Can I request you wait until after my grades for the current semester are posted to send my transcript?
Yes, you can go ahead and submit a request for a transcript. In order to receive the current semester grades on the transcript, you must specify that the transcript be held until after grades are posted.
Can I request that you wait until after my degree is posted to send my transcript?
Yes.  This process is about the same as waiting until grades are posted. You can go ahead and submit a request for a transcript. Be sure to specify that you only want the transcript printed after current grades are posted and after the degree is posted.
Why do I have to wait for my transcript?
The reason for having to wait for a transcript is the same as above--TSU students enrolled in years past and having not recently requested a transcript may have to wait for the transcript to be "audited" before it can be printed. You may contact the Registrar's office to determine when your transcript will be ready.