Transcript FAQs
ALMOST EVERYTHING YOU EVER WANTED TO KNOW ABOUT TRANSCRIPTS:
(and weren't afraid to ask...) Most of these questions came from curious students.
- How do I receive a transcript from Tarleton?
- What information do I need to send in?
- What address should my transcript request be sent to?
- Do I have to send in a written request?
- Can I fax in the information instead of mailing it in?
- What is the FAX number?
- Can you clear blocks from other departments?
- Isn't there a faster way for you to send my transcript to me?
- Can you send my transcript electronically?
- How many days until I receive the transcript if I mail in a request?
- Can you send my transcript by UPS Next Day Air or Express Mail?
- How can I tell if my transcript is official?
- Why does it have "Issued to Student" stamped in red on my transcript?
- Is my "Student Copy" an official transcript?
- What if the school will not accept the "Issued to Student" transcript?
- Can I get a transcript placed in a sealed envelope?
- Can I have a transcript sent to my home address?
- If I am placed on academic suspension, will it show on my transcript?
- Will my recognition as a Distinguished student show on my transcript?
- Can I request that you wait, until after my grades for the current semester are posted, to send my transcript?
- Can I request that you wait, until after my degree is posted, to send my transcript?
- How long does it take until my degree shows on my transcript?
- Can I get a copy of my SAT, ACT, and TAAS scores with my transcript?
- Why do I have to send in a 'Letter of Permission' for my friend or family member to pick up my transcript?
- What do I need to include on the Letter of Permission?
- What will the person picking up the transcript need to do?
- Can you tell me my GPA over the telephone?
- Can you tell me how many credit hours I have earned over the telephone?
- What do I need to do to have my name changed on the transcript since I got married?
- What do I need to do to have my name changed on the transcript since I became divorced?
- Why do I need to include all my names in the written request?
- Is my student number the same as my social security number?
- What if I have a different social security number now than when I attended Tarleton?
- Can I have my new social security number posted on my transcript?
- What if I don't remember the years when I attended Tarleton?
- Will I be able to pick up my transcript if I come to the campus?
- Why do I have to wait for my transcript?
- What does it mean to "audit" the transcript?
- Will my transcript have my transfer work posted on it?
- Why doesn't my cumulative GPA show on my older transcript?
- How do I calculate my cumulative GPA?
- What do the A hours, E hours, Q hours, and Q points mean on my transcript?
- Why is my graduation GPA different than my cumulative GPA?
- Will honors classes that I have taken show on my transcript?
- Will my membership in the national honors societies recognized by TSU show on my transcript?
- Where does it show my degree posted on my transcript?
- Why do my undergraduate and graduate transcripts look different?
- Why don't continuing education classes show on my transcript?
- Can I get an unofficial copy of my transcript?
- Will my major field of study show on my transcript?
- How do I get my new major field of study on my transcript?
- Will the class I took by Correspondence show on my transcript?
- Will the course(s) that I passed by taking a CLEP test show on my transcript?
- Will the course(s) that I did not pass by taking a CLEP test show on my transcript?
- Will course credit that I achieved on standardized tests show on my transcript?
- What is the Grading System at Tarleton?
- Can you give me some information on courses that I have repeated?
There are several ways to receive a transcript.
- 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 Administration Bldg.)
- If you are in Killeen, you may come to the Records Office at the Center to request transcripts
- If you are unable to come by the office, you may mail in a written request for the transcript.
- You may print a copy of the Mail-In Transcript Request Form available from our web page and use it as your written request.
- If you are unable to come by the office, you may let someone else come in and fill out the request form. However, by doing so the transcript can only be mailed to another school or place of employment.
- If you are unable to come into the office, you may let someone else come in and pick up the transcript ONLY if they bring in a signed note from you giving them permission to pick up the transcript.
- If you have a fax machine available, you may fax the request form.
- Full Name (include all names you may have attended under)
- Address
- City, State, Zip Code
- Date of Birth
- University ID(UID) or Social Security Number
- Number of Transcripts wanted
- Addresses where to send the transcript(s)
- Signature of person whose name is on the transcript
- Return address
- Daytime phone number
Stephenville Students: To Request Tarleton Transcript:
Office of the Registrar
Tarleton State University
Attn.: Transcript Request
Box T - 0620
Stephenville, TX 76402
FAX 254-968-9389
Killeen Students: To Request TSU-Central Texas and University of Central Texas Transcripts:
Tarleton University System Center - Central Texas
Attn.: Records
1901 S. Clear Creek Rd.
Killeen, TX 76549
FAX 254-519-5486
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 UID 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.
What is the FAX number?
In Stephenville, the Registrar's FAX number is 254-968-9389. In Killeen, the FAX number is 254-519-5486.
I was told that I have a block on my records. Can you clear blocks from other departments?
A block (or hold) on your records from other departments must be cleared by that department. All blocks with the University must be cleared BEFORE a transcript can be issued. Only blocks that are with the Registrar's Office can be cleared in our department.
Isn't there a faster way for you to send my transcript to me?
The best way to request a transcript is by written request. The fastest way is to print out the Mail-In Transcript Request Form available on our web page, 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
Can you send my transcript electronically?
At this time we are unable to send electronic transcripts.
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 days for it to be mailed to the requested address.
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.
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 send in another request with the address where the transcript can be sent directly to the school.
Can I get a transcript placed in a sealed envelope?
Yes, you can request that a transcript be placed in a separately, 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 that a transcript be sent to any address.
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.
I was recognized as a Distinguished Student. Will that information show on my transcript?
Yes, the Distinguished Student information will appear after each semester it occurred.
Can I request that you wait, until after my grades for the current semester are posted, to send my transcript?
Yes, you can go ahead and send in 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 send in 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.
How long does it take until my degree shows on my transcript?
The degree will appear on the transcript at the time diplomas are given out; approximately 3 weeks after graduation.
My SAT scores are not on the transcript. Can I get a copy of these test grades?
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 do I have to send in a Letter of Permission for my friend or parent 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 my 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.
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 again involves privacy laws.
Can you tell me how many credit hours I have earned over the telephone?
No. Hours can not be given out over the telephone. This involves privacy laws, and follows the same procedure as requesting a GPA over the telephone.
I recently got married and want my new name on the transcript. What do I need to do to have my name changed on the 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 name change form can be accessed through the registrar website at http://www.tarleton.edu/~registrar/re_studentForms.html. 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.
I recently became divorced. 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 final divorce decree for official proof of the name change to the Office of the Registrar. The only information needed from the final divorce decree is the documentation showing the legal name change and the judge’s signature. The name change form can be accessed through the registrar website at http://www.tarleton.edu/~registrar/re_studentForms.html. 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.
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 alot of time to include all names on the request.
Is my student number the same as my social security number?
Only if you last attended Tarleton prior to the Fall of 2004.
What if I have a different social security number now than when I attended at 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.
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 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.
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 computer) and are currently enrolled again (in the computer). These students will have transcripts that do not look alike. A complete transcript for such students will be from both sources.
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.
I need my transcript now! Why do I have to wait for it?
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.
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.
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.
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.
How do I calculate my cumulative GPA?
To figure your cumulative GPA you will need to do the following: find the quotient of total quality points divided by total quality hours attempted.
- Add the credit hours together.
- Add the grade points together.
- Divide the grade points by the credit hours.
A hours: All attempted hours (including transfer, F'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 taken on your degree plan.
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 honor 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.
Where does it show my degree posted on my transcript?
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.
I graduated with my Masters degree. Why do my undergraduate and graduate transcripts look different?
If a student attended in years past (prior 1987), this transcript was not in a computer system and is totally different than the current transcript which is printed from the computer 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.
I took some continuing education classes. Why don't these 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.
All I need is an unofficial copy of my transcript. I don't need an official copy. Can I get an unofficial copy of my transcript?
Current Tarleton students can print unofficial transcripts from DuckTrax on the Tarleton website (www.tarleton.edu).
Will my major field of study show on my transcript?
Yes.
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 to the Office of the Registrar. The major change form can be accessed through the registrar website at http://www.tarleton.edu/~registrar/Forms/MajorChangeForm.pdf. 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.
Will the class I took by Correspondence show on my transcript?
The Correspondence course class will show up on the transcript as a transfer class, but will not be designated as a Correspondence course.
Will the course 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 computation for any grade point ratio.
Will the course 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 computation for any grade point ratio.
What is the Grading System at Tarleton?
TSU is on a 4 point grading system.
A...........Excellent, 4 quality grade points per semester hour
B...........Good, 3 quality grade points per semester hour
C...........Fair, 2 quality grade points per semester hour
D...........Passing, 1 quality grade point per semester hour
F...........Failing, 0 quality grade point per semester hour
NR........In Progress, Not used in GPA computation
I............Thesis in progress, Not used in GPA computation
*K..........Incomplete, Not used in GPA computation
W..........Withdrawal from course, no grade designated, Not used in GPA computation
WF........Withdrawal failing (included in GPA) Computed same as "F", 0 quality grade points per semester hour
P............Pass, Not used in GPA computation
S............Satisfactory, Not used in GPA computation
U...........Unsatisfactory, Not used in GPA computation
*The grade of "K" becomes "F" if not made up by the end of the succeeding long semester.
I need information about courses that I have repeated.
TSU allows students to repeat courses previously taken at the University. 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)".