The University of New Mexico
Registrar Training
In Person Transcript Processing
Date Issued/Rev: 7/28/2017
General Description: This procedure explains how to process and check the status of transcript requests.
IMPORTANT NOTE: If you are busy, take in the request, confirm there are no holds and that payment has
been received, then hold the request for keying when you again have time.
Responsible Manager: Associate Registrar
Related Procedures:
UNM-100
Search Three Times
Related Forms:
SHAINST
Term Course Maintenance (used to recalculate GPA)
SOQHOLD
Holds Query-Only Form (used to review transcript holds)
Process Summary:
Step#
CheckID
Form / Field Name
Check proper photo ID before accepting request or providing transcript. ID should match
the student or the person authorized by the student, in writing, to request or pickup on their
behalf.
UofAbq
If the student requesting a University of Albuquerque transcript
-
Highlight the Univ of ABQ indication,
-
Note on the request form
o ID checked,
o Payment amount and type,
-
UNM
Go to ###SendtoSSSC
Go to SHARQTC.
First time entering this form?
If SOADEST opens, close it and continue.
ID: Type the student’s UNM identification number.
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Correct student found?
a. If yes, continue.
b. If not, go to UNM-100 to locate correct student before proceeding.
If the student is requesting
a. Official transcripts, a request form is required, go to ###Official
b. Unofficial transcripts, go to ###Unofficial
Official
Select “Next Block.”
Verify the request form is complete:
-
Signature,
-
Address is legible or pickup noted,
-
Payment information (if not paying with receipt).
If there is missing information, work with the student to complete it. The student is
responsible for the address they submit.
Holds
If the student has transcript holds, a popup window will appear with the following
message:
“*ERROR* Transcript holds exist, enter “Y” to override, press LIST to view.”
Go to ###ViewHolds.
If no transcript holds,
Go to ###SpecialCheck
ViewHolds
Click on “OK”
Click on LIST button next to “View Holds”
NOTE: Not every hold will prevent transcript production, only those listed below.
If there is an active Bursar hold (BB, BC, BP, BT, BU) then
Refer the student to the Bursar’s Office to resolve the hold(s),
Return the transcript request.
Go to ###END
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NOTE: There are other Bursar holds that do not impact transcript production.
If there is an “Admissions, Incomplete” (AI) hold then
Review their admissions information and let them know which documents are still
needed.
Go to ###END
If there is a “Records” (RC) hold then
Refer the student to the Registrar’s Office to resolve the hold(s),
Return the transcript request.
Go to ###END
NOTE: These holds are very rare.
If there is a “Do not recalculate GPA” (TR) or Verification (VF) hold then
-
Note on the request form
o ID checked,
o Payment amount and type,
o Hold type,
SpecialCheck
Go to ###SendtoSSSC
If the “*WARNING* Multiple levels exist. Use AL for level to print all levels.” message
appears,
-
Click on “OK”
Note on the request form
Attachment
-
ID checked
-
Payment amount and type
If the student needs an attachment sent with the transcript then
-
Pre-BANNER
Staple attachment(s) to request form.
If the request form indicates attendance prior to 1984 or the Pre-BANNER error message,
“*WARNING* Student has Pre-BANNER stats. Send Pre-BANNER paper
transcript.” appears then
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-
Note Pre-Banner on the request form.
Click on the “Current Student Status” tab to check attendance and transfer work.
If the student’s “First Term” is before 198480 then
-
Note “Pre-Banner” on the request form.
Pre2006
If the student’s “First Term” is before 200680 and there are no “Earned Hours” on the
Transfer
“Transfer” line then
-
Note “TOK” on the request form.
-
Go to ###CNM
If the student’s “First Term” is before 200680 and there are “Earned Hours” on the
“Transfer” line then
-
If an official transcript has already been issued by a “User ID” other than by
Credentials (####CRED) then this record has already been verified.
o Note “VOK” on the request form.
-
If an official transcript has not been issued, other than through Credentials, then
o Note “T” and the number of listed transfer hours on the request form.
CNM
If the student is requesting a transcript for CNM,
-
Highlight CNM in the address
-
Go to ###SendtoSSSC
If there is data in the form
-
Click on “Insert Record” to open a blank request
Level: “AL” should always be used.
Transcript Type: “OFF” should always be used for official transcripts.
Number of Copies: number requested
NOTE: If more than 1 copy is needed, highlight the number.
Official: should always be checked for official transcripts
Hold for Grades: beginning 2wks prior to the end of the semester this should be checked
for all currently attending students.
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If the student does not want to hold for grades,
-
Attach the hold waiver sticker and have the student sign.
NOTE: Transcripts held for grades will be released after end of term processing, ~2wks
after the end of the term.
Hold for Degrees: beginning 2wks prior to the end of the semester, students may request
their transcript be held until their degree posts.
-
DO NOT check both the Hold for Grades and Hold for Degree boxes.
NOTE: Transcripts held for degrees will be release after the College submits their
graduation list, ~4-6wks after the end of the term.
The rest of the “Transcript Request” tab will automatically populate with appropriate
information.
NOTE: Unofficial transcripts are not held for grades or degrees.
Go to ###IssueInfo
Unofficial
Ask the student if they attended prior to 1984.
If yes, an Unofficial Transcript request form is required. Once completed
-
Note on the request form that
o ID checked,
o Pre-Banner,
-
Go to ###SpecialHandling.
If no work prior to 1984, continue.
Select “Next Block.”
If the student has transcript holds, a popup window will appear with the following
message:
“*ERROR* Transcript holds exist, enter “Y” to override, press LIST to view.”
-
Click on “OK”
-
Type “Y” in the “Override Holds:” box.
-
Select “Next Block.”
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If no transcript holds, continue.
NOTE: Transcript holds do not prevent release of an unofficial document.
If the “*WARNING* Multiple levels exist. Use AL for level to print all levels.” message
appears,
-
Click on “OK”
If there is data in the form
-
Click on “Insert Record” to open a blank form
Level: “AL” should always be used.
Transcript Type:
a. Use “MVH” to print at Mesa Vista North
b. Use “ADV” to print at SSSC
Number of Copies: enter up to 3.
NOTE: If the student wants more than 3 copies, they should make their own. If a request
form is required and more than 1 copy is needed, highlight the number.
The rest of the “Transcript Request” tab will automatically populate with appropriate
information.
NOTE: Unofficial transcripts are not held for grades or degrees.
Go to ###IssueInfo
IssueInfo
Click on the “Issue Information” tab
If the student is requesting
a. Pick up, continue.
b. Mailing, go to ###Mail
c. Fax delivery, go to ###Fax
Pick up
Issued: “Pick up at …” MVH (Mesa Vista) or SSSC (Student Support and Success Center)
Street Line 1: Student Last Name, First Name
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Street Line 2: Student UNM ID#
If the transcript will be picked up by someone other than the student:
Street Line 3: “Pick up by …” name of person the student authorized to pick up.
NOTE: The City line may be used if more information/space is needed.
Go to ###SendtoSSSC
Address
Address information should be entered as the student has submitted it. If abbreviation is
necessary, use common sense.
Shortcuts:
-
Address from the bottom up to save typing city and state info.
-
If sending to the student, click the LIST button next to “Student Address Type” to
see if the requested address is already on file.
Go to ###SendtoSSSC
Fax
If the student is requesting an Unofficial Transcript by fax
-
The Unofficial Transcript request form is required.
-
Once completed, note on the request form that
o ID was checked
If the student is requesting a Official Transcript by fax
-
NOTE: Remind the student that we cannot guarantee that a recipient will accept a
faxed official transcript.
Issued: “Fax to …” fax number provided by student.
Street Line 1: “RE: …” Student Last Name, First Name
Street Line 2: Student UNM ID#
Go to ###SendtoSSSC
SendtoSSSC
Click on “Save”
If the Pre-BANNER error message appears, do not release the transcript, official or
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unofficial, to the student:
-
Note Pre-Banner on the request form.
If you provided the transcript to the student immediately (most unofficial requests)
-
Go to ###End
Staple any attachments, checks, or other documents to the request form.
Stamp the request form “RECEIVED”
If you keyed the request, stamp it “KEYED” and initial.
Verify that any required notations (ID checked, payment, received, keyed, verification,
transfer) and highlights (# copies, hold for grades/degrees, Univ of ABQ) have been made.
Include the request form in the daily packet labeled “Transcripts, SSSC”
If not provided immediately, let the student know that their transcript will be produced and
mailed/faxed in 5 business days.
End