Transcript request forms are one of the common education forms which are used by the students of an educational institution to request for a student’s transcript of records. The form will collect the student’s data which are necessary to be used in identifying whose records and reports will be acquired from the administration.
Transcript request forms are commonly used prior to the enrollment period and after the graduation or commencement ceremonies of an educational institution. The reason why these forms are used is due to the need for students to obtain their grades as well as to determine what subjects and courses they will have to take for the succeeding semesters.
There are three common varieties of transcript request forms and these are as follows:
Official Transcript Request Form – An official transcript request form is the variety of document that a student requestor must use if he requires his complete transcript of records with the seal of the institution’s registrar. In this form, the requestor will have to supply his basic details with his special instructions, his chosen destination of where the records will be sent, the number of copies he requires, and his method of payment.
Unofficial Transcript Request Form – In contrary to the official transcript, an unofficial transcript is a document which merely contains the grades and progress of the student, however, without the seal and the signature of the registrar office. To request for this, a student must fill in an unofficial transcript request form which will gather his name and the name that he previously used in the university or the institution if he underwent a legal name change, as well as his student identification data, contact information, and semester background.
Transcript Request Authorization Form – Compared to the other two transcript request forms, this document is only applicable to be used by a student if he wants his current educational institution to acquire his transcripts from his previous school as part of his enrollment requirements. This form mainly contains two sections, the applicant information section, and the release authorization section. In the applicant information section, the student will have to disclose the full name that he is using in his enrollment application or his other records in the current school along with his date of birth, gender, full residential address, electronic mailing address, and phone number. On the other hand, the second section or the authorization section of the form will collect the name of the student’s former school to determine where the current institution can obtain the student’s records, and the signature of the student or his legal guardian to complete the authorization.
Creating a transcript request form is easy especially with the following steps below:
When creating any type of document for an organization or for an institution, it is important to incorporate a header at the topmost portion of the form. This is to have a sort of ownership of the document. Additionally, the department or the specific office of the institution where the transcript request transaction is executed can also be stated below the name of the educational institution as part of the header.
The student information section should be designed to collect every bit of data to use in determining as well as verifying whose records will be released to the requesting client. In this section of the form, the requestor should be required to disclose his college or course details, the complete name registered in his identification card, his contact numbers and electronic mailing addresses, and his reasons why he will be needing his transcript of records.
Some educational institutions allow their students and clients to obtain official and unofficial transcripts separately. This is why it is significant to add options with checkboxes in order for the client to state his choice of variety. Also, the number of days before the records will be achieved will depend on the type of variety that the client or student chooses.
Processing the transcript request of a student or a client takes a specific time in the administration or the office where the documents are to be retrieved which is why schools require payments from their requestors for the transcript records. The chosen payment method of the requestor should be stated in this section of the form along with his preferred address or method of delivery on how he can receive the document. Additionally, if the requestor chooses to pay using his debit card and credit card, then he must sign a particular authorization form to allow the institution in obtaining his payment directly from his accounts.
A disclaimer statement is a type of client agreement which indicates the understanding of the requestor that he is required to provide legal data on the form along with his legal signature. Moreover, the statement also includes the agreement of the requestor in the policies set out by the administration with regards to the procedures of transacting the transcript request. In this section, an acceptance box and a date area must be incorporated with a signature block to cater the signature and the date of when the requestor has completed the form.
Transcript request forms are important due to its role in starting the request procedure to meet the demands and needs of the requestor. Nonetheless, the types of information and data to be collected in the form must only be those which are relative to the process itself and for determining what records will be needed to be obtained. Also, once the request is fulfilled, the institution must keep the request form as part of their documentation reports.