How to Get Your College Transcripts

Your college transcript is a permanent record of your higher education. If you attended college for any period of time, you may eventually need to prove that attendance—and possibly even your performance—to someone. Perhaps you're transferring colleges to finish your undergraduate degree, applying to grad school, or you simply want a copy on hand for reference.

Whatever your reason, this guide will explain how to get your college transcripts, why you might need them, and other details you may need to know about these critical documents.   

What is a college transcript?

A college transcript is a record of your academic history at the school (or schools) you’ve attended. They include your dates of attendance, courses you’ve completed, grades, and cumulative GPA. Depending on the institution, your transcripts may also include your college major, awards, transfer credits, and any deficits, such as academic probation and disciplinary actions.

Colleges and universities typically provide two types of academic transcripts—official and unofficial. 

• Official transcripts are held by the registrar’s office and are available either electronically or in print. When printed, they are official documents that contain the school’s seal and the registrar’s signature printed on tamper-proof paper. Generally, you must order official transcripts, which will be emailed or mailed directly to you or the party you wish to receive them.

• Unofficial transcripts are usually available for you to view on your school’s website. They are for personal use to review enrollment status and grades. They typically aren’t formatted the same way as official transcripts and likely will not bear the university’s seal. 

Reasons why you might need your college transcript

There are several scenarios that may require you to obtain your college transcript, whether you've graduated or not. Let's review some of the more common ones.

• Transferring schools: If you plan to transfer schools to complete your degree, you'll need transcripts from any previous schools you've attended. Providing this document helps your new school verify your academic record for admissions purposes, and it will help your academic advisor determine which courses you've already completed.

• Graduate school: If you want to apply to graduate school, law school, or medical school, you will likely have to submit a copy of your transcript as part of the application process. The school you apply to will ask for a copy to verify that you obtained your bachelor's degree.

• Job applications: You may need a college transcript when you apply to specific jobs. While this is not as common, and many employers will take your word for it, they may want proof that you graduated. Some may even want to verify your GPA, which can serve as proof that you are dedicated and a hard worker.

• Government agencies: If you're applying for a role in a government agency, you may need to provide your transcripts. Keep that in mind if you apply to organizations like NASA or the US Department of State. You will also likely need a transcript if you attended college before joining the military.

Remember, if you request official transcripts sent to you directly, they will arrive sealed inside an envelope. If you plan to forward them to a school or prospective employer, they should remain sealed because your transcripts may not be accepted if the seal is broken or tampered with.

Where to get college transcripts 

The process of getting college transcripts will vary from school to school, but generally, the registrar's office is an excellent starting point. Usually, you can visit the school's website and make a formal request online. Before doing so, make sure you have the necessary information to get your transcripts. This includes:

• Your name

• College ID number (or social security number)

• Address

• Email address

• Phone number

• The dates you attended

If you're requesting official transcripts and wish to forward them directly to another party, like a different college, you'll want to have the address of where your transcripts should be sent.

Some schools use third-party services, like Parchment or CertiFile, to deliver transcripts. You can typically find instructions for using these digital programs on the registrar office's website. If your school doesn't offer an online option for ordering your transcript, you may need to submit a written request or visit in person. 

Remember that you'll typically have to pay a fee to get a copy of your official transcript. You can usually do this online, but the school may allow you to mail in a check instead. Receiving your transcript can take many weeks, so avoid waiting until the last minute to order your copies, especially if you have admissions deadlines.

Step-by-step guide for requesting college transcripts through the registrar's office

If your school allows official transcript requests through the registrar's office, follow the instructions below to get yours.

1. Sign into your student account. Have the necessary information ready.  

2. Follow the steps on your school’s website. You should find instructions for making the request. If the university uses a third-party service, you may be redirected to the service's website.

3. Ensure you have the recipient’s information correct. 

4. Pay the required amount and receive verification of payment. Save the verification details in case a problem arises.

What happens if you've been out of school for a long time?

If you're an alumnus or a former attendee, you can still request your transcripts using either the school's online portal or the third-party service you use, looking up your transcripts using the information we mentioned above. If you have trouble, contact the registrar's office.

How long does it take to receive university transcripts?

The time it takes to receive university transcripts depends on how your school fulfills requests and whether they provide electronic transcripts or need to mail them. Electronic transcripts can usually be sent much more quickly, typically within one or two business days, while mailed transcripts take longer to receive.

Mailed transcripts from Parchment or National Student Clearinghouse can take one to five business days, or can be sent electronically on the same day.

You may receive notification that your transcripts were sent, and if they were forwarded to another university, you may also receive notification of their receipt. If you don’t receive an acknowledgment of receipt after a week, you can contact the recipient to check the status.

Your school's registrar's office should state the average turnaround time for transcript requests, so you can plan accordingly. If you're getting ready to transfer schools or apply to a graduate program, make sure to leave plenty of time so your transcripts will arrive by the application deadline.

Do you need an official or unofficial transcript?  

Both official transcripts and unofficial transcripts provide you with information about your college career, but there are distinct differences. You can usually go online to your school's website and print an unofficial transcript. However, an official transcript must come from the registrar's office and will have an official seal or signature to verify its authenticity. 

For career and educational purposes, it's generally best—and often even required—to use an official transcript. If you just want one for your records or to plan your next educational move, an unofficial transcript will usually work.

How do you obtain a university transcript from a school that is closed?

If the school you’ve attended has closed, you may still be able to obtain your official transcript through arrangements made by the school or through your state education department.

When a college or university decides to close, it must make permanent accommodations for students to obtain their transcripts and notify each student of where they can get their transcripts prior to closing. The school should communicate this information to students prior to closing. 

For some reason, if your school didn’t contact you before it closed, you can contact your state Department of Education for assistance. The Federal Student Aid Office, operated by the US Department of Education, also keeps a listing of school closures and information on how to obtain transcripts and other essential information.

Can a college withhold your transcript?  

If you provide the correct information and pay the fee, getting a copy of your college transcript is a fairly straightforward process. However, in the past, many schools could withhold your transcript if you had an unpaid balance.

The good news is that has changed after the US Department of Education recently passed new regulations preventing the practice. Starting in July 2024, most schools will no longer be able to withhold transcripts from students who used federal financial aid to pay for course credits. Even if there was an unpaid balance on the account, those students can still receive their transcripts.

Getting started with Coursera 

You can earn your master's degree with an esteemed university partner on Coursera without gathering your college transcripts. Many degree programs offer performance-based admission, meaning you only need to take and pass a set number of courses to gain full admission, rather than pull together materials and wait for a decision.