Hello,
I have attached the guidelines from the admissions manual for entering both college and high school transcripts. At Helena College we date stamp the transcript itself and mark it as either official or unofficial with the opener’s initials. If the mailroom or an admin receive the transcript they date stamp and initial the envelope and if they open the envelope for any reason they date stamp and initial the transcript as well. If it is unofficial I put a note around the date stamp for the reason why it is unofficial. I generally do not keep envelopes unless it’s part of an explanation as to why it is unofficial. We then enter the transcripts into Banner with the received date; for HS transcripts we notate graduation date and with College transcripts we notate the date that the transfer evaluation was completed. After the 15th day of classes the registrar gives me a list of new students who have registered and I or a work study move those student files into the student record vault, those who didn’t complete their application or never registered get moved to an inactive filing cabinet in admissions.
Maren Kirkland
Admissions Evaluator
1115 N. Roberts
Helena, MT 59601
Phone: 406-447-6912
Fax: 406-447-6397
Maren.Kirkland@umhelena.edu
From: MACRAO Listserv [mailto:MACRAO@LISTSERV.GFCMSU.EDU] On Behalf Of Carole Peterson
Sent: Thursday, August 08, 2013 10:25 AM
To: MACRAO@LISTSERV.GFCMSU.EDU
Subject: Official Transcript Question
Good Morning,
We would like to know your institutions procedures in handling incoming official academic transcripts.
Does your Admissions Office record/document receipt of the transcript within your system? Does Admissions make notation on the actual transcript, or do they make notation on the envelope and attach the envelope to the transcript? Also, does your institution keep the envelope to indicate if the transcript was issued directly to your institution or elsewhere?
What steps does your institution take in handing off the files from Admissions to the Registrar or Student Records office?
Thanks for your time and thoughts. We appreciate your help.
Carole Peterson
Director of Student Records
Email: carole.peterson@rocky.edu
Phone: 406-657-1029
Fax: 406-657-1169
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