At Bozeman, we don’t charge for individual parts of a record (immunization, acceptance letters, etc). We don’t give out immunization records since they are kept at Student Health and they send them out per a student’s request. I don’t believe they charge for that. The only time we charge for copies is for the entire record, often legal requests with a release, then we charge a $10 copy fee. The same is for course descriptions, if they want 10 or more, we charge the $10 copy fee. It has been that amount for as long as I can remember. Otherwise, it’s the standard fee for transcripts, transmittal, etc. I hope this helps!
Best,
Jody Ogata
Records Manager
Office of the Registrar
Montana State University
101 Montana Hall
Bozeman MT 59717
406-994-5522
From: MACRAO Listserv [mailto:MACRAO@listserv.gfcmsu.edu] On Behalf Of Joe Simonsen
Sent: Wednesday, July 16, 2014 9:40 AM
To: MACRAO@listserv.gfcmsu.edu
Subject: Fees for copies of records
We’re looking at charging fees at GFC for copies of non-transcript records such as immunizations or letters of acceptance, and I’m wondering what sort of fees y’all charge so we can stay in the same ballpark. There are two different situations where we typically end up making copies for students, and your thoughts/practices on either or both would be awesome!
-- We sometimes make copies for students to create an educational record (e.g., they bring in a high school diploma and we copy it for their application file);
-- We often make copies for students to release parts of an educational record (e.g., immunization requests).
Do you handle those two situations differently? And as a follow-up, how do you handle payment for copy requests that are mailed in or faxed? Student Accounts probably isn’t going to run a fiddy-cent card payment by phone.
Thanks for your collective insight. Hope this finds you well!
Joe Simonsen
Records Manager
Great Falls College MSU
2100 16th Ave, Great Falls, MT 59405
Phone: (406) 771.5128 or 1.800.446.2698 ext 5128
Fax: (406) 771.4329
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