What is a transcript?
A transcript is a copy of the permanent academic (educational) record at an institution of higher education. It becomes an official transcript when the seal of the institution is affixed and the signature of an authorized person is appended.
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How do I order a transcript?
Transcripts can be ordered in person at the Registrar's Office in Administration 310. A written and signed request from the student is required by the Federal Family Educational Rights and Privacy Act (FERPA). Transcripts can also be ordered via mail. A letter must be written and signed requesting the transcript(s) and indicating where they should be sent. (Include sufficient identification information - full legal name, student identification number or SSN, date of birth, other names used, dates of attendance, etc.) No order will be processed if a student has a financial hold on their academic record. Your picture ID must be presented when picking up your transcript.
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How long does it take to process?
Transcripts ordered in person require 3 working days for processing. For example: An order placed on Monday may be picked up after 10:00 a.m. on Thursday. (At peak times in the semester, such as the first two weeks of the semester, early registration, and grading more processing time will be required.) If you designate someone else to pick up your transcript, that person must have written, signed authorization from you and must present their picture ID.
Transcripts ordered via mail will normally be processed within 3 working days after the request is received. (Again, at peak times in the semester, more processing time will be required.) Please allow sufficient time to meet your deadlines.
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How much do they cost?
As of July 1, 2003 (Summer 2003), transcripts are $5.00 each and $2.50 for each additional transcript ordered at the same time. South Dakota State University does not release transcripts until payment is received. Transcripts fees may be paid with cash, check, money order, VISA, MASTERCARD or DISCOVER. Checks and money orders should be made out to SDSU.
NOTE: Any financial hold must be paid before a transcript will be released.
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What courses will be included on my transcript?
Any course that was ever taken through a South Dakota Regental Institution will be included on your transcript: graduate courses, undergraduate courses, credit by exam courses, and repeated courses will all appear. Courses from other institutions that were transferred will also appear on your transcript. Degrees awarded and honors received are recorded. The following information is included: Name, permanent address, date of birth (on pre-computer transcripts), and social security number.
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To what address should I send the transcript?
Many schools or businesses require transcripts be sent directly to them to be considered official. You may, however, have transcripts sent to you at your current address. The Registrar's Office will not be able to accept accountability for non-receipt of mail due to an incomplete address.
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Can I wait until my grades/degree are on my transcript?
Yes. If stated in your mail request or if your in person request is marked to hold for grades and/or degree, the request will be held until the current semester's grades and/or degrees have been awarded. Please allow sufficient checking and recording time by the Registrar's Office to finalize your records.
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Can I FAX my written, signed request?
FAX requests for transcripts will only be accepted if you include your VISA/MASTERCARD/DISCOVER number and expiration date for billing. The FAX letter must be signed requesting the transcript(s) and indicating where they should be sent. (Include sufficient identification information: full legal name, student identification number, date of birth, other names used, dates of attendance, phone number etc.)
The FAX number to send your request to is 605-688-6384.
FAX requests are viewed the same as mail, therefore, processing time is the same as that days mail.
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Will South Dakota State University FAX my transcript?
FAXed transcripts are not routinely sent from South Dakota State University. In an emergency, South Dakota State will FAX a transcript after receiving written permission from the student. An official transcript will be sent by mail only if requested and paid for.
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Are my transcripts sealed in a separate envelope?
No. Transcripts (both undergraduate and graduate) issued or sent to students will be identified "Issued to Student" and will not be placed in sealed envelopes. A transcript "Issued to Student" is adequate for your personal use but usually will not be accepted by a second party as being official. Sometimes an application form you are completing gives specific instructions for transcript transmittal. Please supply us with a copy of these instructions at the time you order the transcript and we will assist you in meeting the requirements.
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Our address:
Registrar's Office
Box 2201, Adm 310
South Dakota State University
Brookings, SD 57007
Phone(605)688-6637
FAX (605)688-6384
If you have more questions, feel free to contact us.
Peggy.Johnson@sdstate.edu
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