Internal to the University System Distribution of Transcripts

Students have, for many years, been confused as to why they had formally to request transcripts from one unit of the University of Alaska in order to have them sent to another unit. In recent years, this internal distribution of transcripts cost students the same as if they were sending transcripts to an institution out of state. This regulation provides a service to students, and at the same time reinforces the fact that the public higher educational institutions within the state function within a single statewide system.

A.

There is to be no charge to students for transcripts distributed internal to the University of Alaska system.

B.

Transcripts are to be distributed internal to the university electronically (through SIS) as appropriate. Students will still be required officially to request transcripts, and records of distribution will be maintained as usual. Transcripts issued internally within the university system require the same review and verification, and will be accepted as official once received. The receiving unit is to treat transcripts so received as it would any other official transcript of a student's record.

Single Point of Contact for Distribution of Transcripts

For many years students, as well as faculty, have questioned why the university did not have a single transcript for all students. In this way a student would only have to go to one office with the university to gather up the complete record of his or her attendance at any and all units of the university system. It is not feasible, however, to have one such record when there exists multiple accreditations and admissions and records offices. An option to meeting this need of students would be for the university to cooperate in retrieving a student's records from all units of the university system. In the restructured university system, there will be only three A & R offices that would need to be contacted. This ability will be offered as a service to students, according to the following procedure.

A.	Students may go to any A & R office to request transcripts of their University of Alaska activity to be sent to outside/external institutions and pay all fees for the request.
B.	The office where he or she requests transcripts locates all the student's records across the UA system (using SIS and the data provided by the student as to when/where he or she attended classes).
C.	That same A & R office contacts either/both of the other two A & R offices within the system, as needed, to request that transcripts be sent for the student. It is intended that this contact be done electronically.
D.	The A & R office contacted by the student maintains the original request signed by the student. The others maintain the electronic request from the originating campus.
E.	The originating campus collects and keeps the per copy charge for each transcript request.
F.	Transcripts will be issued from the A & R office in charge of the record only, and not consolidated at one office or sent electronically for distribution. For example, if a student has a transcript at all three units, then each of the three would send out an official transcript to the designated location that allows for continued record responsibility by the individual A & R offices for accuracy, mailing, etc.