Frequently Asked Questions About the Office of the Registrar Procedures

Transcript requests must be made in writing and must include the signature of the student. Complete the Transcript Request Form or submit your transcript request in writing and include the following information:

  • your name
  • your Social Security number or student ID number
  • the address(es) where transcript(s) is/are to be sent
  • your handwritten signature
  • daytime phone number, and/or e-mail address, and/or mailing address so we can reach you if we have any questions
  • your payment.

Please remember that the Registrar’s Office relies on complete and accurate information from the student to process requests correctly and in a timely manner.

Include the appropriate transcript fees (Each transcript requested is $5 each. If you are requesting your first transcript ever, then this one transcript will be free of charge). If faxing request please include credit card information including account number and expiration date to cover transcript fees. Requests can be made by:

U.S. MAIL
Office of the Registrar
Empire State College
2 Union Avenue
Saratoga Springs, NY 12866

FAX
518 580-0105

Please note that we cannot accept transcript requests via e-mail or telephone.

In order to change the name that is on a student record, the student must submit a completed Personal Identification Change form with required evidence of the name change to the Office of the Registrar.

The student must provide a copy of his/her Social Security card with his/her current legal name and any of the following with the same current, legal name:

  • driver’s license
  • U.S. military card
  • NYS identification card
  • passport
  • marriage certificate
  • court order.

Personal Identification Change Form (PDF  59kB)

The Personal Identification Change form and required documentation can be mailed, emailed or faxed to the Office of the Registrar.

Mail: Office of the Registrar, SUNY Empire State College, 2 Union Ave., Saratoga Springs, NY 12866-4390

Email: registrarsoffice@esc.edu — Requests and documentation can be attached as a PDF and emailed.

Fax: 518-580-0105 — Office of the Registrar, SUNY Empire State College

Note: You will need Adobe Reader to read PDF documents. If it is not installed on your computer, download it for free from Adobe.

In order to change the gender that is on a student record, the student must submit a completed Personal Identification Change form with required evidence of the gender change to the Office of the Registrar.

The student must provide a copy of either a DMV (state-government-issued) license or U.S. passport in addition to one of the following:

  • driver’s license
  • U.S. military card
  • NYS identification card
  • passport
  • court order.

Personal Identification Change Form (PDF  59kB)

The Personal Identification Change form and required documentation can be mailed, emailed or faxed to the Office of the Registrar.

Mail: Office of the Registrar, SUNY Empire State College, 2 Union Ave., Saratoga Springs, NY 12866-4390

Email: registrarsoffice@esc.edu — Requests and documentation can be attached as a PDF and emailed.

Fax: 518-580-0105 — Office of the Registrar, SUNY Empire State College

Note: You will need Adobe Reader to read PDF documents. If it is not installed on your computer, download it for free from Adobe.

Students can remove themselves from studies/courses up to the last day of the add/drop period through MyESC.

OR

Students can remove themselves from studies/courses after the add/drop period by submitting a withdrawal form anytime up to the end date of the term.

Where can I find a withdrawal form?

MyESC forms page, www.esc.edu/forms or Office of the Registrar web page, www.esc.edu/withdrawal.

When I withdraw using a withdrawal form, how does the withdrawal process work?

Withdrawal forms are sent to the Office of the Registrar. The Office of the Registrar takes care of processing the withdrawals and communicates with the student. Contact the Student Information Center at 800-847-3000 or 518 587-2100 with any questions.

The cost of each transcript is $5.  If you are requesting your first transcript ever, then this one transcript will be free of charge.

Please note: one free transcript means either one free undergraduate or one free graduate transcript, not both.

We accept checks, money orders, MasterCard, Visa, American Express and Discover.

Checks or money orders should be made payable to Empire State College. If faxing your request, please include credit card information including account number and expiration date. Alternatively, if you would like to pay for your transcript using a credit card without faxing your credit card information you may pay via your MyESC account. After you submit your transcript request you will receive an email alert that you may login to MyESC to make a payment.

Please remember that we cannot accept credit card information over the phone.

At this time, Empire State College is not able to fax or email transcripts.  Please remember to include a complete and accurate physical address for the intended recipient.  If you need your transcript to arrive sooner than standard mail would allow, you can request overnight delivery option which costs $12.50 if mailed to a physical address or $22.95 if mailed to a PO Box (in addition to the transcript fee).

Undergraduate Transcript:

Your Empire State College transcript consists of:

  • a summary page of study/course work with GPA information
  • your degree program, if concurred at the time of the transcript request
  • copies of contract evaluations of all successfully completed studies/courses prior to November 2011
  • a GETA (General Education Transcript Addendum), if your transcript is going to a SUNY or CUNY school. 

Effective with the Fall 1 2015 term, the summary page will include from the Fall 1 2015 term forward all studies/courses attempted and in progress from the Fall 1 2015 term forward. 

For studies/courses taken prior to the Fall 1 2015 term, the summary includes grades for successfully completed studies/courses only. 

Note: Your degree program becomes part of your transcript, once it has been concurred.

Graduate Transcript:

Your Empire State College transcript consists of:

  • a summary page of course work with GPA information
  • your degree program
  • copies of contract evaluations of all successfully completed courses prior to November 2011, except for the MBA. 

Effective with the Fall 1 2015 term, the summary page will include all courses attempted and in progress. 

For courses taken prior to the Fall 1 2015 term, NC was the outcome assigned for course work not successfully completed, with a quality point value of 0.00; an FC outcome denoted full credit, representing a B or better achievement.

When a student repeats a study, the more recent grade or outcome for the repeated study replaces the original for purposes of the award of credit and calculation of a grade point average. Both the original and the repeated study must be included in the satisfactory academic progress (SAP) calculation and appear on the transcript. The Graduate Repeat Course Approval form is expected to be completed at the point of registration for the study that is being repeated, though it can be completed at a later date if necessary. Once the form has been processed, the original study will appear on the transcript summary page with an “RP” following the original outcome to indicate the study has been repeated. The original outcome will not be counted in the GPA calculation.

Your advanced standing credits will be included with your transcript only if you have an approved degree program on file at the time of your request.

If you do have an approved degree program on file, the degree program will include accepted transcript credit from previous colleges that you attended, and also credit awarded for your college-level learning gained through work or life experience (credit by evaluation).

In addition, your approved degree program will list the Empire State College studies proposed to meet your requirements for graduation.

Undergraduate transcript:

At the time of your request, all successfully completed courses/studies with verified grades/outcomes will be included in your transcript. For all studies/courses prior to the November 2011 term, the transcript will also include the narrative evaluation of the successfully completed courses/studies.

Graduate transcript:

At the time of your request, all courses with verified grades/outcomes will be included in your transcript. For all courses prior to the November 2011 term, the transcript will also include the narrative evaluation of the successfully completed courses, except for the MBA program.

When your transcript will be mailed is partly determined by what is selected on the Transcript Request form.  When requesting your transcript(s) you can select when to have your transcript mailed. Please note that transcripts will be sent immediately unless instructed otherwise.

Please indicate if you would like your transcript(s) to be mailed:

  • immediately, you do not need to select any options on the form, this is the default selection.
  • after grades for your most recent/current enrollment are awarded, select ‘Send transcript after final grades are processed for the ______ term’ and indicate your current or upcoming term of enrollment.
  • after your degree program has been approved so your advanced standing credits will be included on the transcript, select ‘Send transcript after degree program with advanced standing credit is concurred.’
  • after your degree/certificate has been awarded, select ‘Send transcript after degree/certificate is posted.’’

Please note:  SUNY Empire State College awards degrees on the first of each month.  Although you may have participated in a commencement ceremony, this does not mean that your degree has been conferred (officially awarded). Your degree award date is pending a recommendation. for graduation by your regional location and the completion of a full academic review of all of your records.  This means if your participation in a commencement ceremony takes place prior to the conferral of your degree, your degree award date may be after the commencement ceremony date.

 

Please email esctranscript@esc.edu to communicate with the Office of the Registrar staff regarding questions about your transcript.

You should contact your center directly with questions about graduation. If they advise you that you have been recommended for graduation, you may contact the Office of the Registrar to check on the status of your graduation process.

The Office of the Registrar prepares your academic credentials (degree) and your diploma in a process that begins only after your center has recommended you for graduation, your academic record has been reviewed, and all of your financial obligations to the college have been met. In addition, we are not involved in any ceremonial activities that your center may have (often called a recognition ceremony). Again, contact your center if you have any questions about these festivities.

See also the more detailed description of Empire State College's graduation procedures.

Under FERPA, you have a right to:

  • inspect and review your educational records;
  • request to amend your educational records;
  • have some control over the disclosure of information from your educational records.

As such, SUNY Empire State College must obtain the consent of the student before disclosing personally identifiable information from educational records. Such consent must include a specification of the records to be disclosed, the purpose or purposes of the disclosure, and the party or class of parties to whom the disclosure may be made. Your completion of the request form constitutes a release if, and only if, you include your handwritten signature.

Request to Prevent Disclosure of Directory Information Form

Authorization to Release Information Form

Certain information, which we call "Directory Information" may be released to outside agencies. This information includes your dates of enrollment, what degree you may have been awarded, your degree award date and your area of study. We will not release any other information without a written authorization from you.

You may prohibit the release of your Directory Information by completing a Request to Prevent Disclosure of Directory Information form. Any restriction requested will remain in effect for one year.

Personally identifiable information may be released to the student via telephone only if the school official is certain that the party requesting the information is the student. In order to ensure records security, the school official must ask all of the following: student's complete name while in attendance, student's identification number, student's date of birth and student's dates of attendance at Empire State College. If the school official receiving the request cannot verify this information, then release of information will not be allowed.

If you are within 32 credits of completing a bachelor's degree and have a concurrred degree program, you might be eligible.

Contact your primary mentor/academic advisor to discuss if this option is appropriate for you.

Further information is available at Undergraduate Enrollment in Graduate Courses.

The National Student Clearinghouse, to which we report student enrollment data, is having an issue with FSA reporting. Please see the update that was sent to colleges this winter regarding the reporting.

Important Update on FSA Reporting

We want to provide you with an update on the National Student Clearinghouse’s relationship with the Department of Education (ED). As we have since 1993, the Clearing house continues to process school enrollment files and complete Office of Federal Student Aid (FSA) rosters/SSCRs (i.e., compliance reporting) on behalf of our school clients and provide weekly enrollment status updates on FFEL and private-loan borrowers to servicers. However, at the request of FSA, we will no longer provide weekly enrollment status change updates for direct loan borrowers.

Since 1999, FSA has participated with the National Student Clearinghouse and received weekly updates of enrollment status changes for federal-aid recipients. Like our other participating loan servicers, FSA paid a fee to receive weekly electronic updates and enable its servicers and representatives to view the enrollment histories of direct loan borrowers via our secure website. FSA feels it now receives sufficient reporting from the Clearinghouse through the federally mandated roster/Student Status Confirmation Report (SSCR) process, which we perform on behalf of our school clients. Therefore, FSA has elected to end its direct loan processing relationship with the Clearinghouse, effective Nov. 14, 2014.

In fact, recently, the Clearinghouse requested that FSA increase the frequency of the rosters it generates for our client schools from every 60 days (as stipulated in federal regulations) to monthly. We did this in order to minimize any potential negative effects that FSA’s decision may have on the servicing provided to direct loan borrowers.

The Clearinghouse remains committed to providing exceptional quality services to our clients and the students they serve. This includes the timely and accurate reporting of enrollment status changes to the loan servicing community and ensuring our school clients are compliant with federal reporting requirements. We will continue to work with the Department of Education to find ways to streamline processing requirements around rule changes and new requirements going forward.

If you have any questions, please feel free to contact us via your Clearinghouse regional director or service@studentclearinghouse.org.

What does this mean?

Students may need to complete in-school deferment forms and send them to the office of the registrar to be completed and forwarded to the lenders to continue to stay in deferment status.

Deferment Form (PDF  666kB)

Note: You will need Adobe Reader to read PDF documents. If it is not installed on your computer, download it for free from Adobe.

Transcripts are processed in the order they are received. Transcripts are usually mailed within two weeks of the receipt of your transcript request. We make every effort to meet specified deadlines. Please submit your transcript requests a minimum of two weeks prior to the date it would have to be mailed for you to receive it by your deadline.

There may be a delay if there are outstanding academic documents or if a record fix is necessary to complete your record. These issues generally arise for students who attended SUNY Empire State College prior to 2000.

Empire State College will make every effort possible to accommodate your deadline. Empire state College offers an overnight shipping option if you have an urgent need to receive your official transcript quickly.  If you are sending your transcript to a physical address, we offer UPS overnight shipping at a cost of $12.50 (in addition to the transcript fee). If you are mailing your transcript to a PO Box there is an USPS overnight shipping option that will cost $22.95 (in addition to the transcript fee). If you would like to take advantage of either option, please clearly indicate so on your request form.  It is recommended that you request the overnight shipping option when you initially make your request as it is difficult to add overnight shipping charges after the order is placed.

Please note: If your transcript is shipped standard mail, how long it takes to reach its destination is dependant on the US Postal Service. We have found that generally a transcript arrives at its destination within 5 to 7 business days depending on where the address is located and if the address is within the continental United States. 

Transcripts cannot be released if you have an outstanding balance with the college or a hold that prevents your transcript from being sent.  All financial obligations to the college must be fulfilled before a transcript can be released. The Office of the Registrar will send a notification to the email you have provided to the college indicating which office to contact concerning the financial hold on your account.

Other issues that can prevent your transcript order from being fulfilled can be: a missing signature, incomplete recipient address, or incomplete/missing payment information.

In addition, if you were issued No Credit outcomes for all of your studies/course work prior to the Fall 1 2015 term, we will not be able to produce a transcript for you as No Credit outcomes were not transcribed. As an alternative, you may request a Verification Letter.  Please note that we will communicate with email you with any issues that we are aware of.

 

Once your request has been received and entered into our system to be processed you will receive an automated email confirming receipt of your request.  You will also receive an email once your request has been fully processed.

Special forms included with my transcript

Should you have any forms that need to be included with your transcript, such as a cover sheet, or transcript matching form, Empire State College will send the form with your official transcript in a sealed transcript envelope.  If you have any such forms, please include them with your Transcript Request Form.

Course descriptions

Course descriptions, in the form of Contract Evaluations, are automatically included in your transcript for all studies/courses successfully completed prior to November 2011.  Should you need descriptions for studies/courses taken during and following the November 2011 term, copies of the Learning Contracts on official letterhead can be provided.  To request copies of Learning Contracts, please specify the name(s) of the courses in writing.  Your letter must: list the specific classes you are requesting descriptions for, contain your handwritten signature, and indicate the address that you would like the copies of the Learning Contracts sent to.  We cannot email Learning Contracts.

Alternatively, you can print the Learning Contracts from your MyESC page. The link to Learning Contracts are location on My Records tab.

Take the Next Step

Ready to advance your education and career? There’s no time like the present. Apply now, or learn more about SUNY Empire at one of our information sessions.