TRANSCRIPTS AND RECORDS

The permanent record is the transcript, which reflects all undergraduate and graduate work completed in UCLA regular session and Summer Sessions. It lists chronologically the courses, units, grades, cumulative GPA, transfer credits, and total units.

Official UCLA transcripts are printed on security paper to safeguard against unauthorized duplication, alteration, and misrepresentation. The security paper is blue with a faint background design and a border with the words "University of California, Los Angeles." The reverse of the document includes the transcript legend and authentication details. Transcripts are issued in blue envelopes marked "Official Transcripts Enclosed."

Two versions of official UCLA student records are available from Academic Record Services, 1134 Murphy Hall. These are the academic transcript and the verification transcript. Each is designed to meet specific needs.

Academic Transcript

The academic transcript is a student's complete academic record, including a listing of courses taken, transfer credit, units, grades, grade-point average (GPA), earned UCLA degrees, and in-progress term information. In-progress information includes a list of the courses that a student enrolled in during the term the document was requested and other in-progress information such as a change in major or the removal of an I grade.

Grades for completed terms are processed immediately following the conclusion of final examinations. Complete academic transcripts are available approximately 30 working days after the last day of the term. For graduating students, academic transcripts with the graduation date included are available approximately seven weeks after the end of the term. Students who require earlier proof of graduation should contact a degree auditor in 1113 Murphy Hall. A fee may be charged for this service.

The minimum period required for processing and issuing academic transcripts for both registered and former students is three working days.

Verification Transcript

The verification transcript certifies registration (fee payment), enrollment status, degrees, and "good student" standing for auto insurance. Verification transcripts confirm student status only after registration fees have been paid for the term. Verification of student workload is based on actual enrolled units and does not consider wait-listed units or list courses for a term.

Verification of degree can be issued after students' degrees have been posted to their student record approximately seven weeks after the term ends. Students who require verification before their degree is posted should contact their degree auditor in 1113 Murphy Hall.

The fee for a verification transcript is waived if requested for loan or student aid verifications (proof of request required). Most enrollment verifications for loans and creditors, however, are processed for the University by the National Student Loan Clearinghouse. Approved by the U.S. Department of Education, the clearinghouse is a national organization that facilitates and expedites student enrollment verifications for creditors and other student service-related agencies. The clearinghouse abides by all provisions of the Family Educational Rights and Privacy Act (FERPA).

Ordering Transcripts

Academic and verification transcripts can be ordered by sending a request to UCLA Registrar's Office, Attn: [Academic or Verification] Transcripts, 1105 Murphy Hall, Box 951429, Los Angeles, CA 90095-1429.

Requests should include the student's

1. Name under which they were registered at UCLA

2. Dates of attendance at UCLA

3. Date of birth

4. Social security number and/or student I.D.

5. Complete address and telephone number

6. Number of copies requested

7. Mailing instructions including all details and any special handling

8. Full signature

Transcript request forms containing this information are available in the Murphy Hall North Lobby or at http://www.registrar.ucla.edu/forms. Transcripts can also be ordered by faxing a request to (310) 825-6235.

For UCLA Extension courses, order transcripts from UCLA Extension, P.O. Box 24901, Los Angeles, CA 90024.

Requests are not processed if students have outstanding financial, academic, or administrative obligations (holds) to the University. Transcripts of work completed elsewhere must be requested directly from the campus or institution concerned.

More information on ordering transcripts is available by calling (310) 825-3801 or by contacting transcripts@registrar.ucla.edu.

Fees and Payment

Current students' transcript fees are billed to their BAR account. Former students may be billed or may submit a check or money order payable to Regents-UC.

In some cases, special fees may apply. Forms that must be completed by the Registrar's Office or that require official signatures are charged a special handling fee. Expedited service--processing within 24 hours--is available for an additional fee, or transcripts can be faxed with payment of an additional fee. Transcripts that are faxed are generally not considered official and confidentiality cannot be guaranteed.

Transcript requests are not processed for anyone with outstanding obligations to the University. For exact fees, see http://www.registrar.ucla.edu/fees.

Certificate of Resident Study

International students who must leave the University and the country before completing a degree or certificate program may request a Certificate of Resident Study in addition to a formal transcript. The certificate cannot be awarded if the studies involved are covered by a diploma or other certificate. The chair of the major department recommends the award of the certificate through a petition to the College, school, or Graduate Division. To be eligible to receive the certificate, students must have completed a program of at least nine courses with a minimum GPA of 2.0 (2.5 for Graduate Division students) and have satisfactorily completed a research project over a period of nine months or more.

Student Records

The Registrar prepares, maintains, and permanently retains a record of each student's academic work. Student files of pertinent documents are maintained up to five years following the last date of attendance. Students may view their documents in Academic Record Services, 1134 Murphy Hall. Advance notice of 24 hours is required for viewing. 310-825-3801

University Records System Access

Through University Records System Access (URSA), UCLA students acquire academic, financial, and personal information from their University academic records. Students may access the system for up to 10 years after their graduation or last term of attendance. See http://www.ursa.ucla.edu.

As needed, students may obtain a free printout of their grades for the most recent graded term from the Registrar's Office, 1113 or 1134 Murphy Hall, by presenting their valid current-term BruinCard.

Change of Name or Address

Students who wish to change their name on official University records should fill out a UCLA Correction or Change of Name form (available in the Murphy Hall North Lobby) and submit it to Enrollment and Degree Services, 1113 Murphy Hall. All name changes are recorded on the transcript. If students change their address, they should update their address through URSA OnLine or at Enrollment and Degree Services.