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Transcripts and Records

The transcript 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 paper has a multicolor security background design and a border with the words “University of California, Los Angeles.” Authentication details are located in the lower right-hand corner of the transcript, and the transcript legend is located on the reverse of the document. Transcripts are issued in blue envelopes marked “Official Transcripts Enclosed.”

Two versions of official UCLA student records are available from the Registrar’s Office, 1113 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 two weeks 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, and degrees. For auto insurance “good student” discount, insurance forms should be presented at 1113 Murphy Hall. The verification fee is required for this service. 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 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).

Third-Party Verifications

UCLA has authorized National Student Clearinghouse to act as its agent for all third-party verifications of student enrollment and degrees. Degree verification for the most recent term is available approximately seven weeks after the term ends. The clearinghouse abides by all provisions of the Family Educational Rights and Privacy Act (FERPA). See http://www.studentclearinghouse.org.

Ordering Transcripts

Continuing students must order academic and verification transcripts through URSA. Other students may order transcripts in person at 1113 Murphy Hall, or 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

Transcript Order forms containing this information are available in the Murphy Hall northwest lobby or at http://www.registrar.ucla.edu/forms/.

For UCLA Extension courses, order transcripts from UCLA Extension, P.O. Box 24901, Department K, Los Angeles, CA 90024-0910.

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) 825-1091 or by contacting transcripts@registrar.ucla.edu.

Fees and Payment

Current students’ transcript fees are billed to their BruinBill 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/.

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 from the admit term. Students may view their documents at the Registrar’s Office, 1113 Murphy Hall. Advance notice of two to three days is required for viewing.

University Records System Access

Through University Records System Access (URSA), UCLA students acquire academic, financial, and personal information from their University academic records. See http://www.ursa.ucla.edu.

Change of Name or Address

Students who wish to change their name on official University records should fill out a UCLA Name Change or Correction form (available online at http://www.registrar.ucla.edu/forms/ or in the Murphy Hall northwest lobby) and submit it with documentation supporting the name change to the Registrar’s Office, 1113 Murphy Hall. Students on an F or J visa must provide a current passport beating the exact same name as the new name. All name changes are recorded on the transcript. If students change their address, they should update their address through URSA.

Closure of Student Records

Student records are closed to revisions in enrollment, grading, and academic actions on award of a degree. Students are responsible for requesting review of their record prior to award of their degree. See UCLA Procedure 220.1 Student Grievances Regarding Challenge to Content of Student Records Under the Family Educational Rights and Privacy Act, which may be found at http://www.adminpolicies.ucla.edu/app/Default.aspx?&id=220-1.

Changes requested by an individual after award of a degree are considered by the College or school only under extraordinary circumstances. Supportive documentation is required. On action of the academic dean, a statement of the request for revision and a note of the change will be recorded only in the memoranda section of the transcript.