Augustana College, Rock Island, Illinois
Transcript Fees, Policies and Processes
To go immediately to Arches to request your transcripts electronically click HERE.
Notice: Rush processing and immediate electronic transcript processing is not available after 2 p.m. on most days.
Summer: We will have regular office hours most days from 8 a.m.-4:30 p.m., with limited service from noon-4:30 p.m on Fridays. In addition, over-the-counter rush transcript services are not available every day. Please plan ahead and call the office ahead of your personal deadlines so you have ample time to have your needs met.
Plan ahead! Transcripts are most often processed within 4-5 business days of the request date. However, it can take up to 10 days to process depending on the volume of requests received. Once a request is processed and leaves the Office of the Registrar, we are not responsible for delays due to post office handling or delays in processing on the part of the recipient.
Delivery time will depend on local United States post office transportation arrangements and may take additional time for delivery. Once a request is completed, our office cannot tell you how long it will take for the transcripts to arrive at the requested destination.
Requests sent to graduate programs are often routed to a school or department within the university, which may result in additional time before the transcript reaches the exact recipient noted in your request. The requestor should first check with the destination school before contacting our office. If faster service is required, you may try our electronic services (see below.)
Note: Our office does not participate in overnight mail services for transcripts.
All Questions About Transcripts: Please contact Michelle Ramirez 309.794.7211 or firstname.lastname@example.org
Sending transcripts and official scores to Augustana
Enrolling students are expected to send official transcripts reflecting all prior college coursework to the college for evaluation. Failing to do so may result in your transfer work not being accepted at a later point. Students who wish to send high school or college transcripts from another institution or scores for Advanced Placement (AP) or International Baccalaureate (IB) or A-Levels to Augustana to be a part of their official records should note that Augustana only accepts official transcripts and scores. Students should contact the sending institution or organization regarding their request procedures. Augustana will accept hard-copy transcripts mailed directly to the Office of the Registrar from the sending institution or sent through an official approved transcript vendor. If sending an electronic transcript to the college indicate with the electronic request that transcripts be sent to email@example.com (see information below on electronic transcripts).
The following delivery methods for transcripts will not be accepted (all of these methods are considered unofficial and will be destroyed with 5 business days or returned to the student upon request):
- transcripts/scores that are emailed as an attachment in any format (including pdf);
- transcripts/scores that are issued to the student or forwarded by the student;
- transcripts/scores that are hand-delivered to the college (including transcripts/scores that are in a sealed envelope); and
- transcripts/scores that are faxed.
International students who cannot meet the above transcript requirements will present evidence, such as an electronic copy of their transcript or a grade report, during the admissions process. However, as a condition of continued enrollment with the college, international students must present an original copy of the final, official transcripts to the Office of the Registrar when they first arrive on campus. Please see the catalog section on academic records for more information.
All transcripts should be sent from the sending institution directly to:
Office of the Registrar, Augustana College, 639 38th St., Rock Island, IL., 61201
Once official transcripts and scores are received, it can take 3-5 business days to post to the record. Students should check their Arches record within about a week to see if the scores and/or coursework have posted. By sending official scores and official transcripts to Augustana College, individuals consent to post all eligible coursework to the academic record. Dual enrollment credit, Advanced Placement (AP) credit and International Baccalaureate (IB) credit will only be posted to the record from an official transcript or score report sent directly to the college from the appropriate originating institution or organization. In accordance with legal regulations and best practice standards, coursework posted to the record may not be removed. For more information, see our Transfer Policies.
Letters Confirming Language of Instruction (International Students)
International students seeking to provide proof of the language of instruction at their high school should request an official letter from their principal or headmaster. Letter requirements include:
- letter on official letterhead;
- contain student's legal name;
- indication of the official language of instruction at the high school;
- seal or stamp of the school; and
- wet signature of headmaster or principal (no e-signatures or emails accepted).
Please visit Founders Hall to discuss the situation and receive a copy of a template for the letter. For more information, see the Second Language section under requirements for the Bachelor of Arts degree or visit the Office of the Registrar.
Transcript Methods and Costs
Transcripts may be obtained only by official request to the Office of the Registrar. This request must be made through the online request process or by a form request mailed, emailed (emailed form must be PDF with handwritten signature) or faxed to the Office of the Registrar. Transcripts may be withheld if the individual has any outstanding financial obligation to the college. Federal law prevents honoring requests received by telephone, email (with electronic signature) or third parties.
For email requests, utilize the following email:
NOTE! Hotmail accounts are not compatible with our transcript system at this time. Before beginning the transcript process, you will need to have an alternate email address available. If you do not have an alternate email address, you will need to complete the paper request form. If you are using an alternate email address, please contact Linda Warne in Alumni Relations to have your email address updated in the college's system before proceeding.
Augustana will accept a check, cash, money order, Visa or Mastercard for transcript fee payments. Prepayment is required.
Current students may print their own unofficial transcripts through the secure Arches login for no fee. Official requests must be made using the transcript request form through the Arches menu. Currently enrolled students may request up to five transcripts in a seven-day period with no fee. There is a $20 prepayment charge per transcript over five requests in this period.
Call the Office of the Registrar to make credit card payment, or deliver cash/check to room 109 in Founders Hall. Please allow 3-5 business days for processing and up to 2-3 weeks during peak processing times (after final grades, graduation and January-February). Requests that need to be processed after the grading period should be requested online after grades are finalized.
Supplemental Documentation or Attachments with Transcripts
If you have additional documents or attachments that need to be included with your official transcripts for employers or graduate schools, it is your responsibility to send those documents to the Office of the Registrar and contact Michelle Ramirez in advance of your request so she is aware of this need. NOTE! Your email with attachments DOES NOT meet the federal mandate for release of records. A separate transcript request is required in addition to submitting your attachments.You will not receive a follow up to your email with attachments, but you may check your transcript order status in Arches after a request is made.
Requests are now made through a transcript request form online. Please follow one of these options:
1. I entered Augustana after 1991 and have previously set up an Alumni and Friends account (click here). Transcript requests are $8 per transcript and must be paid in advance by credit card through the transcript request page*.
2. I entered Augustana after 1991 and need to verify my email address on file with the college. Please contact the Advancement Office at (800) 798-8100 ext. 7589 or firstname.lastname@example.org. Please read the note above regarding Hotmail accounts. Please allow one business day for processing email changes. Requests are $8 per transcript and must be paid in advance by credit card through the transcript request page*. Once your email has been updated, please click here to be taken to Arches and begin the process to request your transcripts. You will click on "I'm new to Arches."
3. I entered Augustana after 1991 and I would like to make a request by fax, email or mail. These requests are $12 per transcript with prepayment by check, credit card or cash. Please follow these steps to have your transcript processed:
a. Complete the request form found on the Augustana website and submit by fax, email, mail or drop-off to the Office of the Registrar.
b. Make prepayment of $12 per transcript ($20 for rush requests) by cash, check or call the Office of the Registrar to make credit card payment.
4. I entered Augustana before 1991. Please follow these steps to have your transcript processed:
c. Complete the request form and submit it by fax, email, mail or drop-off to the Office of the Registrar.
d. Make prepayment of $8 per transcript ($20 for rush requests) by cash, check or call the Office of the Registrar to make credit card payment.
There is a $20 prepayment charge per transcript over five requests in a seven-day period. Please allow 3-5 business days for regular processing and up to 2-3 weeks during peak processing times (after final grades, graduation and January-February).
Official electronic transcripts (email delivery)
Official electronic requests must be made using the transcript request form through secure Arches login (see above to request a login if you do not have one). Electronic copies are sent via email to the recipient email address entered in Arches. Once sent, the recipient is responsible for opening the certified, official electronic transcript within the timeline attached to the email. The requestor is responsible for notifying the recipient that the transcript will be delivered via email from eSCRIP-SAFE/Credentials.
Transcripts that expire for lack of action by the recipient will need to be requested again and additional fees will apply.
If you wish to have an e-transcript sent immediately, same-day processing requires a $20 prepayment fee per transcript and a phone call to the office during business hours. Please note all fees must be paid in advance. Current students requiring additional attachments to be sent with the e-transcript must contact the office directly before processing. Rush requests are not available after noon on Fridays in the summer and during peak times.
Note: Electronic transcripts for those who entered prior to 1991 are currently not available.
The Office of the Registrar does not upload electronic transcripts or enrollment information for students. Please do not forward links for graduate school admission or employers to our staff; these requests will go unfulfilled. Students are responsible for uploading their own academic information to all external websites and pages.
Rush orders (and over-the-counter service)
Rush processing requires a $20 prepayment fee per transcript. If a rush request is made by phone, fax, email or through Arches before 2 p.m. daily, you must call the office to request this service and our staff will process the request immediately. Please note that rush processing does not guarantee that a transcript will leave the Augustana campus the same day, but it will go out in the next mail service (if same-day or next day receipt is required, please see the section on electronic transcripts).
Please note all fees must be paid in advance through the requesting website by credit card or by calling the Office of the Registrar, or in person in room 109 Founders Hall by cash or check. Augustana does not participate in overnight mail or rush delivery services for transcripts. However, you are encouraged to read about the official electronic transcript services above. Rush orders require a call-in payment following a request by a) a secure Arches request; b) faxed request; c) email request; or d) drop-off of a request form. Rush requests over the counter are not available after noon on Fridays in the summer and during peak times. Call in advance if you are concerned about available services.
Individuals may print their own unofficial transcript from the secure Arches login at no cost. Requests for processing unofficial transcripts are subject to the same fees, policies and procedures for official copies. Same-day processing service requires a $20 prepayment fee per transcript.
Obtaining your transcript by fax
Requests to have transcripts sent by fax requires a $20 prepayment fee per transcript. Transcripts sent by fax are necessarily unofficial, therefore individuals are encouraged to print and then fax their own unofficial transcripts through secure Arches login if possible. Faxing services are available for a small fee at the Circulation Desk in the Tredway Library, Gerber Center. The Office of the Registrar does not provide general faxing services for current students.
*Declined credit cards and unpaid transcript requests will be deleted within one week of receipt.
Requests should be sent to the address below and require prepayment. Please do not send cash through the mail.
Hours: Monday-Friday 8 a.m. to 4:30 p.m.
Office of the Registrar
Augustana College, 639 38th St.
Rock Island, IL., 61201
Obtaining documents originating from another agency or institution
In accordance with national record release standards, we do not release documents that have become the property of Augustana College through a legal release to a third party (Augustana). We are not the official legal custodian of record for any documents that did not originate at Augustana College and therefore do not have the legal authority to release them. This includes documents such as high school records, ACT/SAT scores, AP/IB scores or college transcripts from other institutions. These records are the property of the college and are for our internal college purposes only. Please contact the originating agency, organization or institution that produced the original records to obtain a legal copy.
Policies effective on July 1, 2009
updated for dates 7-9-19