Requests to send Augustana transcripts
Augustana College, Rock Island, Illinois
Transcript Fees, Policies and Processes
UPDATED December 2020 - read carefully
To go immediately to Arches to request your transcripts electronically click HERE.
COVID-19 Response: Please visit our main page for details and exceptions to our transcript policies and processes during the on-going pandemic.
Notice: Rush processing and immediate electronic transcript processing is not available after 2 p.m. on most days.
Holidays: Please consult office hours and the campus closures schedule. Transcript services are not available when the campus is closed. In addition note the following:
- Thursday, December 17 at 2:00 pm - deadline to request a paper transcript until the college reopens on Monday, January 4.
- Wednesday, December 23 remote business only - last day to request an electronic transcript until Monday, January 4.
- December 24-January 3 College closed - no transcript services available
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. It is extremely rare to have a transcript not arrive at the intended location. 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. Unless a transcript is returned to us damaged, the requestor should plan to request and pay for a new transcript.
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
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: email@example.com
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. International requests require payment by a US issued card or money order.
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
Students who have additional documents or attachments that are required to be included with the official transcripts for 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. The college will only include attachments from the institution or organization if it matches the recipient (AMCAS, LSAC, CAS, etc.). We will not include materials that do not represent an official document of the Augustana College. Here is a list of attachments that will not be sent with official transcripts:
- ACT, SAT, TOEFL, IELTS, AP, IB, A-Level or other pre-enrollment standardized test scores
- Transcripts from high schools or other institutions attended
- Letters of recommendation (including those from employees or faculty)
- Enrollment verifications or class schedules
- Graduation candidacy confirmation
Students who need Augustana documents (verifications, schedules, etc.) may request them in Arches. For tests and scores not originating at Augustana, the student should contact the organization, school or agency where they originated. See the college policy on obtaining documents originating outside of Augustana. If a student needs these documents to be sent together, they should request all materials, including transcript, be sent directly to the student and then mailed together by the student.
NOTE! Your email with attachments to our office DOES NOT meet the federal mandate for a legal 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. 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