Processing Unofficial Transcripts Page 2 of 3

The University of New Mexico Processing Unofficial Transcripts Office of the Registrar Rev: 4/5/2018

General Description: This procedure explains how to process an unofficial transcript request. Responsible Manager: Associate Registrar Related Procedures: UNM-100 Search Three Times Related Forms: SHAINST Term Course Maintenance (used to recalculate GPA) SAQHOLD Holds Query-Only Form (used to view holds) STARRS Pre-Banner (used for pre-summer 1983 data)

Process Summary: Step# Form / Field Name Check ID Check proper photo ID before accepting request or providing transcripts. (ID should match the student or the person authorized by the student, in writing, to request or pickup on their behalf.) Go to SHARQTC (First time entering this form? If SOADEST opens, close it and continue.) Enter student’s ID number (If student is unsure of their UNM ID number search in GUIALTI.) Select “Next Block” ERROR If the student has a hold, a popup window will appear with the following message: Holds “*ERROR* Transcript holds exist, enter “Y” to override, press LIST to view.”  Click on “OK”  Type “Y” in the “OVERRIDE HOLDS:” box  Select “Next Block” If no transcript holds, continue. NOTE: Transcripts holds do not prevent release of an Unofficial transcript. WARNING If the “*Warning* Multiple levels exist. Use AL for level to print all levels.” Message Levels appears:  Click on “OK” If there is data in the form:  Click on the “Insert Record” to open a blank form In the box titled “Level:”  Type “AL” (“AL” should always be used) Processing Unofficial Transcripts Page 2 of 3

In the box titled “Transcript Type:”  Type “MVH” (If printing at Mesa Vista Hall North)  Type “ADV” ( If printing at SSSC) In the box titled “Number of Copies:”  You may enter up to 3 NOTE: If the student wants more copies, the 3 we print are on plain paper and may be copied by the student. Select “Next Block” Issued Tab to “Issued”  Enter “PICK UP AT …” MVH (Mesa Vista Hall) or SSSC ( Student Support and Success Center) Tab to “Street Line 1:”

 Enter Student’s Name (Last, First)

Tab to “Street Line 2:”  Enter Student’s UNM ID # If transcript is going to be picked up by someone other than the student: Tab to “Street Line 3:”  Enter “PICK UP BY …” (Name of person the student authorized to pick up)

Click on “SAVE” ERROR If the “*ERROR* GPA needs to be calculated, no transcript request allowed.” appears at GPA the bottom of the screen when attempting to save: Recalc  Tab to “Current Student Status” tab and note the “Last Term” indicated.  Go to “Options – SHAINST”  Enter the Last Term in the “Term” field.  Next Block to the “Stored GPA by Term Calculation” tab.  Click on the Sigma “∑” button.  Close SHAINST and return to SHARQTC.  Click on “SAVE” Processing Unofficial Transcripts Page 3 of 3

WARNING If the student’s “First Term” is before 198480 you will receive a Pre-Banner error message Pre- “*WARNING* Student has Pre-BANNER stats” BANNER  Log into STARRS (starrs.unm.edu)  Click “Registrar”  Click “Permanent Record Card”  Click “Student ID” (Social Security #)  Click on “Image”  Click on “Printer icon” (Print all pages)  Attach to the Banner portion of the transcript. Cover Attach the Unofficial Transcript cover sheet. Sheet END Give transcript to student or authorized recipient.

Common Problems/Errors: Resolution: *ERROR* Transcript holds exist, enter “Y” to Transcript holds do not prevent release of an unofficial override, press LIST to view. transcript, continue processing. *Warning* Multiple levels exist. Use AL for level to Always use “AL” for the level to ensure complete print all levels. transcript is issued. *WARNING* Student has Pre-BANNER stats Print Pre-Banner work from STARRS and attach to the Banner portion of the transcript. error message requiring GPA recalculate Recalculate the GPA on SHAINST.