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College Policy 1
Title: Student Records
Written by: Cara Banks, Registrar
Date Initiated: 11/17/2023
Date Revised:
Approved by:
4/26/2024
Chancellor
Date
Governing Board
Approval:
PURPOSE
Trinity College is committed to maintaining student records in a confidential manner and making
transcripts of student academic records accessible.
POLICY & PROCEDURE
Confidentiality of Student Records:
The Office of the Registrar maintains all permanent, official, and final records of students. Only
the Registrar can release student records. Student records are maintained in a fire protected filing
cabinet and in electronic computer files. Information is released only upon the written request of
the student in accordance with federal laws. Transcripts will not be released if a student has an
outstanding financial obligation to Trinity College.
Transcripts:
• A transcript of a student’s academic record is kept in electronic files or filed in a
permanent record folder.
• Official Transcripts: Official transcripts are documents that are produced by the
Registrar’s office and must be ordered according to the instructions in this policy.
Official transcripts are important to third parties so that they can be assured of
authenticity (originating directly from Trinity College) and content accuracy. Official
transcripts are issued in portrait format and contain the seal of the college and the
signature of the College Registrar.
• Unofficial Transcripts: Unofficial transcripts are available to current students and
previously enrolled students who matriculated at the College beginning in 1994 via
access to the student information system.
• Transfer Transcripts: For students and applicants who attended previous institutions of
higher learning, official transcripts must be submitted. Official transcripts are those sent
through mail or in person, received in signed, sealed envelopes. They are also those sent
Link to Catalog
College Policy 2
via Parchment, eScrip-Safe, or the National Student Clearinghouse directly to Trinity
College from the college/university where coursework was attempted. Electronic
transcripts must be sent to [email protected].
• Educational records received by Trinity College from other institutions will not be
duplicated and distributed. Trinity College is only able to provide official records for
coursework completed at this institution.
• Each graduate will receive an unofficial transcript, stamped “issued to student” free of
charge, when they receive their diploma.
Requesting A Transcript:
Official Transcripts must be requested online through Parchment:
• Online Requests through Parchment can be completed by accessing this link: Trinity
College Transcript Request
• Trinity College offers official transcripts in electronic and postal mail formats through its
partnership with Parchment. Students may select a transcript in either format upon each
request.
• Once the College is notified by Parchment of a student's request for an official transcript,
Trinity College will review the student's record for accuracy and submit the record to
Parchment. Parchment will then deliver the transcript on behalf of the College
electronically or through postal mail, per the student's request.
• All transcripts are processed in 3-5 business days. Electronic delivery method is a $15.00
fee per transcript, paper delivery method is a $17.50 fee per transcript. Overnight service
is an option to most students at an additional cost but may not be available if received
during college closures (e.g., weekends, official college closures/breaks, unanticipated
closures due to inclement weather, or the like). See Parchment's website for overnight
service details.
• Parchment should be contacted for questions concerning user interface issues.
• Inquiries concerning a transcript that cannot be released because of a hold should contact
the college office that placed the hold.
