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Office of the Registrar

Office of the Registrar
118 Anderson Hall
919 Mid-Campus Drive North
Manhattan, KS 66506–0114

785-532-6254

ksutrans@ksu.edu

Office Hours:

Monday–Friday
8:00 a.m.–5:00 p.m. (CST)

 

KSIS

The student information system will be down for maintenance November 21 - 24, 2019. Transcript ordering and/or processing will not be available during this time. .

Things to Know When Ordering Transcripts

 

ADDING ATTACHMENTS TO AN ORDER

Attachments may be uploaded to both electronic and paper delivery orders. Attachments that need the Office of the Registrar to provide additional information should only be ordered for paper delivery. Attachment information

APOSTILLES, CERTIFICATIONS, OR AUTHENTICATIONS

APOSTILLE, CERTIFICATION, OR AUTENTICATION

Some educational documents require certification prior to international use, for example transcripts and/or diplomas.  To have these documents certified for authentication or apostille, please read the following information and return the Apostille Processing Request Form to the Office of the Registrar.

The Office of the Registrar is able to certify original documents or copies to be sent to the Kansas Secretary of State Office. Please review the document requirements to verify what is needed prior to submission for certification; the Office of the Registrar is not responsible for documents submitted that do not fulfill the international requirements.  Transcripts may be ordered if an original document is required for certification. To certify one or more copies of a document already in the student’s possession, copies should be provided to the Office of the Registrar with the submission of the Apostille Request Form.

The Office of the Registrar offers various levels of service depending on the processing option selected.  A description of each process option is listed below.

 

 

 

Description of service

Pricing

Certification of document

Certification that all documents submitted are authentic.  Returned to student via USPS or may be picked up in office

$15.00

Express Shipment to Secretary of State

Express shipment fee to have documents sent to the Kansas Secretary of State for Processing (domestic shipping rate applies)

Add’l $25.00

Express Shipment of Completed Documents back to requestor

Express shipment fee to have documents sent from the Secretary of State back to the requestor (shipping is allowed to anywhere in the world)

Add’l $40.00



DELIVERY OPTIONS FOR PROCESSED ORDERS

Electronic pdf transcript received by a recipient is valid for 5 downloads or 30 days, whichever occurs first, before the security certificate expires. It is recommended that students confirm with recipients the acceptance of electronic PDF transcripts prior to ordering. Orders that expire cannot be resent and must be reordered; applicable fees will apply. The blue certified ribbon is present on all electronic transcripts, but only viewable in the most current Adobe Reader.  Delivery emails will come from parchment.com. For emails that do not show up in your inbox, check your junk, clutter or spam folders for the delivery email. For orders placed electronic pdf delivery to a third party, please follow up with them regarding the same procedure.

USPS first class maildelivery, according to the US Postal Service, is given priority over standard mail, and local mail should typically be delivered in 2-3 days. Nationally, first-class mail should be delivered in about 4 days. Transcripts returned to the Office of the Registrar for an undeliverable address, will be shredded and an email will be sent to the student to reorder online with a better address;applicable fees will apply. USPS change address process.

FedEx (Domestic & International)delivery requires a physical address and phone number of the recipient when placing the order. This delivery option provides a tracking number for processed orders.

Priority delivery map will provide you with expected 1, 2, or 3 day delivery areas for processed orders. Exceptions apply and delivery time is not guaranteed. Priority delivery does not provide a tracking number.

ELECTRONIC PDF TRANSCRIPT 

Electronic pdf transcript received by a recipient is valid for 5 downloads or 30 days whichever occurs first, before the security certificate expires. It is recommended that students confirm with recipients the acceptance of electronic PDF transcripts prior to ordering. Orders that expire cannot be resent and must be reordered; applicable fees will apply. The blue certified ribbon is present on all electronic transcripts, but only viewable in the most current Adobe Reader.  Delivery emails will come from parchment.com. For emails that do not show up in your inbox, check your junk, clutter or spam folders for the delivery email. For orders placed electronic pdf delivery to a third party, please follow up with them regarding the same procedure.

GRADUATING STUDENT TRANSCRIPT ORDERING

If you have applied to graduate this semester, you will order transcripts“Hold for Degree” anytime during the term and before the 14 day deadline from last day of final exams to ensure any degrees/minor/certificate earned will be included on the transcripts when processed. Refer to the Academic Calendar for exact dates..

HOLD FOR GRADES

“HOLD FOR GRADES”is not a transcript ordering option. Grades post approximately one week after the last day of final exams. Refer to the Academic Calendar for exact dates. Before ordering a transcript, check your Academic History in your KSIS Student Center to ensure all grades have posted. Current students order deadline is 14 days from the last day of final exams for students who will graduate or will not continue enrollment. After that date, former student transcript fees will apply. Refer to the Academic Calendar for exact dates. If you are graduating choose the processing time of "Hold for Degree" to ensure any degrees, minors and certificates, earned will be included on the transcript. "Hold for Degree" orders can be placed any time after applying to graduate and before the 14 day deadline.

HOLD FOR PICK-UP

 Hold for pick-up transcripts requests are processed* in two to three business days unless Urgent Processing (UP) is selected for next business day. An email notification will be sent when the transcript has been processed for delivery or is available for pick-up in 118 Anderson Hall, Manhattan, KS, or 208 College Center, Salina, KS. Transcript orders will not be processed when the Office of the Registrar or University is closed.

* Processing time refers to the Office of the Registrar processing the transcript order and getting it ready for delivery. Processing time does not include any delivery time.

HOLD ON RECORD FOR FINANCIAL OBLIGATIONS

 Holds for indebtedness (financial obligations) to the university prevents transcripts from being released until paid in full. Current students can view their holds in their student center on KSIS  (How-to). Former students’ that have a hold that precludes the processing of a transcript, will be cancelled and will receive an email stating who to contact regarding the hold. Once the hold has been resolved, a new transcript order can be ordered to be processed; applicable fees will apply.

HOW TO UPDATE PARCHMENT ACCOUNT INFORMATION

Once you leave the university, it’s important that you keep your transcript ordering account information up to date. Log into your ordering account; go to the tab at the top of the page called MY ACCOUNT. There you can update your email address and primary address as well as update your password for self-registered accounts. If you have a ksu.edu email address associated with your ordering account and no longer attend K-State, it’s important that you update your email address to one you use and have access to. For assistance with your account, email ksutrans@ksu.edu.

 parchment

ORDERING DEADLINE FOR CURRENT STUDENT

The transcript ordering deadline, for current students who will graduate or who will not continue enrollment, is 14 days from the last day of final exams. After that date, former student transcript fees will apply. Refer to the Academic Calendar for exact dates. If you are graduating this semester, choose the processing time of "Hold for Degree" to ensure any degrees/minors/certificates earned will be included on the transcript. "Hold for Degree" orders can be placed any time after applying to graduate and before the 14 day deadline, from the last day of final exams.

PAYMENT OPTIONS AND CREDIT CARD CHARGES

Payment options for all online orders are credit or debit card (Discover, MasterCard, or Visa). Once an order has been placed, charges are held in “Pending” by your banking institution and are only withdrawn from your account once the order is processed. 

PROCESSING TIME OPTIONS

Standard Processing* (NOW) for transcript requests is two to three business days, regardless of selected delivery method. Additional processing time could result from data mismatches and/or during peak periods, such as end of term. An email notification will be sent when the transcript has been processed for delivery or is available for pick-up in 118 Anderson Hall, Manhattan, KS, or 208 College Center, Salina, KS. Transcript orders will not be processed when the Office of the Registrar or University is closed. * Processing time refers to the Office of the Registrar processing the transcript order and getting it ready for delivery. Processing time does not include any delivery time.

Urgent Processing* (UP) will provide next business day processing, to all transcript customers, for an additional fee of $10.00 per transcript. UP may be added to any United States Postal Service (USPS) mail, Hold for Pick-up, Priority, or Federal Express orders, but will not include “Hold for Degree” orders. Additional processing time could result from data mismatches or location of record. In such cases, student will be contacted directly to discuss alternative processing options. An email notification will be sent when the transcript has been processed for delivery or is available for pick-up in 118 Anderson Hall, Manhattan, KS, or 208 College Center, Salina, KS. Transcript orders will not be processed when the Office of the Registrar or University is closed. *Processing time refers to the Office of the Registrar processing the transcript order and getting it ready for delivery. Processing time does not include any delivery time.

REPLACING TRANSCRIPTS

The Office of the Registrar will replace mailed transcripts one time that are not received by the recipient listed on the order to the same address, up to two months after the original date of the order. Transcripts returned to the Office of the Registrar for an undeliverable address, will be shredded and an email will be sent to the student to reorder online with a better address; applicable fees will apply. It is the student’s responsibility to provide an accurate mailing address. USPS change address process.

SENDING TRANSCRIPTS TO PROFESSIONAL ORGANIZATIONS

Kansas State University is an approved electronic transcript sender for the following professional schools being sent to Watertown, Massachusetts.  When ordering, use the search to find the school name, then click select; the school’s email is already hardcoded for your convenience. Next to the professional schools below is the required ordering element to complete your transcript order on line. For these orders, a paper form DOES NOT need to be attached and sent with the order. Use the chart below to see if the professional organization you are sending to is listed and not the required data element to add on the order.

 professional

THIRD PARTY TRANSCRIPT REQUEST

A third party may request an official student transcript from Kansas State University, by submitting a letter/form of request with the student(s) name, date of birth and student ID number. Accompanying this third party request must be a signed letter/form from the student granting Kansas State University permission to release the student's transcript to the third party. Kansas State University does accept electronic signatures for this process. Third party requests have two processing options:

  • 5-7 day processing for $20.00/per request
  • Next business day processing for $30.00/per request

Requests can be faxed (785-532-5599) or mailed to Office of the Registrar, 118 Anderson Hall, 919 Mid Campus Drive North, Manhattan, KS 66506. Emailed requests will not be accepted. Questions regarding this process can be sent to ksutrans@ksu.edu.

URGENT PROCESSING (UP)

 Urgent Processing (UP)* will provide next business day processing, to all transcript customers, for an additional fee of $10.00 per transcript. UP may be added to any United States Postal Service (USPS) mail, Hold for Pick-up, Priority, or Federal Express orders, but will not include “Hold for Degree” orders. Additional processing time could result from data mismatches or location of record. In such cases, student will be contacted directly to discuss alternative processing options. An email notification will be sent when the transcript has been processed for delivery or is available for pick-up in 118 Anderson Hall, Manhattan, KS, or 208 College Center, Salina, KS. Transcript orders will not be processed when the Office of the Registrar or University is closed. * Processing time refers to the Office of the Registrar processing the transcript order and getting it ready for delivery. Processing time does not include any delivery time.