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Request Transcripts

How do I obtain my GSW transcript?

Ordering Transcripts Electronically from GSW

Order Transcripts

Georgia Southwestern State University has partnered with Parchment to order and send your transcript and other credentials securely. This link    will open a new browser.

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If you do not have an existing user account, you will need to set up a new learner account. The cost per electronic transcript is $8.00. Once your order has been placed, you will receive email notifications from Parchment updating you of the status of your order. You may also check your Parchment Dashboard online.

The Office of the Registrar will process transcript orders during normal working hours Monday through Friday. Transcripts will be sent within 48 hours after a request is received; however, additional time is required during peak periods.

Note: If you attended GSW prior to Fall 1998 you may submit your request through Parchment, however, GSW will not be able to submit your request electronically. Your transcript will need to be mailed to the recipient or picked up in the Office of the Registrar, Sanford Hall, Room 210.

 Ordering Transcripts Directly from GSW

Currently enrolled or former students may request an official transcript in person or through the mail by completing the Transcript Request form. A $5.00 processing fee is required along with the form.

To avoid any delays, please be sure to include all names you may have used while attending GSW.

How long does it take to process my request for a transcript?

Transcripts are usually processed within 24-48 hours of receipt of the completed request. This time may vary during registration and graduation periods.

I need my transcript sent out a.s.a.p. Must I pay the transcript fee immediately for my request to be processed?

Yes. Your request will not be processed until we receive payment. Please include payment with your request to avoid any delays. If you are picking up your transcript from the Office of the Registrar, you may indicate on your request that you will pay at time of pick up.

May I pick up my request personally?

Yes. Your transcript will be available for pick up at least 24-48 hours after you placed your request. You must provide proper identification upon arrival. Remember, if you open an official transcript, it is no longer considered official.

How do I know if I need an official or unofficial transcript?

Official copies are usually required for other universities, institutes, scholarship sponsors, certification, and employment. Unofficial copies are usually for a student's personal use. Some institutions accept unofficial copies temporarily until an official copy can be sent. Check with the institution that is requiring your transcript to determine which transcript is required.

If I come to the Office of the Registrar, may I obtain my transcript on the spot?

No. There is a 24-48 hour processing time for transcripts. The Office of the Registrar is unable to process official transcript request on the spot. Unofficial copies can be issued on the spot upon completion of the Transcript Request form.

Can I have someone else pick up my transcript?

You may have someone else pickup your request if you send written permission for that person to pick up your request. The person picking up your transcript must have proper identification.

May I request a transcript via email?

No. You may request your transcript electronically through Parchment or complete the Transcript Request Form.

Is it possible to print my transcript from RAIN?

Yes, you may print an unofficial transcript from your RAIN account.



Transcript Definitions

Total Institution

The "institutional g.p.a." refers to credit earned at GSW utilizing the academic forgiveness policy [i.e. repeat policy of the last grade earned counting in the calculation]. This g.p.a. does not include the calculation of Regents' remediation classes nor Learning Support classes.

Total Transfer

The "total transfer g.p.a." refers to credit accepted from other institutions. Since only credit is accepted in transfer, not quality points, the g.p.a. hours and quality points will not display. Therefore, a transfer g.p.a. will not be calculated or displayed, except in cases where students are pursuing a 2nd undergraduate degree, if their 1st degree was earned somewhere other than GSW. In exceptional cases where a 2nd degree student has multiple prior institutions, the transfer g.p.a. will display as 2.0 with 120 prior hours earned, regardless of the total number of earned hours from combined institutions.


The "overall g.p.a." will reflect the same number as the total institutional g.p.a. However, the overall earned hours will include transfer work accepted by GSW.


The "Regents' g.p.a." includes every course attempted at GSW with the letter grade of A, B, C, D, F, and WF. Students who repeated a class more than one time will have each attempt figured in the calculation [ex: for a student who repeated a class 3 times, the Regents' g.p.a. calculates all three final grades].

The "Regents' g.p.a." does not include the calculation of Regents' Remediation classes, Learning Support classes, or classes with the letters grades of I, K, NR, P, S, U, V, W, or any grade with a %.

True Cumulative

A "true cumulative g.p.a." is a manual calculation of all attempted work at accredited institutions, including GSW. A true cumulative g.p.a. is used to determine eligibility for graduation with academic honors of cum laude, magna cum laude, or summa cum laude. Students must also earn 54 hours in residence (at GSW) to qualify for graduation with academic honors.

Other Transcript Definitions

Attempted Hours

Refers to any course appearing on the transcript with a letter grade.

Passed Hours

Refers to any course appearing on the transcript with a letter grade.

Earned Hours

Refers to hours passed with a grade of D or higher. This category does not include Learning Support classes, ESL classes nor Regents' Remediation classes.

GPA Hours

Refers to the hours attempted at GSW utilizing the academic forgiveness policy [i.e. repeat policy of the last grade earned counting in the calculation]. This g.p.a. does not include the calculation of Regents' remediation classes nor Learning Support classes.

Quality Points

Quality points are assigned to each letter grade. A = 4 quality points, B = 3 quality points, C = 2 quality points, D = 1 quality points, F = 0 quality points, WF = 0 quality points.

GPA Calculation

The grade point average is the number of quality points earned divided by the number of credit hours attempted. Example:

UNIV 1000 1   credit hour B = 3   quality points
MATH 1111 3   credit hours C = 6   quality points
SOCI 1101 3   credit hours A = 12   quality points
GEOL 1121 4   credit hours B = 12   quality points
HIST 2111 3   credit hours D = 3   quality points
  14   credit hours     36   quality points

36 divided by 14 = 2.57 semester G.P.A.



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