Reuse of Transcripts/Credentials
All credentials presented (for admission, transfer articulation, etc.) become the permanent property of the University. They cannot be subsequently released to a student or to another individual or institution. In addition, it is not guaranteed that they will be held for reconsideration of admission for subsequent semesters.
Copies of Transcripts from Other Institutions
Transcripts and documents from other institutions are the property of UIS; once received these documents are retained by the Office of Records and Registration. Federal policy states that a student has the right to view these documents in his or her file. However, the University is not required to provide (or allow the making of) copies of these documents. Transcripts submitted to UIS become the property of UIS and cannot be returned to the student or forwarded to other institutions.
UIS and most colleges and universities have a policy that does not provide for the making of copies of transcripts from other institutions. On the surface, a policy that allows a person to see a document without copying it may seem odd, at best. There are, however, a number of reasons behind the policy:
- The documents are a reflection of a student’s record at the other institution at a particular time (like a snapshot) and therefore may not be complete. In fact, the record may have been added to or changed by the issuing institution.
- The current, complete, accurate, and official record of a student’s academic work is made available by the transcripting institution. UIS is concerned that those receiving and reviewing the record should always reference official documents, not copies.
- UIS has no way of knowing whether a student wishes to use a copy of a transcript from another institution to avoid having others see grades or information which may be considered by the student to be negative (e.g., incomplete grades, low grades). In other cases, students may have an account balance at the issuing institution and may therefore be prevented from obtaining an official transcript until such obligations are met. As a professional courtesy, UIS honors the desire of the issuing institution to have official records obtained directly from that institution. UIS expects other institutions not to make copies of UIS transcripts that may be found in their student files.