The Office of the Registrar is responsible for maintaining timely and accurate records of the academic progress of students while maintaining the privacy and security of those records. Select a topic below for more assistance and information.
!!!NOTICE!!! For Students Paying with CREDIT CARDS
The Business Office now requires the following information in order to process CREDIT CARD payments for TRANSCRIPT REQUESTS:
1. Credit Card Account Number
2. Expiration Date
3. Signature
4. Three Digit Security Number Listed on the Back of the Credit Card
5. Billing Address
When using a Credit Card, please make sure all of this information is on your transcript request before faxing or mailing your Transcript Request.
EDUCATION RIGHTS AND PRIVACY ACT OF 1974
In accordance with the Family Educational Rights and Privacy Act (Sec. 513 of PL 93-380), education amendments of 1974, which amends the General Education Provisions Act, Sec. 438) students of Athens State University are hereby informed of their right of access to their official records as described in the act. In accordance with Public Law 93-380, the Family Educational Rights and Privacy Act of 1974, each student and former student of Athens State University has the right to inspect his or her official educational records in the Records Office. This right of inspection does not apply to any confidential information submitted to this office prior to January 1, 1975, nor to access by students or former students to financial records of their parents. Under this act, the University may not release information concerning a student without the student’s written permission. The following is a list of directory information which may be made available regarding students of the University without their prior consent and is considered part of the public record of their attendance: (1) name, (2) permanent and local addresses, (3) telephone listing,(4) date and place of birth, (5) major fields of study, (6) dates of attendance, (7) degrees and awards received, (8) high school and other colleges and universities attended, and (9) participation in officially recognized organizations, activities, and sports. The student is
entitled to request in writing, that any or all of this information not be made publicly available prior to the end of the registration period for any given term.
Requesting a Transcript 
Academic Bankruptcy
Graduation
Change of Address
NEW PROCEDURE FOR APPLYING FOR GRADUATION
Beginning with the Summer 2008 Semester, there will be a new procedure to apply for graduation.
STUDENTS MUST COMPLETE THE GRADUATING SENIOR EXIT SURVEY BEFORE THEY CAN COMPLETE THE GRADUATION APPLICATION. STUDENTS MUST APPLY FOR GRADUATION BY COMPLETING THE ONLINE GRADUATION APPLICATION.
Students may begin applying for graduation online on April 1, 2008. Once the student's application has been completed, an automatic email will be sent to the Records Office and the appropriate fee ($50.00 for first-time applicants and $13.00 for those students who have applied before but were not cleared)will be placed on the student's account.
FOLLOWING ARE THE DIRECTIONS TO BEGIN THE NEW GRADUATION PROCEDURE:
1. Click on ASU Online
2. Click on Student Services & Financial Aid
3. Click on Student Records
4. Click on Graduation Application
(Choose the term you expect to graduate - Ex: Summer 2008)
5. The following message pops up - You need to complete the Graduating Senior Exit Survey before Continuing.
Click on Continue to take the survey.
6. Select an Assessment
Click on Drop-Down Box
Select Graduating Senior Exit Survey (Summer 2008)
Students graduating at the end of the Fall 2008 Semester will NOT be able to apply for graduation until online registration begins for the Fall 2008 semester.
If additional information is needed, please contact the Records Office at (256) 233-8167 or (256)233-8165.
Transcript Ordering Service
Athens State University has authorized the National Student Clearinghouse to provide transcript ordering via the Web. You can order transcripts using a major credit card (MasterCard or Visa only). Your card will only be charged after your order has been completed.
1.To order an official transcript(s), login to the Clearinghouse Secure Site
2. The site will walk you through placing your order, including delivery options and fees. You can order as many transcripts as you like in a single session. A $2.25 processing fee will be charged per recipient.
3. Order updates will be emailed to you. You can also check order status or history online.
Requesting an Official Transcript
Requests for official transcripts may be requested by mail, fax, or brought in by person. A $5.00 transcript fee for each transcript will be charged. We accept cash, check, money order, MasterCard, or Visa. If requests are faxed a credit card payment is required, please include the card number and expiration date on the faxed request.
The following information is required in all transcript requests:
• Signature
• Social Security Number
• Date of Birth
• Approximate dates of attendance at Athens State
• Complete official address to which transcripts will be sent
(Official transcripts cannot be mailed to students)
Request an Unofficial Transcript
Requests for unofficial transcripts may be requested online or by mail, fax, or brought in person. A $5.00 transcript fee for each transcript will be charged. We accept cash, check, money order, MasterCard, or Visa. If requests are faxed a credit card payment is required, please include the card number and expiration date on the faxed request. There is no charge for unofficial copies requested in person. Requests over the phone or via email are not accepted because a students legal signature is required by law.
To acquire an unofficial transcript online go to the
Secure Login Area
You will need to log on to the secure area by typing in your social security number for your ID and your birthdate as your PIN (six digits total with no spaces or dashes). You will be asked to change your PIN once you have logged in. Then select the following links Student Services & Financial Aid > Student Records > Academic Transcript and > Display Transcript. Transcripts can be printed including your name and social security number.
If you have problems concerning your transcript, please contact the Records Office at 256.233.8165 or email Teresa Suit or Kim Troupe.
Academic Bankruptcy
According to State Board Policy, a student may request in writing to the Registrar to declare academic bankruptcy under the following conditions:
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If fewer than three (3) calendar years have elapsed since the semester for which the student wishes to declare bankruptcy, the student may declare bankruptcy on all coursework taken during that one semester provided the student has taken a minimum of 18 semester hours of coursework at the institution since the bankruptcy term occurred. All coursework taken, even hours completed satisfactorily, during the semester for which the academic bankruptcy is declared will be disregarded in the cumulative grade point average. |
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If three or more calendar years have elapsed since the most recent semester for which the student wishes to declare bankruptcy, the student may declare academic bankruptcy on all coursework taken during 1-3 semesters provided the student has taken a minimum of 18 semester hours of coursework at the institution since the bankruptcy semester occurred. All coursework taken, even hours completed satisfactorily, during the semester(s) for which academic bankruptcy is declared, will be disregarded in the cumulative grade point average. |
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When academic bankruptcy is declared the term “ACADEMIC BANKRUPTCY” will be reflected on the transcript for each semester affected. When academic bankruptcy is declared, the transcript will reflect the semester of its implementation and the transcript will be stamped “ACADEMIC BANKRUPTCY IMPLEMENTED.” |
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A student may declare academic bankruptcy only once. |
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Implementation of academic bankruptcy at an institution does not guarantee that other institutions will approve such action. This determination will be made by the respective transfer institutions. |
Graduation
A student expecting to receive a degree from Athens State University should notify the Records Office of intent to graduate via the appropriate online form and pay the appropriate graduation fee, not later than the registration period of the semester in which he or she expects to graduate.
It is advisable for a student to consult with their advisor one semester prior to graduation. For a student who does not make the graduation application deadline, there will be an additional fee charged in the amount of $25.00 for this special diploma order. Failure to notify the Records Office of intent to graduate in a timely manner may result in the student being required to wait until the next semester. It is the student's responsibility to insure that all graduation requirements are met. Please refer to the current semester schedule for graduation application deadlines.
First-Time Graduate Applicant Fee $50.00
Re-Order Graduate
Applicant Fee $13.00
Athens State holds two graduation ceremonies each year. The Spring Commencement is held at the end of the Spring Semester for Fall & Spring Graduates at the Von Braun Center in Huntsville. The Summer Commencement is held at the end of the Summer Semester in front of Founders Hall on campus.
Change of Address
If you wish to change your address, the Records Office must have a written request with your signature and social security number.
