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Hard Copy (Paper) Transcript Ordering Using Banner Self-Service (online)

As of December 6, 2017: • Current students are now able to place a transcript order online via Banner Self-Service. • 1990 alumni and later can also order transcripts online only if they still have access to Banner Self-Service,

otherwise they have to use the conventional transcript request method using a paper form, see below. • Pre 1990 alumni must use the:

Conventional Transcript Request Method (paper request form): o The pdf request form can be found on our website at www.wheaton.edu/registrar o Select “Transcript Request” on the left side of the webpage o Scroll down to “Paper Request Method”, print the form, fill it out using a BLACK pen, sign it, and return to the

Registrar’s office by: Scanning and emailing it to transcripts@wheaton.edu – OR – Fax to: 630.752-5245 – OR – Send via mail: Wheaton College Registrar’s Office, 501 College Ave., Wheaton IL 60187

• CMHC Students graduating since May 2015 and MFT students graduating since May 2016 must follow the Conventional Transcript Request Method above (paper request form).

WHEN do you need your transcript? 1. Need a transcript now? Go ahead and submit your request now. 2. Need your transcript at a later date? (e.g. after grades are posted or after a degree is posted), please request

after the grades or degree have been posted, you can check this in DegreeWorks. 3. For graduating students with time sensitivity - need your transcript as soon as possible after graduation?

Please submit a conventional paper transcript request form to the Registrar’s Office prior to graduation so that we are aware of your need and we can prioritize it quickly after graduation.

Instructions How-to order a Paper Transcript using Banner Self-Service:

(see separate instructions for ordering an E-transcript) Step 1 - In Banner Self-Service:

• Select Student Services • Select Student Records • Select Request Printed Transcript (Note: “Printed” means ANY transcript, paper or electronic, not just paper.)

WHO are you sending your paper transcript TO? • To an individual/college/organization with a mailing address - go to Step 2A on page 2 of this

document. • To a Wheaton recipient with a CPO box or to an on-campus Wheaton department - go to Step 2B

on page 3 of this document. • To yourself, for self-pickup in the Registrar’s office – go to Step 2C on page 5 of this document. • To a Professional School Application Processing service (ex. LSAC, NursingCas, PTCas), see the FAQs

on page 7 of this document.

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Step 2A – Sending the paper transcript to a mailing address: Example - Banner Screen 1: • Type the recipient/department/organization’s name in the “Issue to:” box (see highlighted example below) • Caution: Do NOT fill in ANY other boxes on this screen except the “Issue to:” Leave the other two lines as “None” • Caution: Do NOT use the Look Up College Code feature. (This feature does not work correctly and it will NOT

deliver your transcript to the proper location.) • Click the “Continue” button.

Example Banner Screen 2: • Transcript Type: Select “Official Transcript” (You must select “Official”, no other option will work!) • Issued To: Make sure the recipient/college/department’s name appears in this box • Street Line 1: Fill in the mailing address • Street Line 2 & 3: This is optional if there is a second or third line for the mailing address • City, State, Zip: Fill in the city, state and zip code • Nation: Leave this as “None” for U.S. Only fill in Nation for foreign addresses. • NOTE: Do not fill in any of the other boxes on this screen. They are not needed. • Click the “Continue” button. Go to instructions “Step 3” on page 6 of this document.

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Step 2B – Sending a paper transcript to a Wheaton recipient with a CPO box or to an on-campus Wheaton department:

Example - Banner Screen 1: • Type the RECIPIENT’S name in the “Issue to:” box (see the highlighted example below); you can even make

yourself the recipient if you want. • Caution: Do NOT fill in any other boxes on this screen except the “Issue to:” Leave the other two lines as “None” • Caution: Do NOT use the Look Up College Code feature. (This feature does not work correctly and it will NOT

deliver your transcript to the proper location.) • Click the “Continue” button.

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Example - Banner Screen 2: • Transcript Type: Select “Official Transcript” (You have to select “Official”, NO other option will work!) • Issued To: Make sure the RECIPIENT’s name appears in this box • Street Line 1: Enter the RECIPIENT’S CPO box # or the Wheaton department name. (See examples below) • Street Line 2 & 3: This is optional if there is a 2nd or 3rd line for the campus mailing address • City, State, Zip: Leave this blank • State/Nation: Leave this as “None” • NOTE: Do not fill in any of the other boxes on this screen. They are not needed. • Click the “Continue” button. • Go to instructions “Step 3” on page 6 of this document. Select delivery method “Standard Mailing – No

Charge” (This selection is confusing but it will go through CPO mail) Example to a CPO box:

Example to a Campus Department:

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Step 2C – Sending a paper transcript to yourself, with self-pickup in the Registrar’s office:

Example - Banner Screen 1: • Type YOUR name in the “Issue to:” box (see the highlighted example below) • Caution: Do NOT fill in any other boxes on this screen except the “Issue to:” Leave the other two lines as “None” • Caution: Do NOT use the Look Up College Code feature. (This feature does not work correctly and it will NOT

deliver your transcript to the proper location.) • Click the “Continue” button.

Example - Banner Screen 2: • Transcript Type: Select “Official Transcript” (You have to select “Official”, NO other option will work!) • Issued To: Make sure YOUR name appears in this box • Street Line 1: Type “Issued to Student” • Street Line 2: Type “Pickup in the Registrar’s Office” • Street Line 3, City, Zip: Leave this blank • State/Nation: Leave this as “None” • NOTE: Do not fill in any of the other boxes on this screen. They are not needed. • Click the “Continue” button. • Go to instructions “Step 3” on page 6 of this document. Select delivery method “Pickup in Registrar’s

Office – No Charge”

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Step 3 – Complete the Transcript Options page: • Ignore any Errors that may appear in red at the top of this page. • Number of Copies (Up to 20): The default is 1, but you can order up to 20 • Official Transcript: Leave selected as “Yes”, do NOT change this. • In Progress Cut-off Term: Leave as automatically populated, do NOT change this. • Delivery Method: You have the following options:

1. If you followed Step 2a – “Send to a mailing address”, select “Standard Mailing – No Charge” from the dropdown list. This will send your paper transcript through standard U.S. mail.

2. If you followed Step 2b – “Send to CPO box or on-campus Wheaton Department”, select “Standard Mailing – No Charge” from the dropdown list. This option is confusing but it will send your paper transcript through CPO mail.

3. If you followed Step 2C – “Send to yourself, with pick-up in the Registrar’s office”, select “Pickup in Registrar’s Office – No Charge”. We will notify you when your transcript is ready for pickup. You will be asked to bring your photo ID so we can match your name with the “Issued To:” name on the transcript.

• Caution: Do NOT select “Transcript send Electronically – no charge”. You are using the paper transcripts instructions here and the Delivery Method must be related to Standard Mail or Pickup as described above. Your transcript will NOT send if you select “Transcript send Electronically” at this step.

• Click the “Continue” button. • You will see a screen with a summary of your request. • Click the “Submit Request” button.

Example - Banner Screen:

Ignore any

errors

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FAQs:

Copies ordered outside of business hours will be sent when our office opens the following business day. Special situations:

1. Holds: If you have a hold on your account, you will not be able to order a transcript until the hold is cleared.

a. For students with Banner Self-Service access, check “View Holds” under Student Records to see what kind of hold you have. Contact the appropriate department to resolve the hold and then try ordering your transcript again.

b. If you do not have Banner Self-service, we will contact you regarding any holds.

2. Professional School Applicants - anyone who needs forms or additional information sent along with their transcript:

a. Examples: LSAC – Law School Admission council; PTCAS – Physical Therapy Centralized Application Service; NursingCAS – Nursing Program Centralized Application Service; and other professional school applicants:

i. Submit your transcript request form directly to the Registrar’s Office using the “Conventional Transcript Request” (paper pdf form, see top of page 1 for download directions).

ii. Include the additional pdf form(s), from LSAC, PTSAC, etc. that you’ve downloaded from the processing service’s website and give us the completed form.

iii. We will then send the transcript with the necessary forms - the processing service will disregard your transcript without them because they won’t know who to link the transcript to.