Providing letters/verifications upon request
Summary table
Request | For submission to | What we need | Link to template/other guidance |
|---|---|---|---|
To show full-time status | insurance company |
| We generally don’t provide letters for this purpose, and the student should order an enrollment verification via Gibson. |
Midterm grades report | transfer institution |
| Refer to NTC or SoPA for undergrads and to the school for grad students. NTC students' requests are fulfilled by the NTC Office of Student Conduct: https://conduct.tulane.edu/deans-certification-new We never provide grade reports for midterm grades. Midterm grades are not part of a student's academic record and therefore not on the transcript. |
College Report | transfer institution |
| Requests to complete College Report forms are fulfilled by the NTC Office of Student Conduct. https://conduct.tulane.edu/deans-certification-new If they also need a transcript, provide general ordering guidance. (Here’s a copy + paste response) |
Invitation to Commencement | government |
| Some international students need this for visa purposes if their family wants to attend commencement |
Upcoming Graduation |
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English/In-Person Coursework |
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Completed Degree Letter |
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| Sometimes employers request our students have a letter directly from the registrar while waiting for diplomas. |
Notarized Diploma | General Counsel | Physical copy of diploma for photo | |
Notarized Transcript | General Counsel | Physical copy of transcript for photo | Paste small photos of the transcript at the top of the letter (scan as a JPG) |
AMCAS Transcript Update Letter | Give to student to upload to Parchment |
| When a student submits a transcript to AMCAS before all grades are posted, AMCAS requires this letter to accompany the updated transcript. Issue the student a credit on Parchment. Instruct student to add this as an attachment when placing their new order. |
Letter of Non-Attendance |
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CIEE-TU Letter of Non-Attendance/ Non-SOR letter | Letters typically provided to graduate degree application processing services (thru Liaison Intl) to clarify SOR partnership & transcripts | Confirm we do not hold student records in CIEE Teams sheets AND Banner | Template, directions, copies of letters provided are in Box: https://tulane.app.box.com/folder/172644142021 Ask CIEE student for name, DOB, the term they attended CIEE programming (Ex Fall 2019, Winter term/Spring 2022), and whether they participated as a high school student or university student. Look up student on CIEE term spreadsheet in CIEE Teams. Search for student in Banner (SPAIDEN>GUIALTI) to determine whether we hold any record of student. |
TSSW 60-hour pre-planned masters degree/practicum verification requests | licensing boards |
| Refer to TSSW. If a TSSW student requests a letter to confirm that they completed a 60-hour pre-planned masters degree program, they should complete the following form: Online Survey Software | Qualtrics Survey Solutions Social Work student forms can be found here: Alumni & Continuing Education Forms | Tulane School of Social Work Louis Fernandez, our MSW Field Education Program Coordinator, is the primary point of contact for receiving requests and composing letters. Students are to submit their requests through the official link: Online Survey Software | Qualtrics Survey Solutions . Letters pertaining to the verification of field education practicums and associated hours will be directed by Louis to Lindsey Fields, our Director of Field Education, for her signature. For letters affirming the completion of the MSW Program or indicating the student's "Good Standing" status within the MSW Program, these requests will be forwarded to me as the Director of MSW Programs for signature. I hope this clarifies the process for requesting and routing different types of letters. If you have any further inquiries or require additional information, please do not hesitate to reach out. Your understanding and cooperation in this matter are greatly appreciated. Respectfully, Dr. Kathy Oquelí McGraw
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NTC students - Letter of Good Standing (includes both academic and conduct standing), also referred to as transient letter | Various - GR applications, internships, transferring universities, Study Abroad, military/ROTC, etc | REGISTRAR DOES NOT COMPLETE | Refer NTC students to Dean’s Certification through the Student Conduct office within Student Affairs. Students can request a letter of good standing here: https://conduct.tulane.edu/deans-certification-new |
SOM letters (good standing, jury duty, etc.) | Various | Registrar does not complete | Refer students to SOM’s Student Affairs Office > Document Request link |
Law School certificates, forms, or letters | Varies | Registrar does not complete | Refer students to Lisa Shaw, lshaw@tulane.edu |
Additional notes
Requests for documentation other than transcripts or diplomas may be necessary for alumni to provide various proofs.
Types of letters usually requested
Certified letters are written to provide evidence that an alumni or student:
Has completed a degree. Often used when the diploma or transcript is being held, or is not yet ready.
Has an application for the upcoming graduation. While we cannot speak to the student’s completion of requirements, we can say if they have applied to complete their program in the same term.
Has completed their program in person or in English. The modality of a program is often in question when the student is an international student or is applying overseas.
Uses a chosen name, and needs to provide evidence that the chosen name on certain documents and the legal name on other documents refer to the same student.
Completed a course during COVID/Spring 2020 and needs to provide information about the grade mode that was used for their course(s).
Submitted their transcript to AMCAS without the most recent grades, and needs a letter confirming that the new transcript is accurate.
Has withdrawn from all coursework and is no longer registered.
Has never actually been a student. A non-attendance letter must be confirmed by the lack of a transcript for that record.
Requests for letters will come via incident, phone, or email.
Verify that the parameters of the letter are accurate
For example:
A non-attendance letter can only be written for a student who truly does not have a transcript. If any transcript generates, even only one term with all Ws, the student cannot have this letter.
The degree has been completed for a “completed degree” letter.
The student has applied for graduation for an “upcoming graduation” letter.
Identify the template and prepare the letter
Open the folder Registrar > Verifications > Templates https://tulane.box.com/s/3ml8y2nx2lqy3rqhrwjrgpj1mgepwckr - Connect your Box account
Select the corresponding letter from the templates which you are going to prepare.
Updated the CAPITALIZED portions of the letter to match the information regarding the student.
For students with a preferred name, include the full legal name with the preferred name in parenthesis.
Ex: John “Henry” Jones
Print or signature on letterhead
Now that you have your letter text prepared, there are two options for completing the process. Regardless of which option you selected for completing the letter, you will exit the template once you are finished, and choose “don’t save” so as to not overwrite the blank template.
Print on Registrar letterhead
Save the document as the name of the student and the type of letter (I.E. John Smith, Completed Degree) in the folder Registrar > Verifications > 202x (whichever year you are in). DO NOT overwrite the template - be sure to “save as.”
Print the document on Registrar letterhead and prepare for mailing or handing to the student in person by sealing in a Registrar envelope.
If this document is going to be sent digitally, you may now scan the document back to yourself via email, and send the document to the recipient as requested; however, you may want to consider the next option if this is an email request.
“Signature on letterhead” document to use for recurring letter requests
Create a document by printing an empty sheet with nothing but your name and title under a signature line on Registrar letterhead.
Sign the blank document, then scan it to yourself and save it as “signature on letterhead XX” using your initials to replace the XX.
Using the template you previously updated to match the details of the student request, copy the text from the Word document.
Open your signature on letterhead PDF and add the text to the document, adjusting so that the formatting and placement appears authentic.
Certify the document with an invisible signature - this will force you to save the document as a new PDF; use the name of the student and the type of letter as the file name, and save it in the folder Registrar > Verifications > 202x (whichever year you are in). DO NOT overwrite the blank letterhead - be sure to “save as.”
Send to the recipient
Email the document to the recipient as requested.