Printing transcripts (SHARQTC)

Student Identification and Document Release

• The student must present photo ID to obtain a record from the office.

• BEFORE releasing transcripts or diplomas, YOU MUST CHECK FOR HOLDS ON THE RECORD.

• Each student is permitted one free copy of their transcript per week; additional copies may be provided at Registrar staff member's discretion. We do not currently have the ability to charge students or accept money in-office.

• For walk-in requests, student workers at the front desk must check ID and use Banner and navigate to SOAHOLD to ensure there are no active transcript holds. If no holds are present, student workers will pass the request to Registrar staff.

• NOTE: If a Registrar staff member with full Banner access is fielding the transcript request directly, without a student worker, checking SOAHOLD is not necessary. Staff can go to SHARQTC (entering QTC will populate the Banner app) and any active transcript hold will illicit a error message to pop-up. If a transcript hold is active, direct the student on how to resolve by contacting the department which placed the hold.

• Transcripts given to the student MUST be addressed to the student and each page of the transcript stamped with the ‘ISSUED TO STUDENT’ stamp located in the printer room. We cannot provide the student with a transcript addressed to another recipient. If the student needs a transcript to be addressed to another recipient, (Examples: transcript is being sent to another university for an application, a transcript is being sent to another TU dept) we can mail it out for them free of charge. The student is responsible for providing a mailing address or TU department information.

• Transcripts mailed to addresses outside of TU campuses via USPS. Inter-departmental/Campus Mail can be used when mailing to other TU depts on behalf of the student (example: applications, employment related). IF TU staff/department requests a student’s transcript for valid educational purposes, the TU staff MUST come into the office to pick up with photo ID. See https://tulaneregistrar.atlassian.net/wiki/spaces/REGISTRAR/pages/85327918 for further instruction.

• NOTE: If a student requests an electronic/PDF version of their transcript, it must be ordered via Parchment. More info can be found here: Transcripts & Diplomas | Tulane University - Office of the University Registrar

  • A direct link to TU’s Parchment ordering portal can be found under ‘CIEE Students’ > ‘Place a Transcript Order’ button

  • OR a direct link can be found on the Student or Alumni tab in Gibson

  • Record of transcripts ordered through Parchment will show on SHARQTC

Checking Holds (SOAHOLD)

• Enter the student ID in the left-hand field, and press enter.

Open

• If the student has a hold referencing a transcript that has no end date (the end date is 12/31/2099), the student must resolve the hold before we can release any official documents.

Open

• In the event of a hold, the student may elect to print their unofficial transcript or an enrollment verification.

• The student can request an enrollment verification or access their unofficial transcript from their Gibson Portal; you are also able to access these from the Advisor Tab on Gibson.

• Reach out to an RSS staff member for help.

Transcript Release (SHARQTC)

• Open Banner and enter SHARQTC (Transcript Request) in the Banner search bar. Shortcut: Entering QTC will generate SHARQTC faster

• If you are accessing SHARQTC for the first time ever OR after logging into a new Banner session, you will be prompted to select a printer in SOADEST.

• For first ever SHARQTC printer setup: You can select one of the two Registrar transcript printers by selecting the “…” next to the transcripts field, and then choosing “tran_reg1” or “tran_reg2” from the table that appears.

• Do not click “save” on the SOADEST screen. It will not allow you to proceed, but instead show an error message. Save your selection by clicking “OK” and then “X” in the top left hand corner.

• For new log-in/Banner session: You do not need to select a printer every time, if you have previously completed this step. X out of SOADEST to proceed to SHARQTC

• Enter the student ID in the left-hand field and press Go. If the student has transcript holds a yellow box will pop up. For students/alumni requesting transcripts, they MUST have the hold resolved by the appropriate dept that placed the transcript hold. If TU staff/dept is requesting the transcript for their own records, override the transcript hold by entering Y in box for Override Holds

• If a transcript has not previously been provided for the student (never ordered in-person or via Parchment) then Transcript Request fields will be blank and automatically editable, as shown below

• If transcripts have been ordered previously (see picture below), click “Insert” in the top right-hand corner

• Type “AL” for all levels of coursework in the level field. (Only for CIEE-SOR students: use CI for level)

• Type “ACAD” for academic in the transcript type field.

• Click the “Issue Information” tab, enter the name of the student, contact person, or institution name (Example: AMCAS, University of Ohio Admissions, John Smith) in the “Issued to” field. ‘Issued to’ is a required field. The address fields are optional unless needed to mail the transcript.

• Click “Save” in the bottom right corner and the transcript will print in the main printer room.

• If the transcript is being provided to the student: Use the “Issued to student” stamp (located in printer room) to stamp each transcript page under the Issued To: Name & Address section. Fold transcript in thirds so the Issued to section is visible from the clear section of the TU transcript envelope. Place in envelope, seal, stamp with Collette’s name stamp over the envelope seal, hand to student. They can open or keep as is.

• Follow same fold, seal, stamp procedures when sending via inter-department or USPS. Place in mail cart at end of hallway for Campus Mail pick-up.

• Issues printing? Verify student has grades in, print-thru term, DOB is entered for student in SPAIDEN, paper is in transcript printer. Seek out Registrar management if issues persist.

Troubleshooting

Error ** Course data for student does not exist for this level and in-progress cutoff term

This is a known Banner issue.

• Make sure that the Student Information Term reflects the latest term you want coursework to appear.

• Leave the In-Progress Cutoff Term field blank and Save.

• The In-Progress Cutoff Term defaults to the max term and the transcript will print.

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