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Explanation of Various Letters and Forms

Requests for documentation other than transcripts or diplomas may be necessary for alumni to provide various proofs.

  • 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    • Has withdrawn from all coursework and is no longer registered.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.

  • Enrollment Certificates / Enrollment Verifications are used by current and former students:

    • To verify the dates of enrollment for past or current semesters.

    • To verify that a degree has been awarded, when the transcript or diploma cannot be released.

    • To provide documentation with their legal name and address in association with the Tulane University Seal and Signature of the Registrar.

  • State Board and Licensing, and other organizations will request documentation be completed:

    • Social Work Licensure

    • Certified Public Accounting Licensure

    • State Bar Associations for Law Practice

    • Residency and Medical Education

Letters

  • A student will request a letter by phone or email; all requests should be funneled to Diplomas@tulane.edu.

  • 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.

  • Open the folder Registrar > Verifications > Templates https://tulane.box.com/s/3ml8y2nx2lqy3rqhrwjrgpj1mgepwckr

    • 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.

  • Now that you have your letter text prepared, there are two options for completing the process.

    • You may wish to print the letter 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.

    • You may wish to create a “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.”

      • Email the document to the recipient as requested.

 Steps for Creating a Letter Using a Signature on Letterhead PDF

Letter of Non Attendance

  • The student is likely in our system, otherwise they would not need a letter, because something somewhere is reading them as having attended. Try to locate them by DOB in GUIALTI.

  • Search for the transcript by the ID, if you are able to find one; search for the name if the student truly is not in Banner.

  • Update the template with the student’s information.

  • Copy the text until you reach your name line.

  • Open your signature on letterhead.

  • On the right hand column, click Edit PDF.

  • On the top row, click Add Text.

  • Paste the content of the letter underneath the Letterhead; update the text so that it is not italicized and has proper spacing, etc.

  • On the right hand column, click Certificates.

  • On the top row, click Certify with Invisible Signature.

  • Choose the digital ID you want to sign with, or create a new digital ID if you don’t have one yet.

  • Click Review and enter your signature password (if you chose one) and sign.

  • You will be prompted to save - be sure to return to the 202x Letters folder and save as student name and letter type.

  • The letter is now certified, cannot be altered, and is ready to be emailed to a recipient.

  • 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.

Enrollment Certifications / Verifications

State Boards and Other Organizations

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