Reuse of Credentials for Admission

All credentials presented for admission become the permanent property of the University, cannot be subsequently released to the student or to another individual or institution, and cannot be held for reconsideration of admission to subsequent terms.

All credentials presented for admission become the permanent property of the University, cannot be subsequently released to the student or to another individual or institution, and cannot be held for reconsideration of admission to subsequent terms.

Copies of Transcripts from Other Institutions

What is the University of Illinois at Chicago’s (UIC’s) policy on the copying of transcripts from other institutions?

Transcripts and other documents from other institutions are the property of UIC, and, as such are under the control of the Registrar’s Office.  Under federal policy, the student has the right to view the documents in his or her file; the university is not required to provide (or allow the making of) copies of these documents.  Transcripts submitted to UIC for admission or credit transfer become the property of UIC and cannot be returned to the student or forwarded to other institutions (Academic Catalog).

Why do UIC and most colleges and universities have a policy that does not provide for the making of copies of transcripts from other institutions?

That’s a good question.  On the surface, a policy that allows a person to see a document without copying it may seem odd, at best.  There are, however, a number of reasons behind the policy:

  • The documents are a reflection of a student’s record at the other institution at a particular time (like a snapshot), and, as such may not be complete.  In fact, the record may have been added to or changed by the issuing institution; the record may not reflect the student’s most current record.
  • The current, complete, accurate, and official record of a student’s academic work is made available by the transcripting institution.  UIC is concerned that those receiving and using the record work from official documents, not copies.
  • UIC has no way of knowing whether a student wishes to use a copy of a transcript from another institution (with an incomplete record) to avoid having others see grades or other information which may be considered by the student to be negative (e.g. low grades, records of disciplinary actions).  In other cases, students may have an account balance at the issuing institution and may therefore be prevented from obtaining an official transcript until such obligations are met.  As a professional courtesy, UIC honors the desire of the issuing institution to have official records obtained directly from that institution.  UIC expects other institutions not to make copies of UIC transcripts that may be found in its students’ files.
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