Transcripts Overview

Problems with transcripts are the primary reason for delays and missed deadlines. Please read all instructions relating to transcripts thoroughly and follow them carefully.

SMDEP requires a transcript from each college or university you have attended. We must receive an official transcript directly from the registrar's office. This guarantees a complete and accurate record of academic performance.
Please Note: If you are a freshman in college and you have not received your first semester grades, please allow time for grades to be established before sending your transcripts to the National Program Office.

Requesting Your Transcript

When submitting your transcript request, you must use the 2008 SMDEP Transcript Matching Form (PDF, 1 page). This will enable us to quickly match your transcripts with your application information. When requesting transcripts, please instruct the Registrar to attach this form to your transcript before forwarding to SMDEP. All transcripts must be sent directly from the Registrar's office, otherwise your transcript will be marked unofficial. Unofficial transcripts will not be accepted.

1. Request an official copy of your transcript from each U.S. or Canadian post-secondary institution that you have attended.
2. Complete a Transcript Matching Form to include with your transcripts. SMDEP will not accept a transcript without a Transcript Matching Form. Registrars should mail your transcripts to the SMDEP National Program Office using the contact information on the form.
3. Carefully review the Transcript Processing Procedures.

Transcript Requirements

One official transcript is required from each U.S., U.S. Territorial, or Canadian post-secondary institution at which you have attempted coursework, regardless of whether credit was earned. This includes, but is not limited to:

• College-level courses attempted while in high school, even if they were not counted toward a degree by any college
• Colleges at which you originally attempted a course, even if transfer credit was subsequently accepted by another school
• Colleges where you registered but did not earn any credit (e.g., incompletes, withdrawals, failures, audits, etc.)
• Courses that did not count toward a degree, regardless of whether credit was earned or transferred
• Extension programs through which you attempted courses, if a separate transcript is provided by the Extension Division
• Correspondence and home-study programs
• Military coursework
• U.S., U.S. Territorial, and Canadian program sites
• American colleges and universities abroad

Transcript exceptions are granted rarely, and only for the established reasons. When in doubt, assume that a transcript is required.

Submitting Your Transcript to SMDEP

Forward transcripts as early as possible. Transcripts must be received within 14 calendar days after the application deadline. Submit a new set of transcripts each year you apply; transcripts submitted in previous years are not valid.

If the institution that you attended has since closed and you're unsure where to obtain a transcript request, contact the board of education in the state of the institution.

We strongly recommend that you check your transcripts for accuracy and to ensure that:

• All coursework to date is listed.
• Any narrative evaluations received instead of grades are attached to your record.
• All final grades are recorded correctly.
• All final grade changes have been clearly recorded.
• Any list of other institutions attended is correct and complete.

If you discover errors, contact the Registrar's office for guidance. If an incorrect transcript has already been sent to SMDEP, obtain new copies and send them directly to your designated sites with a note of explanation.