Student Record Requests

Registration and Records
In this Section

The majority of student records are stored in Access Stout, and can be accessed through a student sign-in. Physical copies and official student records can be requested by students using the forms that are made available on this site.

Ordering Official Transcripts Online

Placing an Order 

Official Transcripts can be ordered online. Please visit our vendor, TranscriptsPlus, to see prices and enter your order. 

Current students and recent graduates: You can expedite the process by logging in to Access Stout, navigating to your Student Center, and clicking on the "Request Official Transcript" link beneath the "other enrollment" drop-down menu. A step-by-step guide is available to assist you with the process. 

Order an Official Transcript >> 

Note: If you are uncomfortable placing an order over the Internet, you can call Credentials Inc. at 847-716-3005 to place your transcript request.  There is an additional operator surcharge for placing orders over the telephone. 

Intelligent Mail Barcoding for first-class mailed transcripts

University of Wisconsin - Stout has appointed Credentials Solutions of Northfield, IL, as our agent for printing and mailing academic transcript documents via the Credentials’ eRoboMail™ service. The official transcript documents produced by Credentials’ TranscriptsNetwork™ are official documents and contain all pertinent course information as recorded by the University of Wisconsin - Stout.  Transcript requests that are ordered to be delivered by regular mail via the United States Post Office, will have an Intelligent Mail Barcode on them for tracking purposes. 

When an order is complete the student is sent an order completed email that includes the link to our self-service webpage where the student will be able to review the status of their order.  The student can also track or check the status of their order at any time

Once the student is logged into self-service, under the “Transcripts Recipient” section the student will be able to view the IMB (Intelligent Mail Barcoding) scans by the post office.  

Electronic Transcripts 
The Fastest Way to Send an Official Transcript! 

What are E-Transcripts?

  • The term E-Transcript refers to any transcript that is delivered to the recipient in an electronic format instead of being printed and mailed to the recipient. The availability of specific E-Transcript delivery options depends on the individual institution. This means that some institutions may offer one or more options for delivering your transcript electronically and other institutions may not offer any electronic options.What does "PDF Delivered Electronically to Recipient" mean?

What does "PDF Downloaded by Recipient" mean? 

  • When you see this option on the order screen it means that the school from which you are ordering your transcript is capable of delivering transcripts in a PDF file format and the school you have selected to receive the transcript is participating in the Credentials' TranscriptsNetwork™ and is able to receive PDF transcripts electronically from us.

What does this mean to me and why should I prefer this method of delivery over other methods such as 1st Class Mail or Fedex?

  • This option represents one of the fastest methods for delivering your transcript to the receiving institution. Using this option normally means that once the sending school has completed the processing of your order, it will be delivered much faster to the receiving institution. In addition, we will send you an email confirming the delivery so you will know immediately that your transcript has been received. With traditional "First-Class Mail", there is no way to confirm that your transcript has been received.

When I receive the email acknowledgement, does it mean that the receiving institution has completed the processing of my transcript data?

  • Normally the receiving institution must still do additional work on your information before it actually appears in their student records system. For this reason, you might call the admissions office and they may still respond that your transcript is not in their system. However, if we have sent you an email acknowledgement, then you can rely on the fact that your transcript is in the possession of the receiving institution but possibly still being processed. Your email acknowledgement from us is similar to a delivery confirmation from the U.S. Post Office on an Express Mail or Priority Mail package. It is also like confirming delivery of a FedEx or UPS package by tracking it online.

My order was entered as "PDF Delivered Electronically to Recipient but it has been several days and I have not received an email acknowledgement that it has been delivered. What could have gone wrong?

  • Once your order is entered into our system, any of the following situations could be affecting the delivery of your transcript:
  1. All transcript orders require some form of authentication or authorization. If you were not originally authenticated by the sending institution at the time your order was placed or your order was eligible for "Automatic Authorization" but we could not match the information you provided to information in the institution's student records system, then your order may be waiting on you to send in a signed Authorization Form. If this is the case, we will be sending you a reminder notice and a copy of an Authorization Form.
  2. It is possible that you have an outstanding obligation to the institution and this is preventing your order from being processed. If so, you should have received an email from us telling you about this problem and how to correct it.
  3. If you entered any of the student identifying data incorrectly (such as Social Security Number, date of birth, or student name) the institution's staff may be having trouble locating your records.
  4. If you attended the institution prior to the time they began maintaining electronic records, then it is possible that you are seeing this option because you entered your from/to attendance years incorrectly on the order screen and the institution will be unable to complete your order electronically. This "PDF Delivered Electronically to Recipient" option only appears on our screens when both the "Attended From" and the "Attended To" years on the order form are later than the first year of electronic data maintained by the institution.
  5. If the email address that you entered on your order was incorrect or if your email provider is blocking our emails to you (mysupport@credentialssolutions.com), then you will not receive our notifications about problems with your order and will not receive our authorization reminder forms. Note: if you never received your order receipt email from us, then there may be a problem with the email address you provided and you should contact our Customer Service Department.
  6. If you selected a "Hold for Grades" or "Hold for Degree" option on your order (if the institution offered such an option), then your order will typically not be completed until this information has been posted at the end of the term.

Can my 3rd party PDF be uploaded to an application service?

The 3rd party PDF is encrypted for security purposes. The encryption cannot  be removed. When submitting the PDF to an application service, not all services will allow for an encrypted PDF to be uploaded. In this circumstance the PDF would need to be printed, scanned, and then uploaded to the application service. PDF transcripts viewed electronically are recognized as official documents. A printed copy of the PDF Transcript will be considered "unofficial" and will display the words "PRINTED COPY" on all pages of the PDF.

**Please be advised that if your transcript is being sent internationally, the BEST method for delivery is International Federal Express. If First Class Mail is the chosen method; delivery may take 3-4 weeks and no package tracking will be provided 

Checking the Status of Your Order 

Please click on the link or TranscriptsPlus® icon below to check the status of your order. 

Check the Status of an Order >> 

Requesting Unofficial Transcripts

Current Students 

Unofficial transcripts can be printed through Access Stout for all current students. For help with this process, please use our Unofficial Transcript Walkthrough

Students who have graduated, left the University, or are not currently attending UW-Stout, can order an unofficial transcript here

General Transcript Information

What is a transcript?

A transcript is a document that contains all of a student's academic achievements at the University of Wisconsin-Stout. Transcripts are typically sent to employers, graduate school programs, and other academic institutions to reflect a student's academic achievement.

Instances in which transcripts are commonly requested:

  • A student transferring to another college will typically need to send an official transcript to the new institution as proof of enrollment and as an indicator of academic ability.

  • Students often request official transcripts to be given to employers alongside a resume and other job application paperwork.

  • Unofficial transcripts do not fulfill the requirements of most schools and employers and are often requested for personal student records. 

Official Transcripts

An official transcript is printed on security paper and bears the signature of the Registrar.

  • Official transcripts may be mailed.

  • Official transcripts cannot be issued to students with delinquent accounts.


Note: All transcripts sent to the students are stamped "issued to student". Not all institutions (colleges, employers, scholarship funds, etc.) will accept these transcripts even if they are in sealed envelopes. It is up to the student to verify with the receiving institution if transcripts need to be sent directly from UW-Stout to them. Many institutions require transcripts be sent directly from UW-Stout to their institution to be considered official.

Unofficial Transcripts

An unofficial copy of the transcript is usually used for personal planning and advisement. It does not contain the signature or university seal and is printed on white paper.

Notes:

  • Students who have access to unofficial transcripts via AccessStout are required to print their own unofficial transcript.

  • If a student cannot pick up their unofficial transcript, it can be mailed to the student at their current address. 

  • Unofficial transcripts cannot be sent via email as this process is not a secure form of communication.

Duplicate Diplomas

A duplicate diploma can be requested for students who have graduated and need or want a new diploma. All diplomas are printed in the most current format, regardless of graduation date. The current specifications for UW-Stout diplomas are:  

  • Bachelors and Masters 8 x 10" diploma paper 
  • Doctoral 11 x 14"  diploma paper
  • Official UW-Stout Seal 
  • Signatures of the CURRENT President of the Board, President of the System, and Chancellor. 

To order a duplicate diploma, please submit your order and pay online here at the Duplicate Diploma Store.  

There is a $25 fee for standard orders and must be paid online before the diploma will be mailed.  Accepted payments include electronic check, debit card, and credit card.  All expedited or rush orders have an additional fee. (see chart below) 

**All expedited or rush orders will be processed the same business day if ordered by 12:00 noon CST and will be shipped at the next available opportunity during a University business day. All expedited orders must be ordered by 12:00 noon CST for next business day delivery. Any expedited orders received after 12:00 noon CST will not be processed until the following business day and therefore will not be next day delivery. 

Additional shipping/fee charges for a duplicate diploma.  

  • $0- Standard US Mail 
  • $20-Walk-in (next business day) pick-up 
  • $25-Expedited International- DHL
  • $25-Expedited Domestic- UPS Priority Express, next business day.
  • $25-Expedited Domestic- UPS ground (MN and WI only) next business day (UPS does not ship to PO Boxes)

Please note that all Holds and past due fees must be paid and cleared before the diploma can be mailed.  If you are a recent graduate and have not received your diploma, please contact us at registrar@uwstout.edu before placing an order. 

Final Grade Reports

A final grade report is an official document that lists the final grades that a student has received for the current semester. Students typically request final grades reports to prove eligibility for good student discounts or for reimbursement programs, to provide proof of satisfactory completion of teacher certification courses, and to meet the requirements of professional development programs. 

To request a final grade report, complete a Final Grade Report Request Form and either bring it to the Registration and Records office in person or mail the form to: 

109 Bowman Hall
University of Wisconsin-Stout
Menomonie, Wisconsin 54751
Phone: (715) 232-2121

There is no charge for final grade report, but a stamped, self-addressed envelope must be included with each request. 

Verifications

Degree Verification 

The following information is intended for employers, credit card companies, scholarships, insurance companies, and other third-party agencies needing to verify degrees for UW-Stout students. As of Spring 2007, the Registration and Records Office at UW-Stout has authorized the National Student Clearinghouse(NSC) to act as our agent for all verifications of student degrees. Verifications are available 24 hours a day, 7 days a week, 365 days a year via the Clearinghouse website.     

National Student Clearing House
13454 Sunrise Valley Drive, Suite 300
Herndon, VA 20171-3019

Phone: (703) 742-4200
Fax: (703) 742-4239
Internet: www.degreeverify.com
E-mail: ">degreeverify@studentclearinghouse.org 

Enrollment Verification

UW-Stout has authorized the National Student Clearinghouse to provide enrollment verification certifications for students through its Web-based Student Self-Service program. As of January 2008, UW-Stout will no longer provide student enrollment verifications directly or process enrollment certification request forms. 

Self-Service is a free on-line service where you can print enrollment verification certifications, view your enrollment history & enrollment verifications provided at your request, check loan deferments sent to your lenders and link to real-time information on your student loans, 24/7.  

You can access Student Self-Service by logging onto the National Student Clearinghouse through Access Stout using your student log-on and password.