Requesting Unofficial Transcripts

Business Process Guide

For

Academic Support Specialists (Advisors)

Table of Contents

Access the System

Quick Guide

Requesting Single Transcript:

Requesting Multiple Transcripts

Retrieving Multiple Transcripts

Illustrated Guide

Requesting an Unofficial Transcript for One Student

Requesting Transcripts for Multiple Students

Retrieving Multiple Transcripts

Next Steps

Revisions

Purpose

The purpose of this document is to show advisors how request student’s unofficial transcripts. This information is commonly used by advisors to:

  • Review and evaluate coursework
  • Confirm graduation eligibility
  • Routine student support and advising

Note: You must have the roles
SR Standard Student Pages and
SR Catalog Schedule View to do this task.
See the ‘Next Steps’ section at the end of this guide for more information.

Access the System

You can access the PeopleSoft system at the following address:

https://hrsa.oasis.asu.edu

Log in with your ASURITE ID and Password.


Quick Guide

This page is a summary of the procedures in this guide. It is a pull-out, quick guide for future reference. Each procedure is illustrated in detail on the following pages.

Requesting Single Transcript:

Navigation:

Campus Community -> Student Services Center

  1. Enter the search criteria of the student transcript you wish to view.
  2. Click the Unofficial Transcript link.
  3. Choose the Unofficial Transcript under the Report Type drop-down menu.
  4. Click the View Report button.

Requesting Multiple Transcripts:

Navigation:

ASU Customization -> ASU Student Records -> Transcript -> Request Transcript Report

  1. Click on the Add a New Value tab.
  2. Make sure the institution says “ASU00” and the Transcript Type is set to “UNOFF”.
  3. Click on the Transcript Request Detail tab.
  4. Type in the Affiliate ID (1000...)
  5. Click the plus sign + as needed.
  6. Click the Process Request button
  7. Click the Print button.
  8. Click the Report Manager link
  9. Click the SSR_TSRTP link for the corresponding report.

Retrieving Multiple Transcripts

Navigation:

ASU Customization -> ASU Student Records -> Transcript -> Request Transcript Report

  1. Enter data from the previous request, click Search
  2. Click on the search result
  3. Click the Transcript Request Detail tab
  4. Click View Report

Requesting Unofficial Transcripts
© Copyright 2009 – Arizona State University / Page 1 of 17

Illustrated Guide

Requesting an Unofficial Transcript for One Student

Navigation:

Campus Community -> Student Services Center

This is the main Student Services Center page. This area will allow you to view an at-a-glance

overview of a student's information.

Tip: Once you have reached the main Student Services Center menu, you can click on the Add to Favorites link in the top right hand corner to save that web page link. From then on, Student Services Center will be added to the My Favorites menu on the left, and just be one click away!

To Begin: Enter the search criteria of the student transcript you wish to view, click Search.

Tip:
ID = Affiliate ID (1000…)
Campus ID = ASU ID (993…)
National ID = Social Security Number

Click on the Unofficial Transcript link.

1. Select Unofficial Transcript under the Report Type drop-down menu

2. Click the View Report button.

Tip: You may need to disable any pop-up blockers that
are installed on your browser to view the new window.

The formatted, unofficial transcript will appear in a new window (or tab) as a .pdf file.

Note: You must have Adobe Reader to view the file (available as a free download at adobe.com, click the link “Get Adobe Reader”)
  • To Print: Click the icon at the top left of the .pdf view.

Or: Click the File menu at the top left of your browser and select “Print”.

  • To Save: Click the icon at the top-left of the .pdf view.

Or: Click the File menu on your browser and select Save or Save As… and save it as a .pdf in order for you email it as an attachment, of keep for your records.

Tip: Requesting an unofficial transcript opens a new window and creates a .pdf file. Your computer must be able to do both of those things. (pop-up blocker turned off, and Adobe Reader installed)
It is also one of the slower processes in PeopleSoft. Processing requests before 10am and after 2pm is recommended for faster performance.
The resulting transcript is a .pdf file that can be saved, emailed and/or printed at will. Please protect student data.

Requesting Transcripts for Multiple Students

Navigation:

ASU Customization -> ASU Student Records -> Transcript -> Request Transcript Report

You can request transcripts for multiple people in one session and then retrieve them immediately, or at a later time. This is helpful when you have a schedule of appointments all day. You can request the transcripts at the start of the day, and then retrieve each one as you have your advising appointments.

Using the navigation above to display this page:

Click on the Add a New Value tab.

On this screen:

  1. Verify the Institution is “ASU00” and the Transcript Type is set to “Unofficial Transcript”.
  2. Click on the Transcript Request Detail tab.

Next:

1. Type the Affiliate ID (1000...) of the students for whom you want to retrieve a transcript.

2. To add other students, click on the plus sign +, and enter the ID in the row that is created.

3. When you have listed all of your students, click Process Request.

Tip: While you can use the magnifying glass to look up a person’s ID, it is very slow. It is faster to look up their ID in Student Center or some other center and type it in here.
Each request is issued a Report Request Number. This will allow fast, easy future access to a specific request.

Once the ‘Process Request’ has finished processing, you will see a ‘Report Request Number appear and it should show ‘Completed’

Now click Print (this will not actually print the document, just allow the .pdf’s to be created)

Once the status says Printed,

Click on Report Manager

This should produce a new window/tab with multiple pages covering each student included in the request.

Note: You may see multiple reports in the list, be sure to choose the one that has the proper timestamp to view your reports.

Click the SSR_TSRPT link.

It will then open up a new window/tab with a multiple page .pdf that should include all the students transcripts. As shows on the following pages:
The next 2 pages is a 6 page .pdf containing the unofficial transcripts for 4 different students.

Some student’s transcripts are 2 pages; therefore it will read ‘Page 1 of 2’ in the upper right hand corner.


pdf view of unofficial transcripts (continued)

Retrieving Multiple Transcripts

Navigation:

ASU Customization -> ASU Student Records -> Transcript -> Request Transcript Report

Once you have requested a group of transcripts using the previous instructions, you can now retrieve them all at once by following these instructions.

Using the Navigation shown above, enter the previous Report Request Number, or any other criteria that were included on the previous request. This may also include the Date of the Request or your own ASURITE ID in the User ID field.

Click Search.


Click on the Report Request Number you wish to view:

Once you have found the proper request result,

Click on the Transcript Request Detail tab.

Click on “View Report” for the transcript you wish to view.


The transcript will appear in a new window that you can print or save as needed.

Congratulations!

That concludes the process for Requesting Unofficial Transcripts. We hope you retain this knowledge to make your future as an Advisor easy and enjoyable.

Next Steps

In order to get view-only access to the student data, you must complete these steps:

  1. Complete the on-line FERPA training
  2. Log in to Blackboard (http://myasucourses.asu.edu) with your ASURITE ID and password. Click on the Courses tab in the upper left corner of the screen.
  3. In the search field, type in FERPA, and click search
  4. Available courses will be listed, click on the enroll button on the far right side of the page for the FERPA refresher course.
  5. Click Submit.
  6. Click OK.
  7. This will put you into the FERPA class.
  8. You must score at least 140 points on the test to get credit for the class. You can take the test multiple times.
  1. Apply for access to Peoplesoft;

This class makes you eligible for these roles:

SR Catalog Schedule View

SR Standard Student Pages View

Be sure to include specific information about your job responsibilities, your department, and college, so the data trustee will have the necessary information to approve your request.

Link to request access to PeopleSoft:

https://www.asu.edu/go/oasis/AddSecurityRequest/

Link to manage your request for access to PeopleSoft:

https://www.asu.edu/go/oasis/ManageSecurityRequest/

Step-by-step instructions for requesting access to PeopleSoft:

http://help.asu.edu/node/254

Step-by-step instructions for viewing your current roles in PeopleSoft.

http://help.asu.edu/node/140

Revisions

Changes / Date of Change / Editor / Updated Page(s)
Redesign, Update Content/Screenshots / 9/22/2009 / R. Scott Ruggles / 13
Next Review Date / Document Owner / Version Number
10/01/2010 / Paul Stoll / 2
Requesting Unofficial Transcripts
© Copyright 2009 – Arizona State University / Page 1 of 17