Request A Transcript

Westfield State University has partnered with the National Student Clearinghouse, a non-profit organization serving the higher education community, to offer Online Official Transcript ordering services for all current and former students with 24/7 access. Students will receive order status notifications via email and can opt in for mobile phone text message notifications as well.

The University offers both electronic and print transcripts with several delivery options. Each transcript costs $5.00 with additional charges for expedited mailing or electronic delivery.  

A transcript is the official record of a student's entire academic and degree history at Westfield State University. The information provided on the transcript will include the following: student's name,  academic level, program, major(s), minor(s), concentration(s), track(s), awarded degrees and affiliated honors, awarded transfer credits (including advanced standing and advanced placement), term-by-term course history, term-by-term units earned and GPA (including affiliated honors), and cumulative units earned and GPA.

The following information is required to place an order:

• College Wide ID Number (example A12345678) OR your Social Security Number**
• Valid Email address and phone number
• Date of Birth
• Valid major credit or debit card

Name & Address Changes
In order to update your name or address in the student record, you must complete an Address and Name Change form.

When you submit the Address and Name Change form, please be sure to attach a copy of a supporting document. This document must show the new name and must be legible. Acceptable documentation(s) include:  marriage certificate, court order, passport, driver’s license or permanent resident card and Social Security Card.

Transcript Request Options Available

Option 1 
Electronic (e-transcript Order) – the fastest option, which in most cases could be delivered if you select electronic pdf in less than 24 hours.

To check order status, click check e-transcript order status.  

• Hold for pick up only available in Option 2.
• If you attended before 1998, you will only be able to order a mail/paper transcript using option 2 until we go live with the e-transcript mail option soon; you will not be able to order an electronic PDF transcript. Your order may also require additional days for processing.

Price
School fee: $5 per copy
Clearinghouse online processing fees: $2.90 per recipient (New Rate as of May 1, 2023)

Electronic PDF Fee: $1.00 per copy/order

Mail/United States:   
        ○ Grayscale (black/white): $2.15
        ○ Color front & cover letter: $2.85
        ○ Color front, cover letter & back: $3.45

Express/United States, there will be an additional fee of $39.00. 
Express/Canada & Mexico, there will be an additional fee of $59.00.  
Express/International, there will be an additional fee of $75.00. 

Payment Methods 
Credit or Debit cards

Processing Options
Electronic PDF: emailed within 24 hours
Mail: mailed out by the National Student Clearinghouse.
Note: If you attended before 1998, you can do an etranscript order for the mailing option only; you will not be able to order an electronic PDF transcript. Your order may also require additional days for processing.
Delays could also happen as a result of holidays, weekends, approvals of attachments or student information entered incorrectly.

Mailing Options
Electronic PDF
Mail/United States - Transcript will be mailed to recipient via regular 1st-class USPS mail within 2 business days of order.
Express/Canada & Mexico - Transcript will be mailed within 2 business days of order to the recipient for receipt the next or the second business day.)
Express/International - Transcript will be mailed within 2 business days of order to the recipient for receipt the next or the second business day.
Express/United States - Transcript will be mailed within 2 business days of order to the recipient for receipt the next or the second business day. 

Transcript Options
Current transcript/Transcript after End of Semester Grades/Transcript After Degree Posted

Option 2

Standard paper Transcript Request order form or letter, to be sent by mail or filled out in person.

Fill out the Transcript Request Form or submit a letter with the required information below.  
If submitting a letter, the letter must including the following:

• Current Name
• Name while attending Westfield State University
• College Wide ID Number or Social Security Number
• Years of Attendance or Year of Graduation
• Address(es) where Transcript(s) are to be Mailed
• Appropriate Transcript Fee (See Below)
• Indicate if you need us to Wait for Final Grades to be Entered or Degree Posted Before Mailing Out
• Your Signature

Price
Regular processing - $2 per copy, expedited processing-$5 per copy

Payment Methods
Cash, Check or Money Order

Normal Processing
Allow 2 to 4 days business days processing after receipt to mail out of the Registrar’s Office- $2.00 per copy
The normal processing fee ($2.00) will be charged for requests that need to be held for end of semester grades or degree notation.

Expedited Processing
Allow 1 business day processing after receipt to mail out of the Registrar’s Office- $5.00 per copy

Mailing Address for Option 2 Transcript Requests
Office of the Registrar
Westfield State University
PO Box 1630
Westfield, MA  01086-1630

Mailing Options
US postal service using regular mail, hold for pickup

Transcript Options
Current transcript/Transcript after End of Semester Grades/Transcript After Degree Posted

General Information

Refund Policy
There are no refunds.  Please ensure you enter the correct requestor/recipient email or mailing address.

ALL Holds
Must be resolved before transcripts are issued.
If there is a hold on your account and you request a transcript using option 1, you will be given instructions on how to resolve the hold before you can proceed with the e-transcript ordering process. 
If there is a hold on your account and you request a transcript using option 2, you will be notified by email on how to resolve the hold. 

Attaching Documents
While placing your transcript order, you may submit up to three attachments to be sent along with your transcript.  Attachments may be included for all delivery options.  These attachments may include documents that the University needs to fill out on your behalf or documents that are simply required to accompany your transcript.  The University reserves the right to review and refuse the sending of any attachments. Attachments may be in PDF, doc, docx, jpg, or jpeg format. 

Holidays/Weekends
Printed or electronic orders that need investigation will not be processed on Holidays or Weekends.

Need Assistance?

• To receive help retrieving your electronic PDF, contact the Clearinghouse at (703)742-4200.
• E-transcript National Student Clearinghouse Online Resources
• If you do not remember your College Wide ID Number and do not have a Social Security Number,  please contact us during hours of operation Monday - Friday, 8:30AM - 5:00PM (Summer Office Hours of Operation Monday - Friday, 8:00AM - 4:00PM) at 413-572-5218, option 3.
• For additional questions on our academic policies, please also call 413-572-5218, option 3 or email us at registrar@westfield.ma.edu. 

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