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Section 52.2 of the Regulations of the Commissioner of Education defines standards for the registration of undergraduate and graduate curricula (criteria that the State Education Department uses to review and approve academic programs).

The subsection on “Administration,” Section 52.2(e)(6), specifies that: “The institution shall maintain for each student a permanent, complete, accurate, and up-to-date transcript of student achievement at the institution. This document will be the official cumulative record of the student’s cumulative achievement.”

As the regulation states, the academic transcript must be maintained permanently. To comply with the requirement that the transcript be “complete, accurate, and up-to-date,” all grades that a student earns must be recorded. For example, if a student repeats a course, the original grade must remain on the transcript in the term earned. An institution can choose how it wishes to identify an original grade that is subsequently changed—for whatever reason--but both the old and new grades must be recorded on the transcript.