Pine Technical College
Policy and Procedure

Policy Number: 408 Date: 10/12/01 Revision Date:
Division/Department: Fiscal Affairs Author: Robert L. Musgrove
Subject: Transcript Fee

Authorities:
MnSCU Board Policy 5.11

Purpose:
Pine Technical College will provide unofficial student transcripts to students and recent graduates free of charge as part of its placement and transfer services. On occasion a student may be required to submit an official transcript from the college, which involves a more costly and time-consuming process. This policy establishes the guidelines for that service and for subsequent charges for official transcripts.

Policy:
1. Every student of Pine Technical College will be provided, free of charge, unofficial student transcripts for their use in seeking employment or in transfer of credits to another institution.

2. Beyond the free student transcripts, PTC will establish an equitable fee for official transcripts based upon the cost of the service and upon rates charged at comparable institutions.

3. Official transcripts are defined as those embossed with the college seal and printed on special transcript paper which cannot be photo-copied. Official transcripts are requested and required in certain situations by other colleges and some employers. Student transcripts are defined as those printed on regular paper stock without an official embossed seal.

Procedure:
1. In the Spring Semester of each year, Student Affairs will survey comparable MnSCU institutions to determine current fee levels charged for official transcripts.

2. Student Affairs, in collaboration with Administrative Services, will develop needed forms and a process, including costs, for preparing and issuing an official transcript.

3. Student Affairs will recommend to the Leadership Team a transcript fee level to be charged for the upcoming academic year.

4. The Dean of Student Affairs and the President will seek input and consultation with the Student Senate annually in setting the official transcript fee.

5. The procedures for processing transcripts, including related costs, will be published in any cost publications, in the student handbook and posted on the PTC Website.

6. Business Office will coordinate with Student Affairs to establish an effective billing methodology to charge students and graduates the fee for official transcripts.

Responsibilities:
1. Student Affairs will be responsible for recommending to the Leadership Team each Spring an appropriate fee level.

2. Student Affairs and Administrative Services will coordinate to insure that, when official transcripts are requested, graduates and students are assessed the appropriate fee and that it is collected before transcripts are issued.

Dissemination:
All appropriate personnel.

Reviewed by Executive Cabinet: 10/22/01
Reviewed by Faculty Senate: N/A
Reviewed by: Leadership Team 10/29/01
Approved: Date: 10/29/01 Robert L. Musgrove, President