Transcript Requests

Glenville State University has partnered with the National Student Clearinghouse to provide transcript ordering via the Web.

Official transcripts are issued by the Registrar’s Office and will only be furnished upon the written request of the student. A Glenville State University transcript will include all coursework completed with Glenville State University (undergraduate and graduate), all transfer work which was accepted and posted, and any credits awarded. Partial transcripts are not available. In addition, Glenville State University will not provide customers with copies of another institution’s official transcript that we have on file. Those transcripts will need to be requested by that institution.  When sending an official transcript to another college or university, it will need to be sent directly from GSU to that institution. Most colleges or universities will not accept a transcript from the student themselves and will not consider the transcript to be official. 

Transcript requests are processed in the order in which they are received. Please allow 1-3 business days for your request to be processed. On days the university is closed, requests submitted with the delivery option of mailed or hold for pickup will be processed when we the university is back in session. Requests submitted for electronic PDF transcripts will still be processed so long as there are no holds on the student's account. 

In the event a transcript is not received by the intended recipient, Glenville State University will resend a transcript to the same address/email at no charge 14 days after the order was placed and up to 30 days from the date the transcript was initially sent. Requests for transcripts to be resent before 14 days or after 30 days of the initial order, or to a different address/email will require a new order and additional payment.

The student must have satisfied all financial and academic obligations with Glenville State University for the transcript request to be processed. Unfulfilled requests due to unmet obligations are cancelled after 30 calendar days.

Students who received Federal Student Loans and have graduated or are no longer enrolled the University are required to complete Exit Counseling before an official transcript can be released. 

All students who received Title IV/HEA funds and have unmet financial obligations to the institution will be unable to obtain an official transcript until they have discussed their balance with the Cashier's Office (304-462-4104), after which their hold will be temporarily lifted for the release of the official transcript. Setting up a payment plan along with an initial payment may be required. After the release of the official transcript, the hold will be placed back on the student's account until their balance is paid in full. 

Students who did not receive Title IV/HEA funds and have unmet financial obligations to the institution will be unable to obtain an official transcript until the past due balance is paid in full. 

If your name has changed since you were last enrolled and you wish to have your current name reflected on your transcript, you will need to complete and submit the Address/Name Change Request Form prior to placing your transcript request. A certified copy of a marriage license, court order, or divorce decree, or a copy of your current Driver's License or Social Security Card must accompany the form. You may email the form and documentation to registrar@glenville.edu. You will be notified by email once the name change has been processed.

For the fastest service, Glenville State University has partnered with the National Student Clearinghouse to provide transcript ordering via the Web. Due to our automated ordering processing, once an order is placed, it cannot be cancelled. For assistance with the ordering process, you may contact the National Student Clearinghouse Customer Care Team directly at (703) 742-4200. They have assistants available to walk you through the process. A link to Step-by-Step instructions with screen shots are also available at the end of this section. 

The following two options are processed within 1 - 3 hours of submitting the request, 24/7. Once an electronic transcript has been sent, you will not be able to change the recipient's email address and a new order will be required. If requesting to have an electronic transcript sent to another college or university, be sure to request it to be emailed directly to that institution and not to yourself. An electronic transcript which has been forwarded from a student will typically not be accepted and will not be considered to be an official transcript.  

• Electronic PDF
• Electronic Transcript Exchange (ETX). This service enables you to send a transcript directly to either the Admissions Office or the Registrar's Office of an institution you choose, or to LSAC, AMCAS or NursingCAS. 

The following three options are processed during regular business hours, Monday through Friday from 8:00 am to 4:00 pm. Please allow 1-3 business days for processing.

• Mail
• Hold for Pickup
• Express or FedEx: Cannot deliver to APO or PO Boxes. If only a APO/PO Box is provided, the transcript will be sent via regular USPS service and delivery will be delayed. The express charges will not be refunded.

Alumni and current students may access online transcript ordering by logging into their EdNet account and selecting National Student Clearinghouse from the main menu. Access to EdNet accounts remain active even after a student is no longer enrolled with Glenville State University. If you do not remember your EdNet login information, you may email our office at registrar@glenville.edu for assistance. 

For students who attended prior to June 1990 or do not know their EdNet login information, online ordering may be accessed by going directly to Student Clearinghouse. 

Student Clearinghouse Help Center and FAQs

We will be unable to send an electronic PDF transcript with a paper transcript request form. If an electronic transcript is needed, the order must be placed online through either option listed above. For paper requests, the Transcript Request form will need to be completed, signed and submitted to the Registrar’s Office. The request will not be processed unless credit card information is included or you call 304-462-6120 and pay over the phone. MasterCard, Visa and Discover are excepted. If mailing, mail form to Glenville State University, Registrar’s Office, 200 High Street, Glenville, WV 26351. You may also fax the form to our office at (304) 462-8619 or scan and email the form to registrar@glenville.edu.

You may write a letter to request an official transcript. We will be unable to send an electronic PDF transcript with a letter request. If an electronic transcript is needed, the order must be placed online through either option listed above. If submitting a letter request, the letter must include the following information:

• First and last name (include any previous names if applicable)
• GSU Student ID# or last four digits of the Social Security Number
• Current mailing address
• Daytime phone number and/or email address in case we have a question about your request
• Approximate dates of attendance
• Number of transcripts being requested
• Names and complete addresses for all recipients
• Type of service requested: regular processing, express/rush delivery or pickup
• Student’s signature
• Payment (credit card information or check/money order payable to Glenville State University)

The letter will need to be mailed to Glenville State University, Registrar’s Office, 200 High Street, Glenville, WV 26351.

Walk-in requests for official transcripts may be made at the Registrar’s Office in the Harry B. Heflin Administration Building Room 207. Regular office hours are Monday through Friday, 8:00 a.m. to 4:00 p.m. A request for an official transcript form must be completed and signed. The forms are available in the Registrar’s Office or you may submit a request online and select the option for pick-up. A valid picture ID will be required in order to pick up the transcript. Transcripts cannot be picked up by anyone other than the student unless the individual picking up the transcript is designated on the student's FERPA Release Form on file in the Registrar’s Office. A written and signed letter from the student may also accompany the transcript request authorizing the release of the transcript to a third party.

Coursework completed before June 1990 are paper records and are not housed in the electronic student information system. Students who completed courses through Glenville State University before June 1990 will be unable to request an electronic PDF transcript. Therefore, the only option is a mailed transcript or to pick a copy up from the Registrar’s Office. 

In some cases, students may have coursework that was completed before June 1990 as well as coursework that was completed after June 1990. Because some of the coursework are paper records, an electronic PDF transcript is not available.

There are two options for requesting a transcript for coursework completed before June 1990. 

1. Students may still order a transcript and pay online through our third-party vendor; National Student Clearinghouse. During the request process, there will be the question “Did you attend Glenville State University before summer of 1990?” Select “Yes”. A mailed copy will be the only option for the delivery method. The Registrar’s Office will be notified of the request and will process it. 
2. Students may order a transcript by completing and submitting the Transcript Request Form. The form may be mailed, emailed or faxed to the Registrar’s Office. 

Official transcript fee - $7.00

Mail/regular processing - $7.00. Requests are processed daily. Please allow 5-7 additional days for delivery by the United States Postal Service. Allow additional days for International addresses.

Mail/Express processing - $42.00. Requests must be received in our office by 11:00 am eastern time to guarantee same day delivery. Express transcript services cannot be delivered to Post Office or APO boxes.

Note: Additional processing fees are added to the above base charges by the National Student Clearinghouse when ordering transcripts online. Total amount of fees will be shown prior to submitting your order.

The Registrar’s Office accepts cash, check/ money orders made payable to Glenville State University, MasterCard, Visa, and Discover.

You may email the Registrar's Office if you have any questions or need assistance.

The Registrar's Office does not provide unofficial transcripts. These are available in a student's EdNet account if attendance was after June 1990. For students who attended prior to June 1990, please contact the Registrar's Office at (304) 462-6120 or registrar@glenville.edu for additional information. 

FERPA rights end upon a student's death. Transcripts of a deceased student may be released upon the request of the following: spouse, parent, a surviving child, executor of the estate, or pursuant to a court order or subpoena. All financial obligations must be resolved before official transcripts will be released unless the release is court ordered or subpoenaed. The Registrar's Office will evaluate each request for the release of a transcript of a deceased student on the individual merits of the request. 

All requests must be in writing to the Registrar's Office and include as much of the following information as possible:

• Student's full legal name while enrolled and any former names, if applicable
• Student's date of birth
• Student's last four-digits of the social security number or student ID if known. If the student was international, a copy of a passport or visa may be requested.
• Approximate semesters or years of enrollment
• Copy of the official death certificate or obituary notice

The requestor must also provide the following personal information with the request:

• Name
• Mailing address
• Phone number and/or email address
• Documentation of the relationship to the deceased
• Reason for the request
• Signature
• Transcript fee (not required for a court order or subpoena)

If a request is submitted by someone other than persons listed above, it will be reviewed by the Registrar's Office to determine if the request can be fulfilled. The University has the right to deny the request.