Transcript request

[MrsHughesPinny]

For the first time since I graduated in 2004, a prospective employer has asked for my degree transcripts as part of hiring. It’s not a job that needs a specific degree, like a teacher or doctor, it’s just that they wanted someone with a bachelors because it’s senior level.

I didn’t have them—I’ve lived all over the world and moved house 16 times since then—so contacted my old university to ask for them. They told me that before 2010 (I think) they didn’t routinely provide them so they don’t have them. They also said that due to GDPR they don’t retain that kind of info now anyway.

I’m not quite sure what to do. Does anyone who works in HE know if I have any recourse? Apparently just the degree certificate won’t do.

I got asked for this once (having graduated in 1994 when transcripts didn’t exist), I think some HR departments don’t always realise. I had to deal with an HR team based outside of the U.K. too and they had clear instructions as part of their contract of what to ask for, it was very challenging and they just couldn’t understand why I wasn’t supplying the transcript. I had to talk direct with the person who interviewed me to explain and they were very apologetic and tried to rectify it. I never saw it through to the end as other issues in the way the company was run emerged and I turned down the job as the company were clearly dysfunctional.

I had to provide a transcript as part of applying to do a professional qualification. I graduated in the mid 90s and it was no issue. I think I completed an online form via the alumni web page and definitely paid a fee.

Your former university sounds … unusual, @MrsHughesPinny.

I graduated in the mid-80s - and never needed a transcript until 2016. My university was able to provide one as a matter of course, for a small fee, within a few weeks. And I have a postgraduate transcript issued by a different institution - after GDPR regulations came into force.

So I really don’t know what to suggest - other than that you ask your university to communicate directly with the prospective employer. (At which point it may become apparent that the former has misunderstood their obligations?)

I work in a university. Of course they provide them (by law) to you. The GDPR thing is that they won't send it direct to your employer. You need to request your transcript, which you have an absolute right to access (legally) and then send it along to your employer.

But the OP’s university is claiming they don’t even hold transcripts, @DoorPath.

I‘m finding it hard to believe - and suspect the admin department simply don’t understand their job.

I work in a uni too - what @DoorPath says.

At my place, there is a page on the website where alumni can request transcripts for a small fee. The only caveat on there is that it might not be possible to provide full transcripts in some cases - sounds like they're covering themselves in cases of very elderly transcripts before systems were fully digitised. In any case, its just a simple online form.

Anything similar on your uni's website?

I've checked the university from which I graduated, and there's an online form on there too. Again, there's a caveat about older records being in archives and not being able to fully guarantee their availability. But still, they're there on request.

As @MistletoeRegrets says, I wonder if the person you spoke to misunderstood your request (and spectacularly at that!)

I've just checked on my university's website and there is a page in alumni information ('Request a copy of documents') where you can order your transcripts - it's £12. Replacement of degree certificate is £36

I would be highly surprised if the Uni did not have access to the Op's academic records. I used to work in a Uni and had access to the academic records system as part of my job. There were records on there going back over 25 years.

Thank you all for the replies.

I had visited the website to go to the ‘order a replacement transcript/diploma’ page and on the page it said “prior to 2008 transcripts were only issued on request therefore please be aware that details held are limited and a full transcript may not be available.” That was when I contacted them directly and they said it wasn’t available.

I should have specified, the job is abroad, the university is in the UK.

At the very least your university should be able to confirm what class you were awarded for your degree and that should be sufficient in your circumstances. A transcript can give just the degree class and subject studied. Degree certificates don't routinely give the class. It's the actual mark breakdown for each paper that is likely not to be available if it's a while since you graduated. I frequently have to do a verification of a degree, and we have records held digitally going back 60 years +.

Hope there’s been some progress, @MrsHughesPinny.

@MistletoeRegrets Thank you, yes. They couldn’t provide transcripts but the job agreed to accept confirmation of award.

Oh, that’s excellent news.

(Though your former institution needs to improve its processes.)