Hobart and William Smith Colleges

• Requesting a Transcript
• Enrollment and Degree Verifications
• Transfer Credit
• Release of Information
• Student Right-to-Know Disclosure Statement
• NY State Immunization Requirements
• Change of Address
• Apostille/Authentification
• FERPA

REQUESTING A TRANSCRIPT

OFFICIAL TRANSCRIPT

Ordering through the National Student Clearinghouse

• To order an Official Transcript, please click here
• Transcripts may be sent electronically, mailed via 1st class mail or FedEx
• Cost is $6.00 per transcript ordered, credit card only (additional postal or express mailing options are available for an additional fee)
• Visit the help section for more information
• To check the status of an existing order or to track an order click here

UNOFFICIAL TRANSCRIPT

Available to Current Students Only

• Log into PeopleSoft to generate unofficial transcript, which can be found here
• Students can get assistance generating Unofficial Transcripts by clicking help, including how to disable pop-up blockers, as this will prevent transcripts from appearing
• No Charge

ESSYI, J-1, STUDENTS PARTICIPATING IN HWS ABROAD PROGRAMS

• are entitled to two complimentary transcripts
• follow the instructions sent by the coordinator of that program and fill out the form here, failure to do so may result in a monetary charge.

If you have questions, please contact Clearinghouse Customer Service at (703) 742-4200 or transcripts@studentclearinghouse.org.

ENROLLMENT AND DEGREE VERIFICATIONS

The National Student Clearinghouse is now our authorized agent for providing degree and enrollment verifications. If you are an employer or background screening firm requesting this information, please contact the National Student Clearinghouse (or directly at http://www.degreeverify.com) or call them at (703) 742-4200.

TRANSFER CREDIT

Transfer credit is evaluated and applied to a student’s record by the registrar and happens automatically upon receipt of an official transcript. Transcripts need to be sent directly by the awarding school to registrar@hws.edu. Further information about the transfer policy, including information about AP, CLEP, IB, and dual enrollment credit, can be found in the Catalogue [Link to the “Transfer and Course Credit for Non-HWS Learning Experiences” section of the Academic Policy section of the Catalogue.

Current students who wish to pre-approve a course they plan to take outside of HWS ahead time, should email the School and course information to registrar@hws.edu.

RELEASE OF INFORMATION

Hobart and William Smith Colleges complies with the Family Rights and Privacy Act of 1974. The act, enforced by the U.S Department of Health, Education and Welfare, permits students to inspect their educational records, provides the opportunity to review and challenge the contents of their educational records, limits disclosure on non-directory information (such as grades and class schedules) to persons outside the colleges without the written consent of the student. Prior consent is not required for disclosure of educational records to college officials who have been determined to have a legitimate educational interest. Students have the right to limit disclosure of directory information. Such requests must be filed annually. The complete Hobart and William Smith Colleges policy on access to and release of student information is available in the Office of the Registrar.

STUDENT RIGHT-TO-KNOW DISCLOSURE STATEMENT

Notice is hereby given that, in accordance with the Student Right-to Know Act (Title I of Public Law 101-542), the graduation rates of degree-seeking, full-time students are available to all current or prospective students from the Office of the Registrar and will be provided upon request.

N.Y. STATE IMMUNIZATION REQUIREMENTS

In accordance with the N.Y. State Public Health Law 2165, all part-time and full-time students attending colleges and universities in New York State are required to demonstrate proof of immunity against measles, rubella and mumps. All students, born after January 1, 1957, must provide health services with proof of immunity. Requirements include: two measles vaccinations, at least one month apart, with live virus after Jan. 1, 1969, and after first birthday; mumps and rubella (one vaccination each) after Jan. 1, 1969, and after first birthday. Students who fail to comply will not be allowed to register for classes.

CHANGE OF ADDRESS

For prompt delivery of class schedule confirmations and grade reports, please inform the Registrar's Office when your permanent mailing address has been changed. Please inform the Bursar's Office when your billing address has been changed. Address information can be accessed by students as a Web service as well. Visit Peoplesoft for more information.

POLICIES AND PROCEDURES

Students enrolled at Hobart and William Smith Colleges are responsible for knowing College policies, procedures, and regulations governing registration, tuition payment, degree requirements, parking, fees, conduct, smoking etc. Such policies and procedures are outlined in detail in the Handbook of Community Standards.

APOSTILLE/AUTHENTICATION

What is an Apostille/Authentication?

When traveling overseas, students or alumni may be asked to provide a diploma or transcript to a foreign government. The Apostille may be requested to assess the authenticity of these documents. Be sure to read and understand what is being requested. Diplomas and or transcripts may need authentication. Some entities may require original diplomas and transcripts while others may accept copies so be sure to find out what is needed. Please understand that this is a multi-step process and takes some time to complete.

1. To begin the Apostille Authentication

Diploma Authentication:
Send in the original diploma, or a copy of it if copies are accepted, along with a letter indicating what needs to be done and your mailing address for return of your documents to the Registrar's office. We will then verify the diploma and have the original or the copy, whichever is indicated, notarized and sent back to the requestor.

If the original diploma is needed and a replacement is desired please see information on how to obtain a Diploma Replacement.

Transcript Authentication:
Complete the transcript request form. Indicate that the transcript needs to be authenticated for Apostille in the address box. Please provide a mailing address so that it may be returned promptly.

2. It is the responsibility of the requestor to complete the process by submitting the materials to the Ontario County Clerk's Office. Please go to the Ontario County Clerk's websitefor contact information and further details.

3. After documents have been authenticated by the County Clerk, they will then need to be sent to the NYS Department of State. Please go to the NYS Department of State's website for instructions and fees for submitting documents for the Certification of Authentication. It is the requestor's responsibility to submit the documents to the NYS Department of State.

Please feel free to contact us regarding any questions you may have about this process.

Hobart and William Smith Colleges
Office of the Registrar
300 Pulteney St.
Geneva, NY 14456
(315) 781-3651