Registrar Services

Item 4

Verification

An enrollment verification is an official document that serves as proof of a student’s enrollment at Academy of Art University. Enrollment verifications are often needed for obtaining health insurance, auto insurance, loan deferment, or employment.

Degree and Enrollment Verifications for Third-Parties

Academy of Art University has authorized the National Student Clearinghouse to provide degree and enrollment verifications. The National Student Clearinghouse can be contacted at:

National Student Clearinghouse

2300 Dulles Station Boulevard, Suite 300

Herndon, Virginia 20171

http://www.studentclearinghouse.org/verifiers/

Enrollment Verifications for Students

Students must submit a request in writing to the Office of the Registrar in order to obtain an enrollment verification.

How to Order:

Download the Verification Request Form Fill it out and sign it.

If you require a form to be filled out or attached to your verification, please be sure to include the form with your request. Submit it to the Office of the Registrar in person, by mail, by fax, or scanned and emailed.

Payment:

There is no fee for this service.

Processing Time:

The processing time for verifications is one week. We do not offer a rush service. Requests may take longer to process during peak periods, including the beginning of the semester and the end of the semester. Please submit your request early to allow adequate time for processing and to ensure that your verification arrives at its destination on time.

Loan Deferment:

Most loan companies provide a specific form for students to complete in order to request a loan deferment. If you wish to defer your loans, you should contact your loan servicing company to request the appropriate form or visit their website.

Once you have the appropriate form provided by your loan servicing company, please fill out and submit it to the Office of the Registrar. We will complete the school section, and send the form to the loan company (be sure to provide the loan company's address).

Certificate of Completion

Students who require proof of a degree earned at Academy of Art University may request a Certificate of Completion. Certificates of Completion include the following information:

Student’s name

Degree earned

Major

Degree conferral date

How to Order:

Download the Certificate of Completion Request Form Fill it out and sign it. Submit it to the Office of the Registrar in person, by mail, by fax, or scanned and emailed.

Payment:

The first five copies are free. It is $10.00 for the sixth copy, and $2.00 for each additional copy in the same request.

Processing Time:

Download the Certificate of Completion Request Form.

Fill it out and sign it.

Submit it to the Office of the Registrar in person, by mail, by fax, or scanned and emailed.

Grades

Grades are used to evaluate a student's progress and outcome in a course. Grades are recorded on students’ transcripts and most grades will affect a student’s GPA.

Grade Report

The Academy of Art University does not mail out hard copies of grades.

Current students must login to Student Self-Service to view midterm and final grades. For questions about your Student Self-Service user ID and password, please contact Student Services at 415.618.6508.

Grading Deadlines

The grading deadline is the date when grades should be submitted by instructors and posted on students’ transcripts. To find the grading deadline for a specific semester, please visit the Academic Calendar

How to Calculate GPA

GPA is calculated by adding up all the earned grade points and dividing that total by the total number of earned units. When calculating the GPA, be sure to exclude any grades that do not count toward the GPA, such as I, P, and T.

Total number of grade points ÷ Total number of units = GPA

Grade Description Grade Points
A Outstanding 4.0
A- Excellent 3.7
B+ Above Average 3.3
B Above Average 3.0
B- Good 2.7
C+ Acceptable 2.3
C Acceptable 2.0
C- Below Average 1.7
D+ Below Average 1.3
D Below Average 1.0
D- Below Average 0.7
F Failing 0.0
I Incomplete* 0.0
IP In Progress* 0.0
P Pass* 0.0
T Transfer* 0.0
W Withdrawal* 0.0
WD Retro-withdrawal* 0.0
WF Withdrawal Failure after 4th week 0.0
AW Attendance Withdrawal* 0.0
NR No Grade Reported* 0.0

* No credit to GPA

Transcripts

Transcripts are a record of a student’s academic history at Academy of Art University including program, dates of attendance, courses taken, grades, degree earned, and more.

Official transcripts are certified by the Registrar and are often used when applying for admission to another institution or applying for jobs. Unofficial transcripts contain the same information but are not certified by the Registrar.

Official Transcripts:

To remain official, transcripts must remain in the sealed envelope from the generating institution–if you open your transcripts, they will no longer be considered official. If you are curious what your transcripts looks like, you can view it on Student Self Service or order an unofficial transcript.

Unofficial Transcripts:

  1. Current students may view and print their unofficial transcripts through Student Self-Service. For questions about your Student Self-Service User ID and Password, please contact the Student Self-Services at 1-415-618-6500.
  2. Ordering Transcripts
  3. Download the Transcript Request Form
  4. Fill it out and sign it
  5. If you require a form to be filled out or attached to your transcript, please be sure to include the form with your requestSubmit it to the Office of the Registrar in person, by mail, by fax, or scanned and emailed

Or

  1. Go to the National Student Clearinghouse website
  2. Click on Order-Track-Verify
  3. Order or Track a Transcript
  4. Select school from drop-down menu: “Academy of Art University” for official transcripts “Academy of Art University-Unofficial Transcript” for unofficial transcripts 5.Fill out all the information requested

Payment:

Paper Request
Unofficial Transcript Free
Official Transcript $10 for the first copy, and $2 per additional copy within the same order.

Payment can be made by check, money order, cash or Visa/MasterCard/Discover.

National Student Clearinghouse
Unofficial Transcript $4 each
Official Transcript $8 each

Payment must be made using a credit card. Express shipping may be requested with an additional fee: $20 per domestic address and $40 per international address.

Processing Time

The processing time for transcripts is one week, and we do not offer a rush service. Requests may take longer to process during peak periods, including the beginning of the semester and the end of the semester. Please submit your request early to allow adequate time for processing and to ensure that your transcript arrives at its destination on time.

Delivery:

  • Mail: Transcripts may be mailed to another school or institution–write the receiving institution's address in the space provided on the form
  • Pick up: Transcripts may be picked up at the Office of the Registrar–please check the box on the form. If you wish to have a friend pick up your transcripts, you must submit a signed statement in advance authorizing that person to pick up your records. Your friend must bring a photo ID when picking up the transcripts
  • Fax: Only unofficial transcripts may be faxed to any domestic or international fax number
  • E-mail: Only official transcripts ordered from the National Student Clearinghouse may be e-mailed to a recipient as a secure electronic pdf

Personal Data

Students who have changed their name or address should submit a Change of Name or Address Form in order to have the change recorded in the Academy of Art University's administrative system. In order to maintain accurate records and protect students’ information, any request to change biographical data must be accompanied by appropriate proof.

Name Change:

A student requesting a name change must provide documents to: 1) prove his/her identity and 2) support the requested change. Accepted documents include: 1) government-issued photo ID with new/corrected name, and 2) Social Security card, valid (current) passport, court decree, birth certificate, etc.

Download the Change of Name or Address Form

Fill it out, sign it, and attach the appropriate documentation. Submit it to the Office of the Registrar in person, by mail, by fax, or scanned and emailed.

Address Change:

The Office of the Registrar encourages students to submit address changes through Student Self Service. However, students may also fill out the Change of Name or Address form and submit it to the Office of the Registrar.

Instructions for Paper Form:

Download the Change of Name or Address Form

Fill it out and sign it.

Submit it to the Office of the Registrar in person, by mail, by fax, or scanned and emailed.

Form Description
Certificate of Completion This form is used to request official proof of a degree earned at Academy of Art University.
Change of Name or Address This form is used to report a change of name or address. Appropriate documentation is required when submitting this form.
Enrollment Verification This form is used to request official proof of enrollment at Academy of Art University. Students must be enrolled or have been enrolled in the past in order to request an enrollment verification.
Student Release
This form is used to authorize the release of student information to third parties, such as parents, spouses, or sponsors. Students may complete this form and specify the type(s) of records that may be released. This form will remain on file and active until the student has revoked it in writing.
Transcript Request This form is used to request official and unofficial transcripts. Transcripts may be mailed to the student or a third party, or they may be held for pick up in the Office of the Registrar. Please note that transcripts will not be released for any student who has outstanding financial obligations with the university.

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