Transcript Request FAQ

Frequently Asked Questions

Q:  What exactly is an electronic transcript?

A:  An electronic transcript is an official PDF of your transcript that has been digitally signed, certified and delivered via the Internet to a specified recipient. Transcripts are not sent as email attachments. Recipients download the secure PDF from a secure server using a unique password and link. Before ordering an electronic transcript, please make sure your recipient accepts official electronic transcripts.

Q:  How do I have a paper copy mailed?

A:  Simply request the “Paper Transcript – Mailed” option from our ordering website.

Q:  I ordered an electronic transcript, but the recipient wants a paper copy instead. Can I get a refund?

Sorry, once the transcript has been made available to a recipient, your fee cannot be refunded. It is your responsibility to ensure that the recipient will actually accept electronic transcripts before submitting your order. Paper transcripts can, of course, still be mailed, and that option remains on the order page.

Q:  Do I need an unofficial or official transcript?

A: Ask your recipient which is preferred. Your unofficial transcript is available for download 24/7 via the HMC Portal, if you are a current student or if you are a recent graduate with access to the portal. If you are unable to log in to the HMC Portal, please request password assistance by contacting the CIS Helpdesk at helpdesk@hmc.edu or 909.607.7777.

Q:  I’m applying to medical school or law school. How should I request the transcript?

A: AMCAS and LSAC both require hard-copy transcripts sent by mail; electronic transcripts are not yet accepted. Simply place an order for a mail-order official transcript and attach the cover letter to your order.

Please note that FedEx does not deliver to post office boxes. If you need to send your transcript to AMCAS via FedEx, please use the address below and see the AMCAS website for more information:

AMCAS, Attn: Transcripts
AAMC Medical School Application Services
655 K Street, NW
Washington, DC, 20001-2399

Q:  I have a cover letter and/or a form I need to send with my transcript. How do I attach it?

A: If the form requires any action from the registrar’s office (a signature, or any fields to be filled in), please send it to us at transcriptsetc@hmc.edu. We will complete the form and send it back to you. You will then be able to upload the form with your transcript order.

If the form requires no action on our part, simply attach a PDF version of the form when placing your order, and it will be sent along with your transcript.

Q:  Do I have to order through the web?

A: Yes, all transcript requests must go through the transcript ordering website.

Q:  How long will it take to process my order?

A: Electronic transcripts are processed within minutes. Mailed orders are sent out the same day if the order is placed before 2 p.m. PST. We do not mail transcripts on Saturdays, Sundays or certain holidays (New Year’s Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the Friday after Thanksgiving, Christmas Eve, Christmas Day or New Year’s Eve Day). Orders placed for pick-up are processed within one business day. Please allow an extra business day for processing if you graduated prior to 1992.

Q:  May I still order and pick up transcripts in the registrar’s office?

A: You are welcome to stop by the office and place an order for a transcript via our student computer. You may also place an order for pick-up in the registrar’s office. Please allow one business day for processing.

Q:  I’m creating a self-registration account and received the following error message: “The account information could not be validated.” What should I do?

A: The system was unable to find you in the database. Please carefully review the information you have submitted for identification. You must enter the last year attended or the last four digits of your social security number. If you chose to enter both, both MUST be correct. If you feel the information is correct and you are still receiving the error message, please contact the HMC registrar’s office at 909.621.8090.

Q:  When will my card be charged?

A: The charge will be pre-authorized when you place the order, but your card will not be charged until the transcript is sent.

Q:  How can I check the status of my order?

A: You can log in to the order site and click on “Order Status” at the top of the page.

Q:  My order was placed on hold.  What should I do?

A: Check the email you received with the hold status for more information on why the hold was placed on your account.

If you have a financial hold please contact the student accounts manager at 909.621.8107 or at student_accounts@hmc.edu. Once the hold is removed, your transcript request will be automatically processed. You can check its status as described above.

Q:  When I log in I see this message: “Due to a restriction or hold placed by your school, you are unable to order any documents at this time.” What should I do?

A: A hold has been placed on your account. Please contact the registrar’s office at 909.621.8090 or at TranscriptsETC@hmc.edu. Once the hold is removed, you will be able to place an order.

Q:  I’m applying to transfer and filling out the Common Application. What should I do?

A:  We are unable to process online forms for the Common Application at this time. Please log in to the Common Application site and enter registrar@hmc.edu as the recommender email. Save the form as a PDF and forward it to us via email. We will complete the form and send it back to you. You will then be able upload the form with your transcript order.

Do you have other questions? Email transcriptsetc@hmc.edu with any questions not answered here.