New federal regulations regarding withholding transcripts for learners who have used financial aid for their education went into effect July 1, 2024. The new guidelines state that if a learner has used Title IV funds (financial aid) within a payment period (semester) they are to be eligible to obtain a transcript for that payment period. Conversely if a learner does not have Title IV funds or is not on a payment plan in good standing the learner is not eligible to obtain grade information for that payment period.

It should also be stated that best practice is to always treat all learners equally. Self-pay learners, international learners, veterans educational benefit recipients, and other learner populations will be treated no differently with respect to unpaid balances and transcript holds.

It is Hutchinson Community College’s mission to help learners manage payment period financial obligations by providing robust financial aid assistance, payment plan opportunities, transparency, and frequent communications. These, and a desire to assist with payment plans for past due balances, are at the root of the college’s response to Financial Responsibility, Administrative Capability, Certification Procedures, Ability to Benefit” (DID:ED-2023-OPE-0089). 

TRANSCRIPTS WILL BE RELEASED AS FOLLOWS:

• No financial obligation, transcript request received, processing to be expected between 1-5 days.
• There is an established institutional payment plan, the payment plan is in good standing, transcript request received, processing to be expected between 1-5 days.
• Financial Hold on account from a past payment period (prior to July 1, 2024), student referred to director of finance, transcript request received, processing to be expected between 1-5 business days. The account remains on hold until the financial obligation is met.
• Financial Hold on account from a past payment period (after July 1, 2024), student referred to director of finance, transcript request received, processing expected between 1-5 business days. The account remains on hold until the financial obligation is met. Transcripts with courses from payment periods with unpaid balances will be sent with the grade designation of “IN PROGRESS".
• Charges for a current payment period have not been paid, student referred to director of finance, transcript request received, processing expected between 1-5 business days. The account will be placed on hold and will remain on hold until the financial obligation is met. Courses from the current payment period will include the grade designation of “IN PROGRESS” on the transcript.

TRANSCRIPT REQUEST:
A learner’s transcript is a document that is protected under the Family Educational Right to Privacy Act (FERPA). A learner must request their document be sent.  Hutchinson Community College partners with the National Student Clearinghouse for transcript ordering. Please click on the following link to order your transcript:
National Student Clearinghouse

COST:
The price including the processing fee for each individual transcript is as follows:
$7.00  - Official Transcript- both mailed and picked up at the Information Counter
$7.00 - Official Transcript Sent Electronically
$27.00 - Official Transcript sent overnight via UPS service (the request must be received by the Records Office by 11:00 am)

If you have questions, need assistance, or advice please contact the Records Office at Records@hutchcc.edu or by phoning (620) 665-3520.