Student Records

Do you need to change your major, see an advisor, or do you want more information about general program requirements? Check out information about managing your academic program.

Student records access is managed in accordance with federal educational privacy regulations. Know your rights, responsibilities, and how to access the information you might need.

Ordering transcripts:

Are you a transfer student? Learn how to receive transfer credit for courses taken at other institutions.

Academic Program

Your academic program encompasses the degree, major, minor, and any options you are pursuing in your studies at OSU. Use the general catalog, advising resources, and MyDegrees to track your program requirements and to make decisions about making changes to your program.

How do I change my major?

Undergraduate students complete the Change of Undergraduate Academic Program form, obtain approval from the head advisor of the college in which the program being declared resides, and return the completed form to the Office of the Registrar. If you decide to change your major after the add/drop deadline, the change will normally take effect for the next academic term.

Graduate students who wish to change their academic program should consult the Graduate School Office’s change of degree/major procedures.


Advising

Academic advising is invaluable to the successful completion of your education goals. Your academic advisor is there to provide guidance in regards to course selection, degree requirements, academic success strategies, career plans, and integration to the campus culture. Each academic college has developed an advising structure that facilitates the needs of their programs and students. However, all colleges recommend that you:

    1) Meet with your advisor once per term.
    2) Keep your PIN and GAP codes in a safe place.
    3) Take responsibility for learning your degree requirements.

You may contact the college head advisor for more information about the advising resources and requirements of your program. Contact information for individual departments is available online under the subject area contacts heading.

General Catalog

Check out the general catalog for information regarding admission requirements, degree requirements, available programs, academic regulations, policies, academic calendars, and much more. Familiarize yourself with the catalog in general, while paying particular attention to your program requirements and the academic regulations.

Access to Records

Learn how to manage the release of your student records.

How do I restrict the release of my information?

You have the right to restrict the release of your student information or to authorize the release of information to specified individuals.

There are two ways to restrict the release of your personal information:

  1. You may login to MyOSU, click on the Welcome tab, under Update Personal Profile, click on OSU Directory Preferences. Here you may uncheck the box next to any item you do not wish to be displayed. Click Submit Changes to apply your changes.
  2. To restrict the release of any of your information complete a Confidentiality Request form. Requesting a complete Confidentiality Restriction will prevent employees of OSU from providing any directory or confidential information to you or other parties. When a confidentiality restriction is in place we can only discuss your record with you if you appear in person with picture identification or if you complete the form to release the restriction.

To remove the confidentiality restriction, complete the bottom section of the Confidentiality Request form to revoke the restriction.

How do I release some of my information for particular purposes?

If you wish to release information about your grades held by the Office of the Registrar to an individual you may complete the FERPA Student Consent to Release Information form. This form automatically expires in one year. If you wish to continue the release beyond one year you must complete a new form. When completing the form you must authorize a specific individual(s) to be able to obtain your records. Turn the form into the Office of the Registrar and be prepared to show picture identification at that time. The authorized individual must submit a signed written request to our office for your records. Upon receipt of the request and verification of the release, an official transcript will be forwarded to the authorized individual.

If you wish to have someone else (e.g. an advisor, a professor, a club advisor) release your student record information to another organization (e.g. a graduate school outside of OSU, an employer, a scholarship committee outside of OSU), you may complete this FERPA recommendation form and hand it over to the person who will be speaking about your performance as a student.


Clery Act Compliance

Oregon State University’s Annual Security and Fire Safety Report is available at http://hr.oregonstate.edu/files/compliance/clery/osu_clery_asfsr.pdf.

This report, as federally mandated by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, informs the Oregon State University community of reported crimes occurring on and around OSU campuses for the previous three calendar years.

A printed copy of the most current Annual Security and Fire Safety Report may be picked up at the Office of Human Resources, 204 Kerr Administration Building, Corvallis, OR 97331 or a copy may be requested by emailing HR.Compliance@oregonstate.edu.

FERPA – Right to Privacy

What is FERPA? FERPA stands for the Family Educational Rights and Privacy Act of 1974. This legislation protects the privacy of your student records and regulates how your information is utilized. These are your rights and it is to your benefit to familiarize yourself with them. Take the FERPA tutorial to learn more.

Review the Student Records - Right to Privacy information in the catalog to learn more about the details of FERPA, the Solomon Amendment, and the use of social security numbers.

Diploma/Transcript Notarization & Apostille

Who needs this service? Is this an apostille?

Students who apply for jobs or admission to universities in other countries often need a notarized diploma or transcript in order to submit them to the Oregon Secretary of State to obtain an Apostille. This is the first step in the Apostille process. Some employers in the U.S. may also ask for a transcript or diploma to be notarized for authenticity. Only the Office of the Registrar can certify Oregon State University diplomas and transcripts.

What do I need to do to get my diploma or transcript notarized?

Complete and sign the Notary Service Request form and include it with your documents to be notarized. It is required that the original documents are present—an official transcript must be ordered or an original diploma presented or mailed to the Office of the Registrar. We cannot notarize scanned or printed copies of your documents. The Office of the Registrar will make a certified copy of the diploma to send with the notary certificate to the address you provide and return the original to you. The official transcript will remain sealed and sent with the notary certificate to the address you provide. For original diplomas and transcripts, processing takes about one week and is free of charge.

You will be required to present photo ID to submit your request in person. Requests submitted by mail or electronically must be accompanied by a scanned copy of your OSU or state-issued photo ID.

Please Note: For spring graduates who receive their diploma during the Commencement ceremony, we cannot notarize your diploma until your degree has been officially awarded. This occurs approximately 4–6 weeks after Commencement.

What if I don’t have my original diploma for you to notarize?

If you do not have access to your original diploma, a duplicate diploma may be ordered for a $40 fee. We cannot notarize scanned copies of a diploma. If ordering a duplicate diploma, please allow 2–3 weeks for processing.

How long does the notarization process take?

Processing takes about one week for original documents. If ordering a duplicate diploma, please allow 2–3 weeks for processing. All documents returned via mail are sent through USPS First Class mail.

What happens after the Office of the Registrar notarizes my diploma or transcript?

To obtain an Apostille, the Oregon Secretary of State will also require you to complete a request form found here: http://sos.oregon.gov/business/Documents/notary-forms/notary-request-for-authentication.pdf.

The Oregon Secretary of State asks for payment as well as a self-addressed stamped envelope for the return of your documents.

Will you forward my documents to the Oregon Secretary of State?

The Office of the Registrar will only send the notarized documents to the Secretary of State and will not coordinate payment or return for you. To ensure the timely and safe return of your documents from the Oregon Secretary of State it is highly recommended that you request your diploma and transcripts be returned directly to you from our office. You can then give them to the Oregon Secretary of State with your payment and the request form in one package.

Will you notarize other documents?

To keep this service free of charge our notary only notarizes documents generated by the Office of the Registrar.

Student Information

Find out more about what information is available, how to provide this information to others, and where to access university statistics.

Enrollment & Degree Verification

Need to verify your enrollment? OSU reports enrollment information to the National Student Clearinghouse which in turn makes enrollment verifications available free of charge via your MyOSU account (under the Student tab and My Student Stuff, see the Enrollment Verification link). If you have special verification needs you may submit a Verification of Enrollment request form to the Office of the Registrar. These special requests are subject to a $15 processing fee and require 3 business days to process.

Degree information is also reported to the National Student Clearinghouse and individuals or organizations wishing to verify your degree may do so through the NSC for a small fee. You may also order an official transcript to provide as proof of degrees earned.


Information Online

Learn more about what information available online, such as alert notification, directory information, registration information, etc. Read more in the Student Information Online section of the General Catalog.

Record Retention (OARs)

What records we retain and how long we keep them is governed by the Oregon Administrative Rules Division 20, Student Records Rule.

Statistical & Historical Data (Institutional Research)

Do you need to know more information about OSU? Perhaps you’re curious about enrollment rates or graduation rates. Check out the statistics made available by the Office of Institutional Research.

Biographical Information Change Requests

This page provides information on how to make biographical changes to your student record.

Legal Name Change

Preferred First Name Change

Social Security Number Change

Change of Gender

Ethnicity Designation Change

Go To Biographical Changes Request Form


Legal Name Change

What will this change affect?

This will change your name in all OSU administrative systems, including, but not limited to: Blackboard, Canvas, MyDegrees, Online Services, class rosters, transcripts, et al.

How do I go about making this change?

Students wishing to change their legal name must submit a request, in-person. Those who are unable to do so in person must submit notarized copies of the name change form and of your current and former pieces of identification. Because of our need to see that your name changed legally, we ask for an ID (OSU or government-issued) that shows your former or previous name.

For students who are not employed by OSU (as a student staff or staff member): 

  • For current students:  Please bring your OSU ID card to the Registrar’s Office on the first floor of the Kerr Administration Building. In addition to your OSU ID, you will need to bring an official document that shows your change of name from your prior to your current name. Some examples of these documents include:  a marriage license, divorce decree, naturalization papers, legal name change decree, adoption decree, et al.). If you have any questions about what is acceptable documentation, please call the Registrar’s Office. Following the processing with the Registrar’s Office, you should visit the OSU Card Center for a new OSU ID card. Note that you will be assessed a replacement card fee (currently $25) for a new ID card.
  • For former students:  Please bring in either your former OSU ID card or your former government-issued ID card, as well as official documentation that shows your change of name from your prior to your current name, to the Registrar’s Office. Some examples of name change documents include:  a marriage license, divorce decree, naturalization papers, legal name change decree, adoption decree, et al.). If you have any questions about what is acceptable documentation, please call the Registrar’s Office.

If you are an employee (faculty, staff, or student) of OSU:

Federal regulations require employers to validate that the employee's name on record exactly matches the name which appears on the individual's social security card to ensure proper tax reporting. Thus, in order to reflect your name change on your personnel and payroll records, you must present your photo ID reflecting your new name to your business center human resources staff. At that time you will be asked to complete an OSU Name Change form and I-9 form. Be prepared to provide acceptable I-9 supporting documents (examples: driver’s license and social security card, or passport). You may find more information on changing your legal name with HR by clicking on the “Personal Information” tab in Online Services.

For additional information on how to apply for, replace, correct, or change your name on your Social Security Card, click here.

Preferred First Name Change

Disclaimer: Currently the Registrar’s Office is collecting these requests, but updates are still under way to allow these changes to be reflected in the appropriate Student Information Systems. This change is to reflect the first name used by you in academic and professional settings.

What will this change affect?

This will change how your first name appears in the systems that are considered more public to student services, such as advising and the classroom setting. These systems include Blackboard, Canvas, Web for Advisors, MyDegrees, the OSU directory, and class rosters. Additionally, this would allow you to obtain a new OSU ID card with your preferred name reflected [note that this will require paying for a new ID card at the $25 replacement card rate]. Faculty and advisors should see your preferred name change, but all other locations would display your legal name. You would continue to receive email in your legal name. Your transcript would reflect your legal name. Business Affairs would continue to use your legal name. Your ID card should display your preferred name, but changing the ID card could result in the ID card not be a valid form of identification for other purposes.

What is the purpose of doing this?

The purpose of this form is to reflect the first name used by you in professional settings even thought that name may not be your legal first name. Some examples of when this might be applied are:

You use your middle name or a shortened version of your first name instead of your legal first name.

  • E.g., A person’s name is Nathan Daniel Jones, but that person is known professionally and academically as Daniel Jones.
  • E.g., A person’s legal first name is Catherine, but that person is known professionally and academically as Cathy.

You are an international student who prefers to use a different name in the context of attending school in the United States (what may be referred to as an “Americanized name”).

  • E.g., A person’s legal first name is Zheng, but that person is known professionally and academically as Sam.

You are using a name, different from your legal name, that you feel more aptly reflects your gender identity and/or gender expression.

  • E.g., A person’s legal first name is Christine, but that person is known professionally and academically as Jackson

How do I go about making this change? In order to change your preferred name, please fill out the Biographical Changes Request form and submit it to the Office of the Registrar.

Social Security Number Change

What is the purpose of this?

The purpose of this is to add a previously missing Social Security Number (SSN) or correct an erroneously recorded SSN.

What will this change affect?

This change will be reflected in all OSU systems in which your Social Security Number is stored. It is important that U.S. domestic students have the correct SSN on file as it is correctly identifies you as the person attached to your student record.

How do I go about making this change?

A request to change your social security number in the OSU Administrative Information System must be made in person at the appropriate office.

For students who are not employed by OSU (as a student staff or staff, or faculty member):

 Please bring your social security card to the Registrar’s Office on the first floor of the Kerr Administration Building.

If you are an employee (faculty, staff, or student) of OSU:

Federal regulations require employers to validate that each employee's social security number and name on record exactly matches the social security number and name which appear on the individual's social security card to ensure proper tax reporting. Thus, in order to change either your social security number or your name in your personnel or payroll records, you must present your social security card which reflects your correct social security number to the appropriate business center for your hiring unit or, if your unit does not have a business center, the Office of Human Resources in the Kerr Administration Building.

If you have any questions or concerns, please call the appropriate office.

For additional information on how to apply for, replace, correct, or change your name on your Social Security Card, click here.

Change of Gender

Identifying one’s gender in Oregon State University’s information systems is optional. However, students may elect to change their gender designation in the information system at any point by providing valid photo identification (e.g. your OSU ID card). Change of gender documentation is not required.

What will this change affect?

This will change your gender designation in Student Information Systems. These information systems would include a change of displayed gender in Canvas, Blackboard, MyDegrees, Web for Advisors, and class rosters.

How do I go about making this change?

Fill out the Biographical Changes Request form reflecting your former and current gender designation. Once completed, turn this in, with your OSU ID, to the Registrar’s Office.

Please read this critical information regarding transgender students, Selective Service registration and filing the FAFSA form. Students who were assigned female at birth are not required to register with the Selective Service regardless of their current gender or transition status. Students filing a FAFSA form with female assigned at birth should indicate female on the FAFSA form. Students who were assigned male at birth are required to register with the Selective Service within thirty days of their eighteenth birthday. This includes those who may have transitioned before or since then. Students filing a FAFSA form who were assigned male at birth should indicate male on the FAFSA form.

If you are an employee (faculty, staff, or student) of OSU:

Students who are employed by OSU must contact the appropriate contact in their hiring unit’s business center or, for those units not currently served by a business center, in Central Human Resources for a change of gender designation.

Ethnicity Designation Change

What will this change affect?

This will change your race or ethnicity designation in OSU information systems.

How do I go about making this change?

  • For students:
    Students must bring in a Biographical Changes Request form reflecting the ethnicity designation change and a form of photo ID to the Registrar’s Office.
  • If you are an employee (faculty, non-student staff) of OSU:
    You may change your ethnicity designation via your MyOSU account. In the Online Services box, click on Banner Self-Service, then click on Personal Information, then click on “Update Ethnicity, Race, or Veteran Status” (see image below).

Race, Ethnicity, Veteran Status screen shot

Transcripts

New E-Transcripts

How to Order Official Transcripts

How you order an official transcript depends on when you attended OSU.

 

Please select from the following options:


I am a currently enrolled student

  1. Log into MyOSU.
  2. Go to the Student tab.
  3. In the 'My Student Stuff' box, click on My Transcripts.
  4. For an Unofficial Transcript, click Submit and when the transcript appears you will be able to print it.
  5. For an Official Transcript, click on the Request Printed/Official Transcripts link at the bottom of the page.
  6. Then follow the prompts on subsequent pages to enter the necessary information.
  • If you need a transcript quickly make sure that you order the PDF e-transcript. In approximately 30 minutes you (or the recipient of the transcript) will receive an email with instructions on how to download the transcript.
  • Paper transcripts are normally mailed within 2 to 3 business days, or are available for pick-up at the Office of the Registrar on the next business day. They cannot be faxed. Ordering more than 5 paper transcripts may increase processing time beyond the standard time for mailing or pick-up.
  • Your financial account must be up to date before a transcript can be issued. If you have a hold on your account, please call Business Affairs at 1-541-737-3002 to discuss your hold information.

If you need assistance ordering your transcript, please call the Office of the Registrar at 541-737-4331 or email: registrars@oregonstate.edu

Ordering Unofficial Transcripts (available to current students only):

  1. Log into MyOSU.
  2. Click on Student tab.
  3. Under My Student Stuff, click on My Transcripts.
  4. Select Submit. After the transcript appears, you can print it out from here.

I am an alumni and I attended OSU after Fall Term 1991

  1. Log in to Online Services with the following information:

    Username:
    Enter your SSN or 9-digit OSU ID number
    Password:
    Enter your GAP (General Access Pin)*

    *If you do not remember your GAP, enter your ID number, click the Former student GAP reset button, answer the security question, and then reset your GAP. If you cannot answer your security question, please call the Office of the Registrar, 541-737-4331.

  2. Once logged in, go to the main menu, and click on Student Records.
  3. Click on Request OFFICIAL Transcript.
  4. Follow the prompts on subsequent pages to enter the necessary information.
  • If you need a transcript quickly make sure that you order the PDF e-transcript. In approximately 30 minutes you (or the recipient of the transcript) will receive an email with instructions on how to download the transcript.
  • Paper transcripts are normally mailed within 2 to 3 business days, or are available for pick-up at the Office of the Registrar on the next business day. They cannot be faxed. Ordering more than 5 paper transcripts may increase processing time beyond the standard time for mailing or pick-up.
  • Your financial account must be up to date before a transcript can be issued. If you have a hold on your account, please call Business Affairs at 1-541-737-3002 to discuss your hold information.

If you need assistance ordering your transcript, please call the Office of the Registrar at 541-737-4331 or email: registrars@oregonstate.edu


I am an alumni and I attended OSU before Fall Term 1991

If you attended OSU prior to Fall Term 1991, you can order a free paper transcript (e-transcripts are not available). These transcripts have to be produced manually from OSU archives and may take up to 7 business days to process, depending on the complexity of your record and your dates of attendance.

To request your transcript, please use the Official Transcript Request Form

The form must be fully completed, signed and submitted to:

Transcripts
OSU Office of the Registrar
B102 Kerr Administration Building
Corvallis, OR 97331-2130

You can also fax the form to: 541-737-8123.

If you need assistance ordering your transcript, please call the Office of the Registrar at 541-737-4331 or email: registrars@oregonstate.edu

Statement of Degree

A Statement of Degree is a good-faith letter indicating your anticipated graduation date. Most employers and graduate schools will accept a Statement of Degree until your degree is actually cleared and posted on the transcript. The Registrar's Office issues Statements of Degree only for undergraduate students; graduate students must contact the Graduate School, graduate.school@oregonstate.edu.

A Statement of Degree is generated by the Office of the Registrar for undergraduate students who are in one of the below circumstances:

  • The student has applied to graduate and is registered for the final courses necessary to meet all degree requirements.
  • The student has applied to graduate, but has already met all degree requirements and is awaiting the formal degree award.
  • The student has already graduated and needs a letter from the Office of the Registrar to verify that they have graduated from OSU. A $15 certification fee will be charged.

Students who have applied to graduate for a future term but are not currently registered for the final courses necessary to meet all degree requirements are not eligible to receive a statement of degree from the Office of the Registrar.

Requests for Statement of Degree will be processed within 5 business days.

Please request your Statement of Degree by emailing the following information to graduation@oregonstate.edu. (NOTE: Your request must come from your ONID email address so that we can verify your ID):

Subject Line: Statement of Degree

Name:

OSU Student ID:

Contact Phone:

ONID Email Address:

College Degree and Major:

Term/Year Awarded:

Where do you want the Registrar's Office to mail your statement?

  • If directly to a future employer or graduate school, please provide the name and mailing address.
  • If directly to you, please provide your mailing address.
  • If directly to you/future employer or graduate school by email, please provide the email address(es) that you would like us to send it to.

Or tell us that you will pick up your statement at the Registrar's Office.

Note: If you would like to wait for our office to process your request for a Statement of Degree until after your final grades post, please request your Statement of Degree after your final grades have posted.

E-Transcript Implementation

Oregon State University implemented e-transcripts on Monday, December 22, 2014, in partnership with Parchment, Inc. OSU's EDI partners continue to receive transcripts through EDI.

Some key features of the e-transcript:

  1. Major and student type displays for every term of enrollment.
  2. Academic English course work is recorded on a centralized Non-Credit Transcript.
  3. A slight change to the Transcript key includes a Non-Credit course description for Academic English, as well as a K-12 course program that ran from 2003–2008.
  4. Course work is recorded to the transcript based on the level of the course. As a result, the student will receive GPA calculations for each course level in the same term.
  5. No portion of the Social Security Number will be visible any longer on the official transcript.
  6. Options will now display along with the College and Major as a program of study.

Frequently Asked Questions: Transcripts

How do I let you know I want to pick up my transcript in person?

Enter your name in the Other box. Do not load an address. For the Delivery Method select Standard Pick-up at Counter.

Can someone else pick up my transcripts?

Yes. Enter the pick-up person’s name in the Other box. Do not load an address. For the Delivery Method select Standard Pick-up at Counter.

My college code isn’t listed, what do I do?

A college code is not necessary. Use the Other option on the first page to enter the college name, then enter the department and address on page two to send them your transcript.

The college code is bringing up the wrong address, what do I do?

Do not finish the order.  Click the Main Menu tab at the top and start at step 5 as outlined above. Do not use a college code. Use the Other option on the first page to enter the college name, then enter the department and address on page two to send them your transcript.

My home address is wrong, what do I do?

Do not finish the order. At the top click the Personal Information tab. Select Update Address(es) and Phone(s). Once you have updated your current mailing address click the Main Menu tab at the top and start at step 5 as outlined above.

How do I send an additional/matching form with my transcript?

If you have an additional/matching form that needs to be included with your transcript you will need to contact the Registrar’s Office Transcript Clerk before placing your order.

I attended prior to 1991 and my records are not available through online.

Complete and submit a paper Official Transcript Request form to the Office of the Registrar.

Non-Credit Transcripts

Official non-credit transcripts contain the course subject and number, course title, and grade for non-credit course work (e.g. K–12 or INTO OSU course work) and can be ordered via MyOSU.

Records of Extension Work Prior to 1979

Records of all Extension and correspondence work taken through the Oregon State University System of Higher Education prior to fall 1979 are on file at Portland State University, PO Box 1389, Portland, OR 97207-1389. Please write directly to the registrar at that address for such transcripts, or access the Portland State University website for transcript information.

Unofficial Transcripts

Unofficial transcripts for students enrolled after Fall 1991 can be requested online in two ways:

  • For currently enrolled students: use the MyOSU student portal.
  • For prior (non-enrolled) students: use Online Services.

Unofficial transcripts do not contain details of transfer work as accepted by OSU. Please note that unofficial transcripts are not available for students enrolled prior to Fall Term 1991.

Transfer Credits

Did you complete courses at another institution or are you thinking about taking a class to transfer back to OSU? Learn more about equivalencies between other institutions and OSU. The Office of Admissions processes transfer credits. Visit these websites for more information:

Transfer Course Equivalencies

For information on courses from Oregon colleges and universities that are accepted in transfer to OSU, see Oregon colleges and universities course equivalencies page. You can also view equivalencies for schools outside of Oregon.

Baccalaureate Core Course Equivalencies

For information on courses from Oregon community colleges that transfer to OSU as baccalaureate core credit (courses that meet general education requirements) see the baccalaureate core course equivalencies page.

Reverse Transfer

Oregon State University has partnered with several community colleges to help identify and award associate degrees to students who have completed the degree requirements but may be unaware of this achievement. This is called reverse transfer.

Annually, our office will send OSU transcripts of qualifying degree partnership program students to our community college partners at the select schools listed below. They will evaluate the course work to determine if requirements have been met for an associate degree at their institution and will contact eligible students.

The transfer of records from OSU to these schools will cease once a student has been awarded an associate degree or applied for their baccalaureate degree from OSU.

We know our students work hard and we wish to see them justly awarded for the degrees they have earned.

If you have questions about this process you may contact:

Transfer of Credits Taken as an Undergraduate to a Graduate Program

Beginning academic year 2013/2014, the Office of the Registrar no longer hosts a Reservation of Credit form or process.

The Graduate School allows students to apply graduate courses taken as an undergraduate/postbaccalaureate student towards a graduate program utilizing their transfer credit policy and procedures. Students wishing to pursue this option will now work directly with the Graduate School. Review the specific Graduate School Transfer Credit criteria for more information.