Navigating the Registrar's Office: A Guide to Diploma Replacement and Related Processes

The Office of the University Registrar plays a crucial role in maintaining the integrity of student records and providing essential services to students, alumni, faculty, and departments. This article offers a comprehensive guide to diploma replacement processes and related procedures, drawing upon practices from various universities to provide a broad understanding of the topic.

Understanding the Role of the Registrar's Office

The Registrar's Office is responsible for the accuracy and integrity of the University's official student records. Its chief responsibilities fall into six broad categories: registration; record-keeping; enrollment verifications and transcripts; course offerings; classrooms scheduling; and graduation.

Diploma Replacement Procedures

Losing or damaging your diploma can be stressful. Fortunately, most universities offer a process for obtaining a replacement. Here's a breakdown of the typical steps involved:

Initiating the Request

To request a replacement credential, use the Online Ordering Service link to provide information about your credential. If the request is approved, the institution will place an order for that credential.

Written Request (if applicable)

In some cases, you may need to send a written request with your signature and specific information. This information typically includes:

Read also: Your Guide to the UMBC Registrar

Your name ("X number" - If you don't know this number, give us the last four digits of your Social Security number).
Dates of attendance.
Division of the University you attended.
Degrees you received.
Address and a phone number at which you can be reached.
Best times to call you.
The name and address of the person to whom you want us to send the verification.

Be sure to sign your request.

Online Ordering Service

Many universities now offer online ordering services for replacement diplomas. For example, at Oregon State University, you will log in the same way you would to order a duplicate diploma (directions above), so be sure to have your Secure ID. Once on the ordering page, you will see a button that says ‘Order my eDiploma’ in the upper right-hand corner. Click that and follow the instructions.

Fees and Payment

Be prepared to pay a fee for the replacement diploma. The fee varies by institution and the type of diploma. For example, at Penn State, the fee is $40.00 for each undergraduate or graduate diploma and $50.00 for each medical diploma and each J.D., LL.M., and S.J.D. diploma (for students graduating Fall 2006 and forward*). Pay by check (payable to Penn State), VISA, MasterCard, Discover or American Express (credit card number, expiration date, daytime phone number must be listed).

Diploma Format and Content

Replacement diplomas will be issued using the current diploma format; therefore, they may not be an exact replica of your original diploma. Replacement diplomas will include a "Replacement Diploma issued on [date]" statement in the lower left corner.

Name on Diploma

Emory will print the Diploma/Degree Name as listed in OPUS on the diploma. If a Diploma/Degree Name has not been created, the student’s Primary/Legal Name will appear on the diploma.

A student’s Legal Name or Diploma/Degree Name will appear on the diploma without additional titles, prefixes, or suffixes other than the customary indication of Jr., Sr., II, II, etc. Emory will not list prior degrees, certifications, titles, professional designations, or other credentials unrelated to the degree being granted.

Students may choose to display a different first name or middle name by creating a Diploma/Degree Name while completing the online degree application. The last name on the diploma must match the last name from their Primary/Legal Name. Students wishing an alternate last name on their diploma are advised to consider an official name change. For more information, please review the University's policy on student name changes.

If you realize your name is incorrect after the name change deadline, you must submit an official name change form and a request a replacement diploma through our Online Ordering Service. A replacement fee of $75 is required at the time of request before another diploma can be ordered.

Processing Time and Delivery

Replacement diplomas are typically delivered within 6-8 weeks.

Shipping Options

You will be able to designate your address and shipping type (standard - tracking not available/expedited - tracking available). It is recommended to ship internationally via expedited.

Read also: Applying to UCF

Picking up the Diploma

Please note: you may only pick it up at the Office of the Registrar on the OSU Corvallis campus during in-person service hours.

Diploma Covers

If you are a graduate of the current academic year and do not plan on attending your commencement ceremony or graduated outside the current academic year and need a new or replacement diploma cover, you can call the OSU Beaver Store at 541-737-0041 and order one over the phone. The single diploma covers are $8.00 and the double degree covers are $10.00. If you need to have one shipped, the OSU Beaver Store charges a flat rate of $6.00.

Diploma Size

The size of Emory’s diplomas is 17″ by 14″.

Associate, Bachelor, Master's, Doctoral - 8 1/2 in. Medical - 14 in. Law - 17 in. The size of the current Undergraduate Minor certificate is 8 1/2 in. The size of the current Certificates is 8 1/2 in.

Diploma Authenticity

The diploma is an important symbol of academic achievement. However, Emory does not recommend that the diploma be accepted in lieu of an official transcript or degree verification.

The new SURETYLOCK feature, which adds a discrete QR code watermark on the back of paper diplomas and certificates, enables real-time authentication of the document's publishing details. SURETYLOCK currently is implemented on the 8 1/2 in. x 11 in. Associate, Bachelor, Master's, and Doctoral diplomas as well as on certificates.

Important Considerations

Financial Holds

Please ensure no financial holds are on your account. Financial Holds will prevent us from ordering your diploma. Although financial holds do not prevent graduation, they do stop the release of diplomas and certificates. Students who do not resolve financial holds and contact the OUR within five years are not eligible to receive a complementary credential.

Name Changes

An alumnus desiring to have his/her name changed on a diploma must follow the name change/corrections procedure before the diploma can be produced.

To add a Diploma Name, follow the steps below. Log in to OPUSClick on the Profile tileClick on the plus sign (+) under the Names section, enter the first and middle name ONLY, and Save. It is important to update all contact information by the last day of the term.

Double Majors

Note for Double Majors: Emory College Students MUST apply for either a Bachelor of Arts degree OR a Bachelor of Science degree. If you are a double-major and have completed requirements for both a BA and a BS you MUST choose one OR the other for diploma purposes.

Honors Diplomas

Graduates receiving academic honors will receive a diploma with the appropriate honors notation.

International Students

Be advised, international students are not included in the reports to the National Student Clearinghouse.

Apostille and Notarial Certification

An apostille is a certificate issued by the state that authenticates the signature of a public official (notary) on a document for use in another country. For documents used in countries that are not a part of the Hague Convention, a Notarial Certification will be issued.

Electronic Diploma

The electronic version can be shared digitally with potential employers, family and friends, and uploaded to job networking sites. CeDiplomas are typically available 8 weeks after a student has graduated. Note: There is a $12.95 charge for this electronic diploma. CeDiplomas are only available for University of Florida graduates who earned their degree in 2015 onward.

Transcripts and Enrollment Verifications

While a diploma is a symbolic representation of your academic achievement, official transcripts and enrollment verifications often serve as primary documents for verifying your credentials.

Transcripts

Official transcripts and enrollment verifications include any degrees that have been awarded.

There are three ways you can order a transcript of your academic record at St. John’s University. Electronic Transcripts (PDF) are now available. Delivery is within hours of the request being processed. Electronic Transcripts are $6.50 per copy, payable by credit card only. St. John’s University has partnered with Parchment for electronic transcript delivery. However, before requesting PDF transcript delivery, please verify that the recipient will accept an electronic transcript.

The official transcript has been digitally signed and therefore contains special characteristics.The Blue Ribbon Symbol is assurance that the digital certificate is valid, the document is authentic, and the contents of the transcript have not been altered.

If you need verification of the courses you took, the grades you received, or your GPA, you must request a transcript.

Enrollment Verifications

An enrollment verification, sometimes referred to as proof of enrollment, is a document that shows your current enrollment status or enrollment history at St. John's University. You can obtain an enrollment verification letter for any semester or term you have been registered for. Thanks to our partnership with the National Student Clearing House, you can access this service for free!

Please note we only verify your dates of attendance, degrees and honors received, and your major.

Transcript Notations

Through St. John’s University’s student conduct process, students found responsible for crimes of violence, including but not limited to, sexual violence will have the following transcript notations added: Suspension Notation: Suspended after the finding of responsibility for a code of conduct violation. Expulsion Notation: Expelled after the finding of responsibility for a code of conduct violation. Notation if student withdraws from St John’s University while the investigation of the complaint is pending: Withdrew with conduct charges pending.

Those seeking the removal of a transcript notation for a suspension must submit a written appeal to the Office of the Registrar.

Additional Information

FERPA Rights

St. John’s University takes our obligation to safeguard the confidentiality of student information very seriously. We go beyond the requirements of the federal law that governs access to this information. In general, we will not release any information about you without your prior written consent.

Proxy Access

The Proxy cannot change any information or pay the student's bill. The student has the right to edit or delete the Proxy's access at any time. You are not required to grant proxy accessYou have the right to rescind accessPlease review your FERPA Rights Student Set Up InstructionsProxy Set Up Instructions

Social Security Number

New York State Education Law prohibits the use of the Social Security number for identification purposes. Additionally, the federal Family Educational Rights and Privacy Act of 1974 (FERPA) prohibits the release of the Social Security number without a student's prior written consent. Because of the above and because the Social Security number is not a part of a student's educational history, the Office of the Registrar at St. John's University does not confirm or in any other way make reference to or reveal a student's Social Security number.

Grading Scales

The grading scales for each level follow:

Undergraduate Level

GradePoint ValueGradePoint Value

A4A4

A-3.7A-3.7

B+3.3B+3.3

B3B3

B-2.7B-2.7

C+2.3C+2.3

C2C2

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