Navigating Transcript Requests at Shawnee Community College: A Comprehensive Guide

For current and former students of Shawnee Community College (SCC), understanding the process of requesting and obtaining transcripts is crucial for academic and professional advancement. This article provides a comprehensive overview of transcript requests at SCC, covering everything from initial admission requirements to financial aid considerations and the specifics of obtaining your academic records.

Admission to Shawnee Community College

Shawnee Community College maintains an open-door admissions policy, striving to make education accessible to everyone. To be granted full admission, students typically need to meet one of the following requirements:

High School Diploma/GED and Placement Scores: Earn a high school diploma or GED, fulfill minimum high school pattern requirements, and score above minimum levels on placement tests (ASSET/COMPASS) to demonstrate proficiency in math, English, and reading.
ACT Score: Earn a high school diploma or GED and achieve a composite score of 21 or better on the ACT exam.
Prior College Credit: Have been previously enrolled in a college or university and earned at least 26 hours of college credit.

Students pursuing high school level curriculum through home-schooling are eligible to enroll based on similar requirements as students enrolled in district high schools. Home-schooled students are encouraged to contact the Admissions office for specific enrollment information and instructions.

Admission for International Students

Shawnee Community College is authorized to admit a limited number of non-immigrant alien students, with specific guidelines in place:

Applicants must have completed the equivalent of a high school (secondary) education, typically 12 years of schooling, and be at least 18 years of age.
A score of 520 or better on the TOEFL test or 190 on the computerized TOEFL test is required.
Applicants must apply for admission to SCC.
Official transcripts covering all school work (high school and college) must be provided, complete with English translations from an accredited third-party entity as approved by the Registrar.
An affidavit of support stipulating that adequate finances are available for their study in the United States is necessary.
Applicants must live within district #531.
An interview with the Registrar is required.

International students should be aware that no scholarships are available, making it crucial to cover expenses while studying in the United States. Admission is based on available space in the selected programs of study.

Read also: About Grossmont Community College

Admission for Students Attending Another College

Students attending another college or university who plan to take a course at Shawnee Community College need to complete the following steps:

Complete an Application for Admission to SCC.
Acquire unofficial transcripts from their current institution.
Confirm with their home institution advisor that the SCC course will transfer back into the program.
Meet with an SCC advisor for registration.

Transfer Credit Guidelines

For students transferring to Shawnee Community College, the following guidelines apply to the acceptance of transfer credit:

Official transcripts must be sent directly from the student's previous college or university to the Shawnee Community College Registrar’s Office.
Shawnee Community College will only accept credit hours from institutions accredited by a regional accrediting association.
Credit hours earned from foreign colleges and universities must be translated by an accredited third-party entity as approved by the Dean of Student Success and Services, with the final determination being made by the Vice-President of Student Success and Services.
A maximum of six (6) credit hours of "D" grades will be accepted.
The college registrar determines whether transfer hours will be accepted as it relates to the student’s degree.
If a transfer course from another accredited institution earned more credit hours than the equivalent course at Shawnee Community College, the student is given full credit for the hours earned at the former institution.
If a transfer course has fewer credit hours than the equivalent course at Shawnee Community College, the student will be granted only the number of credit hours earned at the other institution.
If a transfer course has no Shawnee Community College equivalent, the hours earned will be granted as elective hours.
Quarter hours will be converted to semester hours on the Shawnee Community College transcript.
Credit hours will be granted for military service according to the recommendation of the American Council on Education. Veterans shall submit an official copy of their DD214 or an official certificate, which documents other credit earned during military training.

All military service members receive 2 hours of health and 4 hours of physical education with a copy of their DD214. According to the Army/American Council on Education Registry Transcript System (AARTS), other credit may be accepted as recommended by the American Council on Education Guidelines for awarding higher education credit when an equivalent Shawnee Community College course exists. The decision on the awarding of transfer credit may be appealed by the student in writing to the Vice- President of Academic Affairs and Student Learning and the Vice-President of Student Success & Services.

Dual Credit Program

Shawnee Community College supports high-achieving high school students who wish to gain college credit while still in high school through the Dual Credit program.

Dual Credit students should be prepared to participate in the same course an instructor teaches on the college campus. All college students should expect to invest at least three hours out of class for every hour in class by reading, studying and preparing for college course requirements.
The course outlines utilized for these courses shall be the same as for courses offered on campus. Course prerequisites, descriptions, outlines, requirements, learning outcomes and methods of evaluating students shall be the same as for on-campus offerings.
Courses shall follow the adopted college policies on student tuition.

Honors Escrow Program

For a student to be admitted into the Shawnee Community College Honors Escrow Program, he/she must meet all of the guideline requirements for the regular escrow program. In addition to the regular escrow requirements, the student must also meet the following requirements:

Must be selected by high school guidance counselor.
Fill out an application for the Honors Escrow Program.
Be ranked in the upper 20% of class (using all high school grades assigned up to the time of application).
Have a minimum cumulative high school GPA (grade point average) of 3.25, based on the 4.0 scale.
Maintain a minimum cumulative Shawnee Community College GPA of 3.0, based on the 4.0 scale.
The student's schedule of Shawnee Community College courses is officially approved each semester by the high school official and the Registrar of Shawnee Community College.

For students enrolling for college credit, current tuition rates are waived and students are eligible for a textbook loan. Students who complete 15 college credits prior to graduating high school and have an SCC GPA of 3.0 or above are eligible for continued tuition/fee waiver and book loan through the following academic year.

Financial Aid and Enrollment Changes

Changes in enrollment can significantly impact a student's current and future financial aid eligibility. Tuition and fees may be adjusted when students add, drop, or withdraw from classes. Financial aid may be reduced or canceled when students withdraw from classes. Dropped or withdrawn classes are included in the calculation determining Satisfactory Academic Progress (SAP).

Unofficial Withdrawals

Students who stop attending all classes during a semester and do not go through the Shawnee Community College official withdrawal process are treated as "unofficially withdrawing" from SCC. The Financial Aid Office works with academic departments and instructors to document each student’s last date of attendance. Using attendance and grade information, students are reviewed under the Return of Funds calculation. The last date of attendance is also reported to the National Student Loan Data System (NSLDS), and enrollment status is updated with the National Clearinghouse.

Reduced Hours of Enrollment

The amount of aid eligibility depends on the number of hours in which a student is enrolled and billed. This is typically established on the tenth day of class each semester. If students add classes after the tenth day, their bill may increase. Students who withdraw from classes after the tenth day will not have their bill adjusted unless they meet the pro-rata refund policy criteria or withdraw from SCC completely.

Federal Pell Grant: Students must be enrolled and billed for at least 12 credit hours in a semester to receive the full amount of the awarded Pell Grant. If billed for fewer than 12 credit hours, the amount of the Pell Grant award is reduced according to the hours of enrollment.
ISAC MAP Grant: Students must be enrolled and billed for at least 15 credit hours in a semester to receive the full amount of the Illinois MAP Grant awarded. The grant will reduce by 1/15 for each credit hour below 15 hours of registration.
Most other grants and scholarships: Students must be enrolled and billed for at least 6 credit hours. If billed for less than 6 credit hours, many grants and scholarships will be canceled.

Alternative Application for Illinois Financial Aid

The Retention of Illinois Students & Equity (RISE) Act allows eligible undocumented, DACA, and transgender students who are disqualified from federal student aid to apply for all forms of state financial aid. To apply, students should complete the Alternative Application for Illinois Financial Aid, which provides a pathway for qualified students to apply for the Monetary Award Program (MAP) grant.

Verification Process

Verification is the process of confirming the accuracy of the information reported on the FAFSA. The Federal Central Processing System randomly selects applications for verification, and Shawnee Community College may also select students for verification. If selected, the SCC Financial Aid Office will send a Verification Worksheet that must be completed and returned along with any other supporting documentation.

Students selected for verification must provide the school with the verification documents no later than 120 days after the last day of enrollment. Once the verification process is complete, the student will receive a financial aid offer letter.

Obtaining Your Transcript from Shawnee Community College

To request a transcript from Shawnee Community College, follow these steps:

Online Ordering: Shawnee State University has contracted with National Student Clearinghouse to provide a convenient and secure service for students and alumni to order their official transcript. Online ordering is available for electronic and SecurePrint transcripts.
Fees: There is a fee for each transcript. When selecting the SecurePrint option, there is an additional charge per transcript. Please note: there is an additional processing fee and electronic fee per transcript, and all fees must be paid by credit card.
Processing Time: Requests are processed and available within three (3) business days after the request and fee payment are received.

Additional Information

Shawnee cannot forward an original or copy of any document received by Shawnee from another institution or agency.

Student Records and Privacy

According to the Family Educational Rights to Privacy Act (1974), students have the right to inspect and/or request copies of their student records. To do so, the student must follow specific procedures so that the college can reasonably maintain the privacy of the student. The college retains the right to request picture identification to verify prior to any transfer of student record to an individual. If a student requests the entire student record, the college retains the right to charge per page if the file is extensive (more than 15 pages).

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