RECORDS AND REGISTRATION FORMS

* At the time a student declares or changes his or her academic major or program of study, important information should be reviewed.  The estimated cost of pursuing the new program of study can be found by referencing the Tuition and Fees website.  In addition, the link above provides information for undergraduate students regarding the average monthly student loan payment over a period of 20 years based on the estimated cost of education, the average job placement rate within 12 months after graduation, and the average wage/salary for a related occupation, both at entry-level and after five years.

** This form should be used when requesting to inspect/review official educational records or to receive copies of those records.

Graduation Forms

FAQ

FAQs

How much does it cost to get an Endorsement?

Endorsement cost depends on the endorsement, credit hours, level, residency, delivery format, and fees. View the Tuition and Fees page for more details on cost for upcoming terms and/or contact the School of Education.

How much does it cost to get a Licensure?

UIS licensure cost depends on the program, residency, delivery format, credit hours needed, and fees. For teacher licensure, UIS audits your transcripts after admission to determine remaining requirements. View the Tuition and Fees page for more details on cost for upcoming terms and/or contact the School of Education.

How much does it cost to get a Graduate Certificate?

Graduate certificate cost depends on credit hours, program, residency, delivery, and fees. View the Tuition and Fees page for more details on cost for upcoming terms. 

Are online students allowed to attend commencement?

Yes. Online students may participate in commencement ceremonies.

My electronic transcript hasn’t been received. What are my options?
Electronic transcripts should be delivered within one full business day following the submission of the request. If it has not been received within that window, please contact our office and please be ready to provide your order number.
I recently graduated and have received my diploma or graduate certificate, but I have not yet received my transcript. Will I be receiving it soon?
All transcripts must be requested by the student. No transcripts are provided automatically. Information regarding how to request an official transcript can be found on our website.
How do I change my name or gender designation?
Information regarding how to make personal information changes can be found on our website.
I attended UIS (formerly Sangamon State University), but my potential employer says there’s no information available when they conduct a background check. Why?
There are three potential possibilities for why this has occurred: 1. The entity seeking the information provided us with a name, date of birth, or other information that did not match what we have on file (e.g., if your birthday is 2/1/1985 and they provided 1/2/1985). 2. You did not attend UIS/SSU and have no academic records here. You may have attended another area college (Lincoln Land Community College, Springfield College/Benedictine University, etc.). 3. You previously submitted a Request to Prevent Disclosure of Directory Information Form to our office, which means your records are now marked as confidential and we cannot release any information about you without your written consent. If your records are confidential, we cannot even talk with you regarding your records over the phone or through email. A Request to Revoke Previous Request to Prevent Disclosure of Directory Information Form is available on our website.
You have received a transcript from my previous school. When will it appear on my application status page and my degree audit?
If your official transcript was sent to us in a sealed envelope by mail, please allow at least one week for delivery to the University of Illinois Springfield (UIS). If it was sent electronically from your previous institution, please allow 1-2 business days. After receipt, please allow 3-5 business days for your records to be updated.
Why is a course still showing in Canvas even though I dropped it in Student Self-Service?
Student Self-Service is the system of record. If there is a discrepancy between it and Canvas, please consult with the course instructor to explain that you have officially dropped the class so that Canvas can be updated.
I’ve submitted all of my application materials. How long will it be until I receive an admissions decision?
There are many factors that determine when a decision will be made. Those could include when admission committees meet, when we receive a decision from your program of interest, etc. Please continue to check your application status page for updates.
When is the last day to drop (without financial obligation, to receive a W grade, etc.)?
There are two types of withdrawals: complete (dropping all hours) and partial (dropping some but not all hours). For additional information, please see the applicable Drop/Withdrawal Policy on the registration information page for each available term. Note that there are different deadlines and financial obligations for complete and partial withdrawals and part of term.
I only want to apply for a certificate/licensure program. What application do I submit?
To get started, you'll need to submit a new application. Select the Non-Degree application type, then choose the certificate or licensure program you're interested in
When attempting to register, what do I do when I see a “Departmental/Program/Instructor Approval Required” registration error?
In this case, you should reach out to the department that hosts the class (e.g., for ENG 102, you would contact the English and Modern Languages Department). Once the department enters approval and notifies you, you should be able to register. If the semester has entered the “Late Registration” period, you will need to contact our office to complete the registration. Once we verify that the appropriate permission(s) have been entered and that you have no registration holds on your account, we will complete the registration for you.
When will my degree be awarded and when will I receive my diploma?
Degrees will begin to be awarded once all final grades have been posted to student records, which typically occurs about one week after the semester ends. Diplomas are then mailed approximately six to eight weeks after the end of the semester.
I’m registered for all online classes, but my tuition bill is showing on-campus charges (like the Student Union Fee). Why am I being charged these fees?
In order to qualify for E-Tuition, students must be enrolled in 100% online courses AND be admitted to an online, degree-seeking program. If one of these conditions does not apply, then students are assessed according to the on-campus billing structure. Note: A per hour Online Academic Support Fee will be assessed to ALL students enrolled in an online course, regardless of their academic program. Visit our Tuition page to review information related to tuition, fees, and assessments.
I lost my copy of my original paper diploma or graduate certificate from UIS. How do I get a new copy?
Order your replacement diploma easily online. You will be able to choose Standard Delivery or Express Overnight Delivery. There is a $30.00 charge for your diploma replacement. Your Diploma will be printed and mailed within 1-2 days of your order. If you are a graduate of Sangamon State University (SSU) and would like an official duplicate SSU diploma, please contact the Office of Records and Registration by phone (217-206-7730) or email (registrar@uis.edu).
Am I able to waive any fees and assessments?
With the exception of the Student-to-Student Grant Fee and the Green Fee, all other fees and assessments are mandatory. Requests to waive the Student-to-Student Grant Fee and/or the Green Fee must be submitted by the posted deadline each semester. After that deadline, those fees can no longer be waived. To view the deadline date (and other important deadlines), please refer to the applicable semester information on the registration information page.
How do I order an e-Diploma?
You may order an eDiploma through the Online Diploma Service which is available through our official diploma vendor, The Michael Sutter Company. Your UIS eDiploma is a Signed and Certified PDF of your original paper diploma used for easy diploma verification purposes. The UIS eDiploma is a one-time charge of $10. You will receive your eDiploma within minutes of ordering after all degrees have been conferred for the applicable semester. You can then share your eDiploma as often as you need. This service is not available to Sangamon State University graduates.
I need to make a change to my current curriculum. What do I do?
You can submit a Change of Curriculum Form using Student Self-Service. Please see the Change of Curriculum Form Instructions (pdf) if you have any questions regarding the completion of the form.
I was supposed to participate in last year’s commencement, but didn’t. Can I participate this year?
No. Students can only participate in the commencement in which they are first eligible (based upon the term for which the student submitted an online graduation application). Students cannot participate in more than one ceremony for the same degree program. Therefore, if you were eligible to participate in a previous year’s commencement, you are ineligible to participate this year.
I have holds on my student account. Can I still order my official transcript?
Yes, UIS does not withhold transcripts or diplomas due to holds on a student's account.
How do I view my unofficial transcript?

UIS does not issue printed unofficial transcripts. If you still have access to your UIS account, you may log into Student Self-Service, go to “Home Page,” and then “View Academic History.” On that screen, you should be able to view/print your unofficial transcript. Please be aware that the “View Academic History” option will not be available if the student has outstanding holds. If you no longer have access to your student account (which is generally deactivated one year after your last date of attendance), an unofficial transcript is not an option. You may request an official transcript for yourself, which you can then duplicate and save for future use.

Is there tracking for outgoing UIS transcripts?
Paper transcripts are sent via first class mail and do not include tracking information. Electronic transcripts are sent shortly after they are authorized by our office. If you requested your transcript via the TranscriptsPlus system, notifications will be sent to the email address you provided on the first page of the order form. All requests require a minimum of one full business day to process.
My paper transcript hasn’t arrived yet. What are my options?
If the transcript was sent directly to a third party (e.g., university, employer), we can send a duplicate copy at no charge if two weeks have passed since the first copy was sent. If the transcript was addressed to the student directly, the student will have to submit a new request, including payment. If the first transcript is returned to us as undeliverable, we will refund the student for that copy.

Reporting Requests, System Access,
and System Training – Faculty and Staff

Information pertaining to faculty/staff reporting requests, requests for access to student information systems, and requests for student system training can be found on the Faculty Use Only website.

Residency

Information regarding in-state and out-of-state residency issues for the University of Illinois can be found on the University-Wide Student Programs website.  To receive additional information or for further questions regarding residency, please contact the Office of Admissions at (217) 206-4847.

Study Away

Students who will be studying abroad through the Global Experience Program will register for one of the Global Experience courses.  Additional information can be found on the Global Experience Program website.