Records
Diplomas, Transcripts and Other Documentation
Diplomas
Diplomas are printed and mailed to the name and address on file with the University approximately 60–90 days after the degree has been awarded. Students are responsible for updating their mailing address in their student portal no later than 14 calendar days after the end date of their final course(s) to ensure successful delivery of their diploma.
Students who wish to have their middle name or middle initial included on their diploma must submit a name change request within 14 calendar days after the end date of their final course. If a name change request is not submitted within this timeframe, the name on file with the University at the end of the 14-day period will be used for diploma production.
A name change submitted for diploma purposes will update the student's official name of record, as applicable. Academic transcripts, enrollment and degree verifications, and other official University records and documentation will reflect the student's official name of record.
Students are responsible for ensuring that their mailing address and any requested name changes are submitted and accurate within the specified timeframe. Differences between the name displayed on a diploma and the student's official name of record may require additional verification by employers, licensing or credentialing agencies, educational institutions, or other third parties.
Transcripts
Students may request official transcripts through the University's transcript ordering service. Instructions for transcript requests are available on the Office of the Registrar webpage. Fees associated with transcript requests are outlined in the Tuition and Fees section. Students requesting unofficial transcripts should obtain them from their student portal.
Other Documentation
Students who require documentation other than transcripts may submit the Document Request Form. Written and signed student authorization is required before the University releases education record information. Examples of requested documentation may include enrollment verifications and student loan deferments.
Students requesting a student ledger should contact Student Finance at sa@usuniversity.edu.
Record Retention
The University retains all required records for a minimum of five (5) years from the end of the student’s award year on-site in order to be compliant with Federal Regulation (34 CFR §668.24) and State Regulation (5 CCR §71920). Records may then be stored on a secure off-site location and/or digitized and stored into a solutions system. However, some financial aid documents and all transcripts are kept indefinitely.
Change in Demographic Information
Students are responsible for maintaining up-to-date information: e.g., residence, phone number etc.
Students are able to update their residence by logging into the Student Portal. Students who relocate while enrolled in a degree program may be unable to complete their studies if they are moving to a country or state where the University is not currently authorized to offer that particular program. Students should contact their Academic Advisor if they are considering relocating during their course of study or if they need assistance updating their demographic information.
Change in Legal Name
Students may change legal names only if a legal document showing the new name/name change documentation is submitted to the Office of the Registrar. Examples of accepted documents include a Driver License, a Passport or a Permanent Resident Card, Marriage Certificate, a Court Order documenting a name change, and/or documents from the Social Security Administration.
Students wishing to change their legal name may do so by completing the Student Name Change Form and submitting appropriate documentation. Please be advised that name changes occur at the end of each session.