What Happens to Academic Records When a College Closes?
In the event of a college closure, academic records are usually transferred to a custodian of official records, such as another institution or state agency. That custodian is the one to request transcripts from and to ask about other available documents. But the arrangements are different, and some collections are not complete. First you need to make contact with the education authority where the college was located or find the closure notice.
It can be a shock to find out your old college has closed. Maybe you need a transcript for further research and the registrar’s email keeps bouncing back. Just because a website is gone doesn’t mean your records are gone. You have to go another way.
Begin with the Identity of the College
Before you begin your search, write down the full name of the school, the location of the campus, and any previous names. Please include the years you attended. These details help distinguish your college from other colleges with a similar name and identify the correct records collection.
Search for the college name along with “closure,” “transcripts” or “records custodian.” Look for a notice from the institution or its governing body of education. If the surviving website links to an ordering service, ensure the link is specifically for former students of your college.
The Department of Education recommends that U.S. institutions contact the state licensing agency in the state in which the school was located to ask about arrangements for records. The following examples are from three U.S. states and are starting points for not a worldwide procedure.
Where to Search: Examples from Three States
California: BPPE has a list of schools it has records for, including California College San Diego and the San Francisco Art Institute. It has a transcript request form and a means of contacting it about schools not listed. Before applying, check any limitations attached to your school’s entry.
Missouri: The department says another school typically keeps the records, though it does maintain some collections on its own. It also warned it could not guaranty the availability of records. So finding a contact is the beginning of the process, not confirmation that every file survived.
Pennsylvania: The directory tells former Pittsburgh Technical College students to go to the transcript ordering page of Point Park University. Alumni of University of the Arts should contact Moore College of Art & Design. These are examples of why it is better to call the institution that is named instead of continuing to send email to the closed college.
A Check List Before You Turn In
When you find a probable custodian, ask if they have records for your campus and dates of attendance. Then get ready:
• Name at enrollment and any post enrollment name changes.
• Name of college, campus, program and dates attended
• Your student number (if applicable).
• The document you need and the addressee it’s for.
• Formal request process requires identification or consent.
• Details of payment and delivery subject to confirmation of current instructions.
Don’t send sensitive documents to an address that exists only in a forum comment. First check the contact with an official source. Ask the recipient if they need direct delivery from the custodian. A copy you receive may not meet its requirements. Keep your confirmation number and check back before the posted processing time.
Questions and Answers
What if I didn't graduate, can I request records?
If you left before the program is complete, contact the custodian to check your attendance record. You should state that you want to see proof of coursework, not proof of a qualification. “It all depends on what the custodian received.”
Does the custodian re-issue a replacement diploma?
Assume transcript access does not provide diploma replacement. Ask about what documents it can issue and whether it can confirm an awarded qualification. Lost Your Degree? Here’s What To Do Next a Checklist for an Official Replacement Request.
What if I can’t find my records?
Obtain written confirmation and instructions from the appropriate authority. Pennsylvania may provide a letter of closed school showing evidence of attendance but clearly states that this does not substitute for a transcript or verify education. Ask your intended recipient what other evidence they will consider.
Can ND Center send an official academic record?
ND Center offers custom novelty diplomas, parody fake certificates, joke graduation gifts, and personalized printed keepsakes for entertainment, display, and novelty purposes. ND Center’s novelty or display documents are not official academic records and do not represent grades, attendance or qualifications. For official records, please refer to the designated custodian or education authority. Keep any personal copies you already have while you go through that process.