Student Records

Permanent Record

SUNY Empire State College is required by State University of New York policy to keep complete student record information for six years after the student has left the college. After that time, only permanent record information is maintained. Currently, permanent record information comprises:

  • Official transcript documents, including all contract evaluations for credit awarded September 2011 and prior, and a degree program, if approved; and
  • A degree program rationale.

Prior to 1993, only official transcript documents were maintained as the permanent record.

Name Change

In order to change the name that is on a student record, the student must submit a completed Personal Identification Change form with required evidence of the name change to the Office of the Registrar.

The student must provide a copy of his/her Social Security card with his/her current legal name and any of the following with the same current, legal name:

  • Driver’s license,
  • U.S. military card
  • NYS identification card
  • Passport,
  • Marriage certificate or
  • Court order

The Personal Identification Change form and required documentation can be mailed, emailed or faxed to the Office of the Registrar.

Mail:
Office of the Registrar
SUNY Empire State College
111 West Ave.
Saratoga Springs, NY 12866-6069

Email: registrarsoffice@esc.edu — Requests and documentation can be attached as a PDF and emailed.

Fax: 518-580-0105 – Office of the Registrar, SUNY Empire State College

Gender Change

In order to change the gender that is on a student record, the student must submit a completed Personal Identification Change form with required evidence of the gender change to the Office of the Registrar.

The student must provide a copy of either a DMV (state-government-issued) licensed or U.S. passport and one of the following:

  • Driver’s license
  • U.S. military card
  • NYS identification card
  • Passport
  • Court order

The Personal Identification Change form and required documentation can be mailed, emailed or faxed to the Office of the Registrar.

Mail:
Office of the Registrar
SUNY Empire State College
111 West Ave.
Saratoga Springs, NY 12866-6069

Email: registrarsoffice@esc.edu — Requests and documentation can be attached as a PDF and emailed.

Fax: 518-580-0105 – Office of the Registrar, SUNY Empire State College

Transcripts

Your Undergraduate SUNY Empire State College transcript consists of:

  • A summary page of study/course work with GPA information.
  • Your degree program, if concurred at the time of the transcript request.
  • Copies of contract evaluations of all successfully completed studies/courses prior to November 2011.
  • A GETA (General Education Transcript Addendum), if your transcript is going to a SUNY school.

Effective with the Fall 1 2015 term, the summary page will include from the Fall 1 2015 term forward all studies/courses attempted and in progress. For studies/courses taken prior to the Fall 1 2015 term, the summary includes grades for successfully completed studies/courses only.

To have a transcript released to the student or any other person or organization (graduate schools, employers or other agencies), the student must make a request via the transcript web site, make a written request to the college registrar, or complete and send in a Transcript Request form. Transcript Request forms are available from the Office of the Registrar, local college sites or can be printed from the website.

There is a fee for each transcript ordered. Payment and transcript request should be submitted through the transcript web site.

Transcripts are not released until all debts or obligations to the college have been satisfied. Students on the Time Payment Plan will have transcripts released as long as their payments are made in accordance with the agreement.

Certification/Verification of Enrollment or Graduation to an Outside Party

The college registrar will supply, on request, certification/verification of certain academic information regarding student records and the status of a student.

There are many reasons that a student may require an official certification/verification of their enrollment or graduation. Some of these include insurance purposes or job or graduate school applications. These brief statements are not substitutes for an official transcript.

All enrollment and graduation certification/verification requests are processed by the Office of the Registrar. When requesting such information, include all of the following:

  • Name and original signature;
  • Social Security number and/or college identification number;
  • The name and complete address of the company, organization or school to whom the enrollment verification is to be sent; and
  • A phone number, email (if available) and address to contact in case there are any questions

Enrollment verification or graduation verification can be requested by:

  • Fax request to Office of the Registrar at 518-580-0105.
  • Mail to Office of the Registrar
    SUNY Empire State College
    111 West Ave.
    Saratoga Springs, NY 12866-6069.

Confidentiality of Student Records

SUNY Empire State College complies with the Family Educational Rights and Privacy Act of 1974 (FERPA). The act ensures that both current and former students have the right to inspect their education records, to consent to release of their education records to a third party, and to question information contained in the education records. Recorded information, except directory information, is not made freely available to individuals outside the school without consent. The college’s full policy on adherence to FERPA is located in Student Life Policies and Procedures chapter.