Office of the Registrar

An enrollment verification is an official document that serves as proof of a student’s enrollment at Academy of Art University. Enrollment verifications are often needed for obtaining health insurance, auto insurance, loan deferment, or employment.

Degree and Enrollment Verifications for Third-Parties

Academy of Art University has authorized the National Student Clearinghouse to provide degree and enrollment verifications. The National Student Clearinghouse can be contacted at:

National Student Clearinghouse
2300 Dulles Station Boulevard, Suite 300
Herndon, Virginia 20171

Enrollment Verifications for Students

Students must submit a request in writing to the Office of the Registrar in order to obtain an enrollment verification.

How to Order:

Download the Verification Request Form. Fill it out and sign it.

If you require a form to be filled out or attached to your verification, please be sure to include the form with your request. Submit it to the Office of the Registrar by mail, by fax, or scanned and emailed.

Payment:

There is no fee for this service.

Processing Time:

The processing time for verifications is one week. We do not offer a rush service. Requests may take longer to process during peak periods, including the beginning of the semester and the end of the semester. Please submit your request early to allow adequate time for processing and to ensure that your verification arrives at its destination on time.

Loan Deferment:

Most loan companies provide a specific form for students to complete in order to request a loan deferment. If you wish to defer your loans, you should contact your loan servicing company to request the appropriate form or visit their website.

Once you have the appropriate form provided by your loan servicing company, please fill out and submit it to the Office of the Registrar. We will complete the school section and send the form to the loan company (be sure to provide the loan company’s address, fax number, or email).

Skills Verification Request

Current students and alumni requesting a skills verification letter for the U.S. Citizenship and Immigration Services (USCIS) application for the EB-3: Employment-Based Immigration – Skilled Workers – Professionals and Other Workers visa must complete the Skills Verification Request Form and submit it, accompanied by supporting documentation, to: Registrar@academyart.edu.

Grades are used to evaluate a student’s progress and outcome in a course. Grades are recorded on students’ transcripts and most grades will affect a student’s GPA.

Grade Report

The Academy of Art University does not mail out hard copies of grades. Current students must login to Student Self-Service to view midterm and final grades. For questions about your Student Self-Service user ID and password, please contact Student Services at 415.618.6508.

Grading Deadlines

The grading deadline is the date when grades should be submitted by instructors and posted on students’ transcripts. To find the grading deadline for a specific semester, please visit the Academic Calendar.

How to Calculate GPA

GPA is calculated by adding up all the earned grade points and dividing that total by the total number of earned units. When calculating the GPA, be sure to exclude any grades that do not count toward the GPA, such as I, P, and T. Total number of grade points ÷ Total number of units = GPA.

Grade	Description	Grade Points
A	Outstanding	4.0
A-	Excellent	3.7
B+	Above Average	3.3
B	Above Average	3.0
B-	Good	2.7
C+	Acceptable	2.3
C	Acceptable	2.0
C-	Below Average	1.7
D+	Below Average	1.3
D	Below Average	1.0
D-	Below Average	0.7
F	Failing	0.0
I	Incomplete*	0.0
IP	In Progress*	0.0
P	Pass*	0.0
T	Transfer*	0.0
W	Withdrawal	0.0
WD	Retro-withdrawal	0.0
WF	Withdrawal Failure after 4th week	0.0
AW	Attendance Withdrawal*	0.0
NR	No Grade Reported*	0.0

*No credit to GPA.

Transcripts

Transcripts are a record of a student’s academic history at Academy of Art University including program, dates of attendance, courses taken, grades, degree earned, and more. Official transcripts are certified by the Registrar and are often used when applying for admission to another institution or applying for jobs. Unofficial transcripts contain the same information but are not certified by the Registrar.

Official Transcripts:

To remain official, physical transcripts must remain in the sealed envelope from the generating institution–if you open your transcripts, they will no longer be considered official. To remain official electronic transcripts must be sent directly to the recipient.

1. Go to the www.getmytranscript.com site.
2. Make your selection from the drop-down menu: “Academy of Art University”
3. Proceed as prompted through the remaining steps

Prices:

National Student Clearinghouse
Emailed Transcript	$9.65 each
Domestic Mailed Transcript	$11.50, each additional copy is $8 more plus S&H
Domestic Express Mailed Transcript	$50.50, each additional copy is $8 more plus S&H
Canada & Mexico Mailed Transcript	$70.50, each additional copy is $8 more plus S&H
All Other International Mailed Transcripts	$86.50, each additional copy is $8 more plus S&H

Tracking is included for express and international shipping

Processing Time:

The processing time for transcripts is three business days, and we do not offer a rush service. Requests may take longer to process during peak periods, including the beginning of the semester and the end of the semester. Please submit your request early to allow adequate time for processing and to ensure that your transcript arrives at its destination on time.

Note: If you select “After Degree Is Awarded” or “After Grades Are Posted” as your choice for when you want your transcript processed we will not process your transcript until all of your grades have been finalized and/or your degree has been awarded. This may result in a longer processing time.

Personal Data

Students who have changed their name or address should submit a Change of Name or Address Form in order to have the change recorded in the Academy of Art University’s administrative system. In order to maintain accurate records and protect students’ information, any request to change biographical data must be accompanied by appropriate proof.

Name Change:

A student requesting a name change must provide documents to: 1) prove his/her identity and 2) support the requested change. Accepted documents include: 1) government-issued photo ID with new/corrected name, and 2) Social Security card, valid (current) passport, court decree, birth certificate, etc. Download the Change of Name or Address Form. Fill it out, sign it, and attach the appropriate documentation. Submit it to the Office of the Registrar by mail, by fax, or scanned and emailed.

Address Change:

The Office of the Registrar encourages students to submit address changes through Student Self Service (available via the CampusM Portal). However, students may also fill out the Change of Name or Address Form and submit it to the Office of the Registrar by mail, by fax, or scanned and emailed.

Form	Description
Change of Name or Address	This form is used to report a change of name or address. Appropriate documentation is required when submitting this form.
Enrollment Verification	This form is used to request official proof of enrollment at Academy of Art University. Students must be enrolled or have been enrolled in the past in order to request an enrollment verification.
Student Release	This form is used to authorize the release of student information to third parties, such as parents, spouses, or sponsors. Students may complete this form and specify the type(s) of records that may be released. This form will remain on file and active until the student has revoked it in writing.

Upon degree conferral*, the Academy of Art University dispatches diplomas within a window of six to eight weeks. It’s imperative for students to note that diplomas are sent to the designated “mailing address” listed in the student Self-Service Center. To ensure timely delivery, students should ensure that their addresses are accurate and current. In instances where diplomas are returned due to invalid or incorrect addresses, students will receive an email notification.

The Office of the Registrar will retain any undeliverable diplomas for one year.

Diploma Printing Schedule:

The Academy of Art University schedules the printing of diplomas for each graduating class during the Spring, Summer, and Fall terms. All diploma printing tasks are managed by external vendors, with no provisions for in-house processing. Upon the end of a semester, graduates can expect a diploma processing duration of 6 to 8 weeks. It’s advisable for graduates to anticipate this timeframe while making post-graduation arrangements.

Address Verification for Diploma Shipment:

In the lead-up to the end of their academic journey, students should proactively access their Self-Service portal (available via the CampusM Portal) to cross-check and if needed, modify their shipping address. The recorded address in a student’s profile is considered the default destination for diploma dispatch. For a seamless delivery experience, students are prompted to review and adjust their address at least 2 weeks prior to the conclusion of the semester.

Replacement Diploma Procedure:

The Academy of Art University values its alumni and provides the facility for replacement diploma issuance upon request. These replacement diplomas align with the tri-annual printing schedule set for regular diplomas. In situations where a student places an order for a replacement, it is synchronized with the shipment of the forthcoming graduating cohort’s diplomas. The charges for replacement diplomas are as follows:

• A flat fee of $10 for the diploma
• Shipping fees: $10 for domestic students and $20 for international students

For detailed inquiries or further clarity regarding this policy, kindly contact the Registrar’s office at registrar@academyart.edu.

*Conferral times may vary.