Student Academic Transcripts and Approved Remarks Policy

This outlines the policies and procedures on student academic transcripts, including how academic units can request approval of remarks that recognize special achievement in University-related academic activities.

University Policy

Title

University of North Carolina at Chapel Hill Policy on Student Academic Transcripts and Approved Remarks

Introduction

Purpose

This outlines the policies and procedures for official student academic transcripts and approved remarks.

Policy

Policy Statement

General Provisions

The Office of the University Registrar supports the issuance of transcripts of students’ academic records and processes requests to view and issue these records as requested by the student. Academic transcripts typically include a student’s personal information, such as name, person ID (PID), academic program details, along with course enrollment dates, final grades, academic standing, and approved academic remarks. 

The University follows FERPA regulations on the issuing of transcripts. Official academic transcripts contain security features and are issued directly to a recipient. A recipient typically will not consider an academic transcript official if it was previously accessed by another party, even the student, before the recipient received it. Unofficial transcripts are available to students without the security features of official transcripts and may be acceptable to third parties requesting a student’s academic record. It is the student's responsibility to verify the recipient's criteria when requesting that an academic transcript be issued to a third party.

If appropriate, students can request amendments to their transcript up to one year after their graduation date or separation from the University, and retroactive updates may be limited. For instance, a student can initiate a grade appeal after graduation. However, graduation with distinction or highest distinction is based only on the grade point average at the time that the degree is conferred. In other cases, indications of an undergraduate second major or minor can be added to the transcript within one year of the degree conferral date for students who neglected to declare a second major or a minor before graduation, provided that all requirements were completed at the time of graduation.

Special academic remarks must first be approved by the Faculty Council’s Educational Policy Committee and the Provost's Office before appearing on students’ academic transcripts as detailed below. The Office of the University Registrar maintains a complete listing of approved transcript remarks.

Approved Academic Transcript Remarks

The purpose of academic transcript remarks is to communicate degree-related information and selective University-based academic achievements and honors.  Remarks typically fall into the following categories:

• Academic degree program-related,
• Scholar program designations, and
• Honor society membership. 

In limited cases, disciplinary actions, temporary remarks, and historical remarks may be applied.

Academic transcript remarks in use before February 2003 were reviewed and approved by the Education Policy Committee. Before the administration and creation of academic plans for certificate programs under the Graduate School, many certificates were listed as approved transcript remarks. Approved certificates are now formally listed on the transcript as part of the academic program, and the Graduate School maintains a listing of all approved certificate programs.

All remarks approved since February 2003 forward require individual units to propose new transcript remarks in accordance with the criteria and procedures maintained by the Office of the University Registrar. The Office of the University Registrar maintains a master list of all approved remarks.

Individual units may propose new academic transcript remarks to the University Registrar subject to the following stipulations:

• The academic transcript remark must communicate degree-related information or recognize selective university-based academic achievements and honors. Negative remarks are not permitted.
• The word “distinction” may be used only to recognize academic achievement. For other activities, words such as “recognition” or “excellence in…” should be used.
• The academic transcript remark must be concise and may be limited to 45 characters in length.

Related Requirements

External Regulations

• Family Educational Rights and Privacy Act

University Policies, Standards, and Procedures

• Policies and Procedures Under the Family Educational Rights and Privacy Act of 1974 (“FERPA”)

Publication Details

Issuing Officer: Associate Provost and University Registrar

Effective Date: July 23, 2026

Next Review Date: 

Additions/Revisions: Content from the previous University Policy Memorandum Memorandum # 28: Remarks on Student Academic Transcripts.