Records and Grades
Bacterial Meningitis Vaccination Records
Federal VA Benefits
Hazelwood and Hazlewood Legacy
If a child qualifies for Hazlewood as a child of a disabled veteran AND qualifies to receive a transfer of unused Hazlewood hours, would the child be eligible for 150 hours of the exemption, or for 300 hours of exemption?
Q: How do I request a transcript?
A: An official transcript can be requested by using our transcript request form. You can submit this form to us by fax, mail, or scanned email attachment. Official transcripts can only be sent by mail. Unofficial transcripts can be mailed, faxed, or emailed.
Q: Is there a fee for transcripts?
A: Transcripts are free. Each student pays a one-time Transcript Fee during the first semester of enrollment. For an explanation of these fees, visit the Tuition and Fees website.
Q: What is the difference between an official and an unofficial transcript?
A: An official transcript has the official school seal, the registrar’s signature, and is printed on official transcript paper. Because of this, official transcripts can only be sent via mail. An unofficial transcript has the same academic information as an official transcript but it is printed on plain white paper. Unofficial transcripts can be faxed, mailed, or emailed.
Q: How do I get my transcript uploaded to ERAS?
Q: Can I have someone pick up my transcript for me?
A: You can have someone pick up your transcript or other documents for you if the person requesting the transcript or academic records specified in writing the name of the person who will pick up the documents. The person picking up the documents must have photo identification.
Q: Why has my transcript not been processed?
A: Your transcript might not have been processed if:
• You have a hold on your account. You can check your holds at my.hsc.unt.edu.
• You forgot to sign your transcript request form.
Please feel free to contact us and request confirmation regarding your transcript request. We keep records of your request for one year.
Q: Can you mail transcripts overseas?
Q: How do I find out if my transcript arrived from another school?
A: All incoming transcripts are handled by the individual schools at UNTHSC. Please check your student portal, my.hsc.unt.edu, to ascertain which items, if any are still needed in your application process or contact the admissions office of your school (TCOM, SPH, GSBS, PA, PT, Pharmacy).
Q: How do I get an enrollment verification?
A: You can get an enrollment verification by completing and submitting the Enrollment Verification Form. We can return the verification to you via fax, mail, or email. We do not process enrollment verifications until after the census date. If you need a verification before the census date, please contact us.
Q: I have my In School Loan Deferment Request Form. What do I do with it?
A: You will need to verify the information on the deferment form, sign the form, and send it to us with an Enrollment Verification Form. We will verify your status and send the form back to the lender after the census date.
Q: Can you verify enrollment for future semesters?
A: No. However, if you feel that you have extenuating circumstances, please feel free to contact us.
Q: What is a matriculation date?
A: A matriculation date is the date that a student begins enrollment as a degree seeking student.
Q: What is the census date?
A: The census date is set by the university and marks the end of the add/drop period for a term. On this day, the university takes a “snapshot” of the enrollment which becomes the official enrollment that is used for both state reporting and deletion of unpaid registrants. The census date is the 12th class day for the fall and the spring terms. Census dates in the summer vary according to the length of the different summer sessions within the term. Please refer to the academic calendar for your program of study for the specific census dates.
RECORDS AND GRADES
Q: Can I request a copy of my board scores?
A: There is a check box available on the Academic Records Request form specifically for board scores. We will provide for you documentation of both scores if available. Our policy is that all scores and exams are reported.
Q: How do I request a copy of my dean’s letter (or Medical School Performance Evaluation)?
A: You can request a copy of your dean’s letter by filling out the Academic Records Request form.
Q: What is my student ID number?
A: Your ID number is a unique number used to identify you while you are here at UNTHSC. If you do not know your Student ID number, you can find it at ams.unt.edu. Enter your EUID and password to login; your Student ID number will be displayed as the UNT System ID.
Q: What is my EUID?
EUID stands for “Enterprise UserID” and is used to access computer resources across campus such as wireless, email, and library computers. You can also find out your EUID and reset your password.
Q: What is the difference between an EUID number and a student ID?
Your EUID is used primarily to log on to campus technology such as wireless and email. It is usually your initials followed by 4 numbers (i.e. – abc0055).
Your student ID is a set of 8 numbers that is used to identify your permanent records such as transcripts, grades, or student accounts. This number is confidential and cannot be given out to individuals or agencies outside of UNTHSC.
Q: How do I officially change my name with the school?
A: To change your name, submit the Update Contact Information form and submit it to us with:
1. A copy of your identification (driver’s license, social security card, passport, etc).
2. A copy of the legal documentation of the name change. If you copy your marriage license, please be sure to copy both sides if applicable.
If you wish to change your campus email address as well, please contact the Accounts Administrator after submitting to us your name change request.
Q: How do I change my address, phone number, or personal email with the school?
Q: One of my grades is wrong. What do I do?
A: You will need to contact your instructor or your school (GSBS, SPH, etc.) and discuss with them the grade. They will then submit the Change of Grade form. Please contact us if you have further questions.
Q: I received a low grade in a class and retook that same course. How do I keep the low grade from calculating into in my GPA?
A: If you are in the Graduate School of Biomedical Sciences or the School of Public Health, we need you to email email@example.com from your live.unthsc.edu email account requesting that this grade not be calculated into your GPA. Please include with you request your name, student ID number, and the course that you retook (with semester).
Q: I’m having problems enrolling in classes. What do I do?
A: Be sure to check my.hsc.unt.edu for any holds on your account.
If you applied to graduate during the previous semester, you will need to contact the Office of the Registrar to reactivate your enrollment. You will need to reapply for graduation in the future.
If you are having trouble enrolling in an individual course, check the prerequisites for that course. If you are having a prerequisite error, please contact your school (School of Public Health or Graduate School of Biomedical Sciences).
A: You can fill out the add/drop form (required when needing instructor approval)* or submit a request in writing to the office of the registrar that includes:
• Your name.
• The course you are dropping.
• Your student ID number.
• Your signature. On email requests, your live.unthsc.edu email address will be honored as your signature.
If you want to withdraw from the university, the system will not allow you to drop the last class of the semester. You must formally withdraw from the university. Please see the Withdrawal/Leave of Absence webpage for more information.
*Please consult the Academic Calendar to see when instructor approval is required. When instructor approval is needed, please use the drop class form.
A: Our system does not allow students to drop their last class in a semester. This prevents students from leaving the university without completing withdrawal or leave of absence documentation. Our system is set up so that each session (8 week 1, 8 week 2, Summer I, etc.) is viewed separately, preventing the last class from being dropped during these sessions. However, withdrawal and leave of absence documentation is only needed when the last class of a long semester (Fall or Spring) is dropped.
A: You can find this information on the academic calendar. It is your responsibility to talk to your advisor before dropping a class. You might not receive a full refund. Please contact us if you have questions.
A: To withdraw from the university, you must come by the Office of the Registrar and pick up a Request for Withdrawal or Leave of Absence form. This form must be completed and signed by the appropriate individuals before your withdrawal can be processed. If you are unable to visit campus to pick up this form, please contact us via phone or email.
A: There are two types of diploma requests. You can get a replacement/duplicate of the diploma you received when you graduated or you can get a diploma copy which is printed on 8 1/2 x 11 paper and used for verification of degree. You can pay via cash/check/card. If paying by card, you must complete the online form. To request a diploma duplicate/copy, please visit our forms page.
A: You can submit your verification form to the Office of the Registrar via fax, mail or email. Before you send your verification, please be sure you have signed your form and include any necessary photos. We cannot provide a photo for you.
A: Please contact Jessica Chavez at the Graduate Medical Education office at 817.735.2149 to verify this information.
A: You can get a letter of explanation from our office. Submit the Student Records Request form with a description of your request.
A: Yes, but it is not required. The Bacterial Meningitis Immunization Record form is available to assist you in getting documentation from your Health Care Provider or clinic. It must be uploaded to MyRecordTracker.
A: If you do not use the form, then MyRecordTracker will need a copy of your immunization record or a record from the health care provider showing the date you received the vaccination. The bacterial meningitis vaccination must be within the last 5 years from the first day of class.
A: According to Texas law (SB 1107 – 82 Texas Legislature; SB 31 – 77th Texas Legislature; Chapter 21, Subchapter T, Sections 21.610 through 21.614 of THECB rules), all new incoming students or students returning from a leave of absence who are younger than 22 must submit to us a record of a bacterial meningitis vaccination.
Exceptions to this requirement:
1. You do not have to be vaccinated if you are the age of 22 or older.
2. You can have a health care professional sign the Bacterial Meningitis Immunization Medical Exemption Affidavit.
3. If you are only taking online classes, you can submit the Meningitis Waiver for Online Course Enrollment form for each term the exemption is requested.
4. You can request a form to waive the vaccination requirement for reasons of conscience.
A: Yes! You can have a health care professional sign the Bacterial Meningitis Immunization Medical Exemption Affidavit or you can request the form to waive for reasons of conscience. These will need to be uploaded to MyRecordTracker. If you are taking online classes only, you can submit the Meningitis Waiver for Online Course Enrollment form to the Office of the Registrar for each term the exemption is requested.
A: You must upload your records to MyRecordTracker, unless you are in an online only program. Online only students can submit the online only waiver to the Office of the Registrar.
Q: What is MyRecordTracker and how do I upload documents to this?
A: MyRecordTracker is a third-party company that UNTHSC uses to track all medical and immunization requirements for students. Before starting classes, you should receive an email from MyRecordTracker that allows you to create an account. After you create an account, you can upload your immunization records. Please contact the Student Health Clinic with any questions you have about uploading your records.
A: The deadline for submission of meningitis vaccination records is 10 days prior to the first day of class. All other vaccinations do not prevent initial enrollment and therefore do not have a ‘deadline’. However, if you fail to submit all required documents, it could prevent enrollment in future terms.
A: Email firstname.lastname@example.org and request an extension on the meningitis vaccination record deadline. Once we receive this email, you will have 10 days after the first day of class to meet the meningitis vaccination requirement. You will be dropped from your classes if you do not submit to us documentation by the deadline.
Federal VA Benefits
A: You may be eligible if you served at least 90 aggregate days on active duty after September 10, 2001, and you:
· are still on active duty or were honorably discharged from active duty; or
· were released from active duty & placed on the retired list or temporary disability retired list; or
· were released from active duty & transferred to the Fleet Reserve or Fleet Marine Corps Reserve; or
· were released from active duty for further service in a reserve component of the Armed Forces.
You may also be eligible if you were honorably discharged from active duty for a service-connected disability and you served 30 continuous days after September 10, 2001.
A: If you are eligible for Chapters 30, 1606 or 1607, and you qualify for the Post-9/11 GI Bill, you may make an irrevocable election to receive benefits under the Post-9/11 GI Bill. Note: Once you elect to receive benefits under the Post-9/11 GI Bill, you will no longer be eligible to receive benefits under the program from which you elected the Post-9/11 GI Bill.
A: Generally, you may receive up to 36 months of entitlement under the Post-9/11 GI Bill. Months of entitlement which you have already used under another Education Benefit (i.e., Ch. 30) will be subtracted from the amount of months you have available under the Post-9/11 GI Bill. If you have exhausted your Ch. 30 benefits, you may be eligible for up to 12 months of additional benefits under the Post-9/11 GI Bill.
A: Based on your length of active duty service, you are entitled to a percentage of the following:
· Cost of tuition and fees, not to exceed the in-state undergraduate tuition at an institution of higher learning (paid to school).
· Monthly housing allowance equal to the BAH payable to a military E-5 with dependents, in the same zip code as your school (paid to you).
· Yearly books and supplies stipend of up to $1,000 per year (paid to you).
Note 1: Monthly housing allowance benefits are prorated based upon rate of pursuit, rounded to the nearest multiple of 10. For instance, if you are enrolled in 7 credits when 12 credits are full-time, your rate of pursuit is .58 and you will receive 60% of the applicable BAH rate. If you are enrolled in 10 credits when 12 credits is full-time, your rate of pursuit is .83, and you will receive 80% of the applicable BAH rate.
Note 2: Those pursuing training solely through Distance Learning (i.e., online classes) will be eligible to receive a housing stipend equal to 50% of the national average BAH for an E-5 with dependents. Note 3: The housing allowance is not payable to individuals on active duty.
A: You will be eligible for benefits for 15 years from your last period of active duty of at least 90 consecutive days. If you were released for a service-connected disability after at least 30 days of continuous service, you will also be eligible for benefits for 15 years.
A: Under certain circumstances, you may. Visit the website at www.gibill.va.gov/benefits/post_911_gibill/transfer_of_benefits.html for information on transferring Ch. 33 benefits to dependents.
A: No. Benefits will end on the last day of the semester, and begin again on the first day of the new semester.
A: After selecting a school and submitting your application to the VA, complete your MCC Request for Benefits, so the school official will complete an enrollment certification. This will be sent to the VA Regional Processing Office. If you have basic eligibility for benefits, and your program or course is approved, VA will process your enrollment based the dates and number of hours the school official submits.
If you use Ch. 30, 1606 or 1607, and are in a degree or certificate program at a college or university, you will not receive payment until you have verified your attendance. Your enrollment can be verified starting on the last calendar day of the month by using our Automated Verification of Enrollment (WAVE) at https://www.gibill.va.gov/wave or by calling our toll free Inter-active Voice Response (IVR) telephone line at 1-877-823-2378.
A: Payments by Direct Deposit/Electronic Funds Transfer are strongly encouraged. Payments are sent directly to your savings or checking account. To establish or change your direct deposit information, click on the ‘Direct Deposit Enrollment Form’ link after you have logged into WAVE or contact the Regional Processing Office in Muskogee, OK at 888-442-4551. Changes and enrollments are usually processed the next business day.
A: Promptly notify the VA of any change in your address. Click on the ‘Change Address’ link after you have logged into WAVE or contact the Regional Processing Office in Muskogee, OK at 888-442-4551. Changes are usually processed the next business day.
A: If you change your enrollment, immediately tell the certifying official at your school. Request that the certifying official notify the VA of the change. If VA does not receive prompt notice of a change, you could be liable for an overpayment of benefits.
A: If you withdraw from one or more of your courses after the end of the school’s drop period, VA may reduce or stop your benefits on the date of reduction or withdrawal. If you withdraw from a course after the end of the drop period, you may have to repay all benefits for the course unless you can show that the change was due to mitigating circumstances. VA defines “mitigating circumstances” as unavoidable and unexpected events that directly interfere with your pursuit of a course and are beyond your control. Examples of reasons VA may accept are:
· Extended illness
· Severe illness or death in your immediate family
· Unscheduled changes in your employment
· Lack of child care
Examples of reasons VA may not accept are:
· Withdrawal to avoid a failing grade
· Dislike of the instructor
· Too many courses attempted
NOTE: The VA may ask you to furnish evidence to support your reason for a change. If a serious injury or illness caused the change, obtain a statement from your doctor. If a change in employment caused the change, obtain a statement from your employer.
The first time you withdraw from up to six credit hours, VA will “excuse” the withdrawal and pay benefits for the period attended. Remember, this only applies to your first withdrawal. If you receive a grade that does not count toward graduation, you may have to repay all benefits for the course.
Hazlewood and Hazlewood Legacy
A: The Hazlewood Act exempts qualified veterans and dependents from all tuition and fee charges, except property deposit fees and student services fees. Charges for continuing education classes are not covered in most cases.
A: Books, supplies, and living expenses are not exempted.
A: No. However, there is a limit to the number of credit hours that may be exempted by the program. The exemption will cover up to 150 semester credit hours. This limit is not per institution, but is a cumulative total per eligible participant.
A: No. The veteran must have been a resident at the time of entry into service.
A: Yes. But each college and university granting Hazlewood Act benefits must document the veteran’s eligibility and must observe the 150-hour limit.
A: Maybe. If the reservist has been called to active duty, has served at least 181 days on active duty, and has met all other requirements, he/she can receive the Hazlewood Exemption.
A: Yes, a veteran may re-assign the unused hours that are available to another dependent child.
A: Yes, but hours which have already been exempted may not be reclaimed.
A: The statute indicates “to be eligible to receive an exemption… the child must be 25 years of age or younger on the 1st day of the semester.” If the child is 26 as of the first day of the semester/term, he/she loses eligibility for any remaining assigned hours.
Q: If a child qualifies for Hazlewood as a child of a disabled veteran AND qualifies to receive a transfer of unused Hazlewood hours, would the child be eligible for 150 hours of the exemption, or for 300 hours of exemption?
A: No individual is permitted to receive more than 150 semester credit hours of the Hazlewood Exemption.
A: At this time we only accept money via cash, check, or money order.
A: Please address all checks to UNTHSC.