Transcript Request & Grades

Student academic records are maintained in the Registrar's Office at The University of Montana - Western (UM-Western). The policy and procedures outlined below govern how records can be accessed by students and interested third-parties.

Click for more information:

• Grades and Transcripts on the Web
• Record/Transcript Access
• Responsibility for Erroneous Information
• Transcript Request Procedure
• Printable Transcript Request Form
• MUS Single Admissions File Policy
• Request for Transmittal of Application Materials

CURRENT UM-WESTERN STUDENTS - can access final grades a number of ways. The most convenient method is via UM-Western's Web system "DAWGS" at:  dawgs.umwestern.edu  You need access to an Internet connected PC. Internet Explorer seems to be a more efficient web browser to access DAWGS, but any browser will get the job done.

To access DAWGS you should:

1. Search for "http://dawgs.umwestern.edu" on the Internet
2. Click on "Login to Secure Area"
3. Enter your User ID (your Student ID/SSN, do not enter dashes) and your PIN (your birthdate unless you changed it...in MMYYDD format, you must enter leading zeroes as in June=06)
4. Click on "Student Registration"
5. Click on "Student Records"
6. For Final Grades, click on "Final Grades" and then choose the semester for which you would like to view final grades
7. For unoffical transcripts, click on "Academic Transcript" to view grades for all previous semesters, since 1990. 
   
   OR, you can request (in writing) a copy of your transcript; these cost $3 each; see the Transcripts section of this Web page for ordering information.

• The Family Educational Rights & Privacy Act of 1974 as Amended (FERPA) governs access to the educational records of current and former students at UM-Western. Interested individuals can review the text of the Act by stopping at the Registrar's Office during normal business hours.
  
   
• Third party requests for student academic records will be denied unless accompanied by a recent written request signed and dated by the student (current or former), or a parent or other immediate family member if the record requested is that of a deceased student.
  
   
• Only those records that originate at UM-Western can be requested. Requests for copies of records which are maintained at UM-Western but which originate at another institution or agency - high school transcripts, immunization records, transcripts from other colleges, for example - will not be honored; requests for these records should be sent directly to the originating agency.
  
   
• Records of students who are indebted to UM-Western will not be released. FERPA guarantees students the right to "inspect and review" their educational records, however.
  
   
• "Official" documents are mailed/sent directly to a third party (as designated by the student) and which are signed by the Registrar and embossed with the UM-Western seal, or, those documents which are given or sent to the student in a sealed UM-Western envelope (these documents are stamped/identified "ISSUED TO STUDENT" and are labeled "Official only if received in a sealed UM-Western envelope!"). All other transcripts are considered "unofficial"; this includes documents stamped with the "Issued to Student" notation.
  
   
• Unless specified, UM-Western assumes a requested transcript is to be mailed via the U.S. Post Office. Other transcript services (overnight mail, FAX, rush services, etc.) must be specified by the student when making a request for transcript services. Costs for special services will be charged to the student.
  
   
• Students who want transcripts sent after a specified time (i.e., after current grades are posted, after his/her degree is posted, after a certain grade is changed, for example) should include those instructions in her/his written request.
  
   
• Normally, only written transcript requests, signed and dated by the student will be honored. In cases of extreme urgency however, UM-Western will accept FAXed requests (see procedures section for information to be provided by student) which are signed and dated by the student.
  
   
• Transcript Fees
  ALL costs for transcript services will be charged to the student and immediate payment is required.
  • Basic Transcript Service = $3/copy; charged in addition to all other costs outlined below;
  • FAXed copy (receiving and/or sending) = $1/page FAX fee, plus Basic Service fee;
  • Rush Service (24-hour service) = $10 Rush fee, plus Basic Service fee;
  • Fedex or Express Mail = Both rates are variable, please contact the registrar's office for availability and type of service.

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Students (or authorized third parties) are responsible for providing accurate addresses and/or FAX numbers. Students who provide erroneous information will have to re-submit their requests and pay all charges associated with the initial and all subsequent requests. UM-Western will be responsible for absorbing costs of a second or subsequent request only if UM-Western staff are responsible for making the error.

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CURRENT AND FORMER UM-WESTERN STUDENTS - Can request transcripts in the following ways:
 

1. Visit the UM-Western Registrar's Office during regular office hours and complete a "Transcript Request Form" and pay necessary fees.
   
    
2. Mail a written request* for transcript services to:
   

   UM-Western Registrar
   710 South Atlantic
   Dillon, MT 59725-3598
    

3. FAX a request* for transcript services to:

   The UM-Western Registrar
   UM-Western FAX Number: (406) 683-7493

   
   FAX SERVICE--UM-Western will FAX transcript information upon receipt of a valid request (see methods above). Students requesting the FAXing of educational records will be charged a $1/page FAX fee (for receiving and/or sending) in addition to the normal transcript fee and other charges for services requested by the student. Students should include the FAX number to which the transcript is to be FAXed in their request for transcript service. FAXed documents are considered by UM-Western to be "unofficial" documents; documents faxed to another party (student or third-party) will be stamped "UNOFFICIAL."
    
4. E-mail a request* for transcript services to: All e-mail request must have a address that reflect the students name. No excepts. reg_office@umwestern.edu

CURRENT OR FORMER STUDENTS - should include the following information in a written, FAX'd, or e-mail request for transcript services:

1. student's complete name; include all other names under which the student might have been enrolled (maiden/married names, etc.);
    
2. student's social security number;
    
3. student's date of birth;
    
4. student's current mailing address and phone number;
    
5. dates of attendance at UM-Western;
    
6. number of transcripts needed/requested;
    
7. complete name and address of agency/organization/person to whom the transcript should be sent or number to which the transcript should be FAXed;
    
8. special instructions** ('hold until date', rush service, FAX service w/FAX number and address, for example);
    
9. a check payable to "UM-Western" for the cost of the service requested or a valid credit card number including the type of card, issuing bank/agency, card expiration date, and the name of the person to whom the card is issued - payment must accompany the request!
    
10. SIGN THE REQUEST LETTER BEFORE MAILING OR FAXING TO THE REGISTRAR'S OFFICE AT WESTERN.

** Unless otherwise specified, transcripts will be mailed via the U.S. Post Office. Requests for overnight mail and/or other "rush" (24 hour) service will be provided if possible. Costs (including mailing, handling, faxing, and "rush" services, for example) will be charged to/paid by the student or the person making the request; immediate payment is required.

*** Please do not send pre-addressed and pre-stamped envolpes with mailed request, the transcript fee covers the cost of mailing.