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Electronic Official Transcripts (eTranscripts)

Electronic Official Transcripts (eTranscripts)

Starting December 7th, 2017, McGill students and alumni or former students who were registered or graduated from McGill as of 1972 or later can request Electronic Official Transcripts (eTranscripts) in PDF format to send to educational institutions, employers, funding agencies, immigration authorities, or any third party. 

eTranscripts are digitally signed and certified PDF documents that can be delivered electronically worldwide in as little as 15 minutes from when you place your order!

McGill has partnered with the National Student Clearinghouse (NSC), a US-based non-profit organization and leading provider of trusted, educational data exchange and verification services, to enable our institution to securely send official transcripts electronically. 

Benefits to students & alumni include:

  • Ordering and processing of eTranscripts available 24/7
  • Send an eTranscript to educational institutions, employers, funding agencies, immigration authorities, or any third party 
  • Ability to attach additional documents (if required) to the eTranscript with no additional cost
  • Same-day electronic delivery in as little as 15 minutes (providing there are no holds on your student account and no attachments to review)
  • Immediate, secure electronic official transcript delivery worldwide
  • Automatic order updates via email
  • Online order tracking 
     

Ordering eTranscripts


Currently registered McGill students and alumni or former students who were registered or graduated from McGill as of 1972 or later can request electronic official transcripts in Minerva (McGill's Student Information System). Please visit the IT Knowledgebase to view how to obtain your McGill ID & Minerva PIN

Request an electronic official transcript:

  1. Log into Minerva
  2. Select the Student Menu
  3. Select the Student Records Menu
  4. Select Request Official Transcript
  5. Select Request Electronic Official Transcript
  6. Select I agree and click Submit to consent to be transferred to the transcript ordering page of the National Student Clearinghouse (NSC), a US-based non-profit corporation
  7. Follow the instructions on the NSC transcript ordering page for McGill University
     

eTranscript Delivery Options


Delivery Options:

1. ETX (Electronic Transcript Exchange) - the student selects an educational institution or organization (e.g. AMCAS, LSAC, etc.) from a list of NSC's registered and verified ETX receiving partners; ETX is a relatively new service to Canada, and we expect the list of participating Canadian universities and colleges to grow with time

  • Educational institutions and organizations register as ETX partners with NSC to download PDF official transcripts directly from their secure FTP mailbox account (PDF transcripts can be downloaded an unlimited number of times for 90 days)

​2. Certified PDF via email - it is the student's responsibility to provide a valid email address for each recipient, and to ensure that the recipient accepts electronic official transcripts

  • NSC sends 2 email messages to the designated recipient: one email containing a password and a separate email containing the link to retrieve the eTranscript from NSC's secure website (retrieval link is valid for 30 days, after which it expires and a new order must be placed)

Attachments: For both delivery options, students can attach up to 3 supporting documents in PDF format only to be sent with their eTranscript (maximum file size is 5 MB).
 

eTranscript Fees


NSC is a US-based transcript service provider; consequently, all fees are charged in US dollars (USD). NSC currently accepts Visa, MasterCard, American Express, and Discover credit/debit cards for payment. Requesters will only be charged for the order payment when the eTranscript is generated.

1. Alumni or former students who were registered or graduated from McGill as of 1972:

McGill fee of $5.00 USD plus the applicable NSC non-refundable delivery fee ($2.25 USD for ETX delivery or $3.25 USD for Certified PDF via email delivery [see Delivery options])

  • Cost of eTranscript sent as ETX: $7.25 USD
  • Cost of eTranscript sent as Certified PDF via email: $8.25 USD

​2. Currently registered students:

No McGill fee for currently registered students; NSC non-refundable delivery fee only ($2.25 USD for ETX delivery or $3.25 USD for Certified PDF via email delivery [see Delivery options])

  • Cost of eTranscript sent as ETX: $2.25 USD
  • Cost of eTranscript sent as Certified PDF via email: $3.25 USD
  ETX Delivery

Certified PDF via Email Delivery

McGill Alumni or Former Students Who Were Registered or Graduated from McGill as of 1972

$2.25 USD*
+
$5.00 USD**

$2.25 USD*
+
$1.00 USD***
+
$5.00 USD**

Currently Registered McGill Students $2.25 USD*

$2.25 USD*
+
$1.00 USD***

*NSC online processing fee for each eTranscript copy 
**McGill fee for alumni and former students for each eTranscript copy 
***NSC electronic Certified PDF fee for each eTranscript copy

ETX=NSC's registered and verified electronic transcript exchange receiving partners

NOTE: McGill and NSC fees are non-refundable
 

eTranscript Processing Times


Processing time for PDF and ETX (no attachments): same-day; approx. 15 minutes-1 hour unless grade changes have been approved on the day of your request, at which point expect a 24-hour delay

Processing time for PDF and ETX with attachments: all attachments require manual review - expect 2 to 3 business days delay for processing
 

Notes and Disclaimers

 

  • An email recipient has 30 days to view and download an electronic official transcript, after which the link expires and a new order must be placed. Requesters will receive periodic notifications for each recipient that has not retrieved their transcript. 
  • It is a student's responsibility to ensure that the recipient accepts electronic official transcripts, and to provide a valid email address for the recipient.
  • Order updates will be sent to you via email. You can also track your transcript order online. 
  • Once an order has been placed, requesters will receive a confirmation email from NSC that confirms the receipt of the order. Another email will be sent when the transcript has been generated and sent to the recipient(s).
  • Once the recipient downloads the transcript, a final notification email is sent to the requester. 
  • Before you complete your request, check your unofficial transcript in Minerva (Student Menu>Student Records Menu>View Your Unofficial Transcript) to ensure that all your grades are posted and, if you are a recent graduate, to ensure that your degree is posted. 
  • eTranscripts cannot be requested by third parties on behalf of a student - the student must submit the request for themselves.

FAQ

About the new service

What is McGill University’s electronic official transcript request?

It is an online service provided by McGill that enables students and alumni to request electronic transcripts (eTranscripts), digitally signed and certified PDF document that can be delivered worldwide within 15 minutes from the request time. The service is available 24/7, and is very convenient, as it doesn’t require a visit to Service Point or any other department.

Who can order an eTranscript?

Currently registered McGill students and alumni or former students who were registered or graduated from McGill as of 1972 or later can request electronic official transcripts in Minerva.

How can I request an eTranscript?

  1. Log into Minerva
  2. Select the Student Menu
  3. Select the Student Records Menu
  4. Select Request Official Transcript
  5. Select Request Electronic Official Transcript
  6. Select I Agree and click Submit to consent to be transferred to the transcript ordering page of the National Student Clearinghouse (NSC), a US-based not-for-profit corporation
  7. Follow the instructions on the NSC transcript ordering page for McGill University

What is an ETX?

The Electronic Transcript Exchange (ETX) is an eTranscript delivery option when the student selects a school from a list of NSC’s registered and verified ETX receiving partners. These options allow educational institutions registered as ETX partners with NSC to download PDF transcripts directly from their secure FTP mailbox account for up to 180 days (PDF transcripts can be downloaded an unlimited number of times for 90 days). ETX is a relatively new service to Canada, and we expect the list of participating Canadian universities and colleges to grow with time.

How will my eTranscript be delivered to the corresponding recipient I informed?

It will depend on the recipient and delivery option you select. If you choose an ETX NSC partner, your transcript will be delivered through a secure FTP mailbox account. In most cases, transcripts will be sent in a link through email to the recipient email address provided by the student. It is the student’s responsibility to provide a valid email address for each recipient, and to ensure that the recipient accepts electronic official transcripts. NSC sends two separate email messages to the designated recipient: one containing a password and another containing the link to retrieve the eTranscript from NSC’s secure website (retrieval link is valid for 30 days). If the student selects the option to send an eTranscript to themselves, it will also be sent to the email informed as the recipient.

What is the average processing time for an eTranscript?

The average processing time is approximately 15 minutes-1 hour unless grade changes have been approved on the day of your request, at which point expect a 24-hour delay. For orders that include attachments, or that require additional information or further review, the process may take up to 2-3 business days.

Are all students eligible for ordering eTranscripts?

The majority of students are eligible to order eTranscripts, except those who:

  • Have a record prior to 1972
  • Have transcript holds on their record
  • Are newly-admitted students with no prior McGill academic history who have not yet registered for courses

Can I also request an enrolment letter electronically?

No. For the enrolment letter, there is a different functionality, which is not involved in this process.

Who is NSC?

McGill has partnered with the National Student Clearinghouse (NSC), a US-based not-for-profit organization and leading provider of trusted, educational data exchange and verification services, to enable our institution to securely send official transcripts electronically.

How will I know if the eTranscript I ordered was delivered?

Order updates will be sent to you via email. You can also track your transcript online from the NSC website, using the order number you received in your email immediately after placing an order.

I need to order a paper transcript. Did anything change in this service?

No. The process to request a paper transcript is exactly the same, as are the fees for this service.

Does NSC retain copies of transcripts?

No. After processing the requests, the NSC does not store any of the documents generated through the NSC system.

How secure are NSC transcript services?

NSC employs multiple technologies and operational safeguards, including information security best practices and industry standards such as 128-bit secure communication. All data in transit is secured via SSL connections to protect the student records and documents. The NSC also employs additional defensive measures that limit the risk of lost or stolen data.

Can a transcript be retrieved more than once? What if it is not retrieved?

The recipient can download a transcript an unlimited number of times for 90 days and can delete the file at any time. Files are permanently deleted after 90 days, whether they have been downloaded or not. For ETX partners, a copy of each file is stored in the recipient’s archive folder and can be downloaded for up to 180 days before deletion.

How do I cancel or edit my order?

To cancel your order:

  1. Go to getmytranscript.com and select your school from the dropdown menu
  2. Enter your transcript order number and email address, then select the arrow button
  3. On the “Track Your Order” page, click the “Cancel Order” button next to your transcript order number
  4. After you cancel the transcript order, log into Minerva to place a new transcript request

If you do not see the “Cancel” option next to the order number:

If your order status says “Consent Form Received” or “In Process”, please contact Service Point to ask for further details. If your order status is “Sent”, the order cannot be cancelled.

To edit your order:

At this time, it is not possible to edit an order. If the change is important, the student should consider cancelling the order.

I ordered an eTranscript to be delivered to myself. How can I access it?

First, make sure you have the latest version of Adobe Acrobat Reader installed and set as your default PDF viewer. To access the transcript from our Download Centre:

  1. Open the two emails you received from the National Student Clearinghouse with the subject lines “Transcript Link” and “Transcript Password"
  2. Click the link in the “Transcript Link” email to go to the Download Centre
  3. Enter the email address to which the transcript link and password emails were sent as well as the password in the “Transcript Password” email
    Note: The password is case-sensitive
  4. Select “Submit"
  5. Select “Download Transcript” at the bottom of the Transcript Details page to save or open the transcript
  6. Double-click the PDF icon to view the transcript

The PDF of my eTranscript has expired and I can’t open it. What do I do?

Your transcript will be available for 30 days for access and download. The email you received containing the link to the Transcript Download Centre lists the security settings or document controls that have been applied to your electronic PDF transcript, including expiration date, whether or not printing is permitted, and the number of times the transcript can be viewed. If your transcript has expired, you will need order a new transcript.

How can I view my order status?

  1. Go to the NSC website
  2. Enter your transcript order number and email address, then select the arrow button - the time-stamped order history and current status will be displayed

Can I request my transcript to be signed and sealed?

Only paper transcripts will be sent in a sealed envelope. The eTranscript process uses Adobe Blue Ribbon certification to ensure the validity of the transcript.

Can I receive order status updates via SMS alerts?

Yes, but for the time being, this service is only available to students with US mobile phone providers.

Why is a signed consent form necessary?

All students are required to give their consent to educational institutions to access personal information before it can be released. Your electronically signed and dated consent form shows that you have authorized your transcript to be released.

I received my eTranscript, but it was incomplete. What should I do?

You should contact Service Point or request another transcript.

Is my transaction secure?

Yes. All transactions meet the current Payment Card Industry – Data Security Standard (PCI-DSS). In addition, the information sent over the Internet, when using the NSC, is encrypted in accordance with the latest Transport Layer Security / Secure Socket Layer (TLS/SSL) protocols. You can view our current PCI compliance status by selecting the Thawte® Trusted Site Seal on the Transcript Ordering Centre page (the page where you select your school).

I ordered an eTranscript hours ago, but its status is still 'In Process'. What could be happening?

If a grade change is made on the same day the transcript was ordered, delays can be expected. The new information will be updated after the Banner update and GPA calculation runs overnight and, therefore, it won’t follow the 15-minute timeframe.

For transcript orders with attachments, the expected turnaround time is 2-3 business days, as attachments require manual review.

My eTranscript order is taking too long to be processed. Who should I contact?

Students can contact NSC directly and verify what possible error might have occurred. If it is an order that requires further review (e.g. includes attachments), the student should wait at least a couple of days, as these orders require additional processing. In the case where a grade has been submitted, the transcript will be generated and sent after the daily grade roll has been run.

I need a transcript urgently. What can I do?

Follow the same process for generating the transcript electronically. It will be sent to the educational institution or corresponding recipient within 15 minutes (barring any attachments to the order or any same-day grade changes). This is the fastest way you can have your eTranscript sent.

Alternatively, for currently registered McGill students, you may obtain a printed official transcript in person at Service Point the same day
Note: a $15 fee will be applicable. 

I can’t upload an attachment. What should I do?

First, verify the format and size of the file you are trying to upload. The NSC only allows the upload of PDF files with a maximum size of 5MB. If the format and size fit within the requirements, you might be experiencing problems with the internet browser you are using. Try to repeat the process and upload your attachment in a different internet browser. If the issue persists, contact the NSC help centre.

How do I upload an attachment if I get a Java error in Internet Explorer?

Java made a recent security upgrade that limits how the Internet Explorer (IE) browser can be used for some secure sites. If you are using IE while trying to upload an attachment to your transcript order, you may receive an “Application Blocked by Java Security” error. To bypass the Java limitation, follow these steps:

  1. Open the Control Panel in Windows and search for Java using the search box in the upper right
  2. Click the Java icon to open the Java Control Panel
  3. On the Java Control Panel, click the “Security” tab
  4. Under “Exception Site List” at the bottom, click “Edit Site List"
  5. On the “Exception Site List”, click “Add"
  6. Add the Clearinghouse secure site URL (https://secure.studentclearinghouse.org) to the Exception List, then select “OK"
  7. After adding the Clearinghouse URL to the Exception List, you can proceed with creating your transcript order
  8. While uploading your attachment, you will be prompted with a Java pop-uplick “Run” to run the Java exception, which will enable you to complete the attachment upload

Adobe Reader is installed. Why am I getting an error message?

In order to read the transcript, you must use the required version. Please see our System Requirements page for the required version of Adobe Reader. If you do not have Adobe Reader on your computer, you can download the latest free version from the Adobe Web site.

Costs for the new service

How much will I pay for eTranscripts? Is it the same cost as when ordering printed official transcripts?

Fees for ordering eTranscripts are lower than those for paper transcripts. When ordering eTranscripts, students pay a minimum online processing fee of $2.25 USD. Additional fees may apply, depending on the student’s profile:

1. Alumni & former students:
​McGill fee of $5.00 USD plus the applicable NSC non-refundable delivery fee ($2.25 USD for ETX delivery or $3.25 USD for Certified PDF via email delivery; see Delivery options)

  • ​​Cost of eTranscript sent to each ETX recipient: $7.25 USD
  • Cost of eTranscript sent to each email recipient: $8.25 USD 

2. Currently registered students:
No McGill fee for currently registered students; NSC non-refundable delivery fee only ($2.25 USD for ETX delivery or $3.25 USD for Certified PDF via email delivery; see Delivery options)

  • Cost of eTranscript sent to each ETX recipient: $2.25 USD
  • Cost of eTranscript sent to each email recipient: $3.25 USD

How can I pay for my eTranscript?

NSC currently only accepts payment via credit/debit card from Visa, MasterCard, American Express, and Discover. Please be aware that all fees are charged in US dollars, and requestors will only be charged when the eTranscript is generated.

Why am I been charged in USD?

The NSC is a not-for-profit US-based corporation that is only beginning to expand to Canada. Therefore, all fees are charged in USD.

What should I do if I don’t have a credit or debit card?

If you do not have a credit/debit card, you can use a prepaid Visa or MasterCard gift card to place your order. To ensure a successful transaction, make sure the amount available on the gift card is equal to or greater than the amount your transcript order will cost.

In which cases can I ask for a refund?

No refunds can be provided for this service. Once an order for an eTranscript is completed, it gets processed and delivered within minutes. If an order presents a mistake or was sent to the wrong recipient (as an example), the student must place a new order, and no refund will be provided.

I have placed an order but I haven’t been billed yet. What could be happening? When are the fees charged?

Students are only charged once their request is completed by the system. Once you receive email confirmation that your eTranscript has been generated and sent out, check with your credit card provider.

 

Information for Third Party Recipients


McGill University has partnered with the National Student Clearinghouse (NSC) to send official transcripts in an electronic PDF format starting on December 7th, 2017. These transcripts are considered official documents, and can be validated because they have been digitally signed by McGill University and certified and delivered by the National Student Clearinghouse. Electronic transcripts received by email are only considered official when they are sent directly by the National Student Clearinghouse. 

eTranscripts cannot be requested by third parties on behalf of a student.
 

How to Retrieve an eTranscript as the Recipient

 

  • The first step when receiving a secure PDF document from the National Student Clearinghouse is to open the original email and click on the transcript retrieval link.
  • You will receive the transcript password in a separate email; enter your email and transcript password into the corresponding box, and then you may download the digitally signed electronic PDF transcript. eTranscripts must be downloaded within 30 days of receipt. The retrieval link is valid for 30 days, after which it expires.

Become an ETX Receiving Partner


​In our efforts to provide a better service to students to send official transcripts quickly and in a secure environment, we invite Canadian universities, colleges, and organizations (e.g. CaRMS) and our international exchange partners to register with National Student Clearinghouse as an Electronic Transcript Exchange (ETX) partner to begin receiving eTranscripts. Receiving documents electronically with National Student Clearinghouse is a free service

To request to register as an ETX receiving partner, complete the NSC agreement and send it by email to:

Sue Ledwell
Director, Higher Education Development, Northeast
National Student Clearinghouse
ledwell [at] studentclearinghouse.org (subject: Request%20to%20Register%20as%20an%20ETX%20Receiving%20Partner)

Please copy Heidi Emami, Associate Registrar, McGill University at heidi.emami [at] mcgill.ca on the message.

To view the list of participating partners on the NSC ETX Registry:

http://www.studentclearinghouse.org/etx_registry.php?col=1
 

How to Verify a Transcript's Document Validity


Electronic official transcripts from McGill University have been digitally signed, and contain special characteristics. When the document is viewed through Adobe® Reader versions 9.0 or higher, or through Adobe® Acrobat versions 9.0 or higher, it will reveal that a digital signature has been applied to the document.

Adobe® Reader version 9.0 and Acrobat version 9.0 and higher use a blue ribbon across the top of the document to indicate document authenticity and validity. 

Attention Mac users: Electronic official transcripts from McGill utilize Adobe's secure certified PDF technology, and therefore may only be viewed using the free Adobe® Reader or Adobe® Acrobat. The default Preview application for Mac will not display the document correctly. 

Valid Signature

The blue ribbon symbol is assurance that the digital certificate is valid, the document is authentic, and the contents of the transcript have not been altered. 

Invalid Signature

If the transcript does not display a valid certification and signature message, reject the transcript immediately. An invalid digital certificate display mean either the digital signature is not authentic, or the document has been altered. The digital signature can also be revoked by the transcript office if there is cause, and digital signatures can expire. A document with an invalid digital signature display should be rejected. 

Author Unknown

Author Unknown can have two possible meanings: the certificate is a self-signed certificate or has been issued by an unknown or untrusted certificate authority, and therefore has not been trusted, or the revocation check could not complete. If this message is received, make sure there is a proper connection to the Internet. If there is a connection and the digital signature cannot be validated, reject the document. 

Note on Pop-up Screens

To activate the pop-up screens in either Adobe® Reader or Adobe® Acrobat to view the status of a document that has a digital signature (described above), open the application first and then open the document. Sometimes browsers will trigger Adobe® Reader or Adobe® Acrobat as a helper application, failing to activate the application's full functionality.

The current version of Adobe® Reader is free of charge, and available for immediate download at http://www.adobe.com

For More Information

If you have additional questions regarding the authenticity of McGill's eTranscript, please direct these questions to McGill Service Point.
 

 

How to order an eTranscript