Parchment Exchange
Help > Frequently Asked Questions



In this section you'll find answers to common questions about Parchment Exchange, arranged by topic. Click on any question to jump to the answer.

If you can't find the answer you're looking for in this list, click here to contact Parchment customer service.
Help for Parchment Exchange users  
 
General (All Audiences)

Q. What is Parchment Exchange™?
Q. Briefly, how does the service work?
Q. Is a Parchment Exchange official?
Q. How is personal information kept safe?
Q: When do the transcripts go out?
Q: Who do you send to?
Q: How much does it cost?
Q. How long does Parchment Exchange retain transcripts?
Q. Is the transcript data accurate?
Q. Are student signatures required?


Students

Q: Why should I use Parchment Exchange?
Q: Are electronic transcripts official?
Q. What do I need to order my transcripts online?
Q. What if I don’t have an email address?
Q: I forgot my password, what should I do?
Q: Are all colleges participating?
Q: What if the mailing address I was told to send my transcript to for a college is different from the one on Parchment Exchange’s website?
Q: What does it mean that my request has been put on hold?
Q: How much does this cost?
Q: What do I do for sending 7th semester or final transcripts?
Q: How is my personal data stored?
Q: How is the personal information I provide used?
Q: Do I have to do anything after I place my order?
Q: When do the transcripts go out?
Q: How soon will colleges receive my transcripts?
Q: How will I know my transcript was received?
Q: Can I get a copy of my transcript sent to me too?
Q: Can I send a transcript to a college that's not listed on your site?
Q: Who sees my transcript?
Q: How many transcripts can I order at once?
Q: Can my parent / guardian order a transcript for me?
Q: I don't have my student ID number and/or Social Security Number. Is that okay?
Q: Who do I contact if there is a problem?
Q: I placed an order a few weeks ago and the college claims they never received my transcript. What should I do?


High Schools/Districts

Q. Who can order transcripts with the Parchment Exchange system?
Q. Who at the school can use the Parchment Exchange system?
Q. Do I need special software?
Q. How long does it take to set up?
Q: What do I do if I have problems?
Q. Can more than one person access the system?
Q. How do I add other users?
Q. I forgot my password, what should I do?
Q. How do I change my password?


Receiving Institutions

Q: How can I verify that your transcripts are official?
Q: Has this transcript, and its contents, been approved by the participating school?
Q: How did our institution get listed with Parchment Exchange?
Q: The address you're using is incorrect. How do we fix it?
Q: Some schools used to provide us with profiles, are they still available?
Q: How can we receive electronic transcripts?
Q: What formats are currently available for electronic transcripts?
Q: What additional formats are planned for electronic transcripts?
Q: Can we get our "feeder" schools to start sending electronic transcripts?


 
Answers
General (All Audiences)
Q. What is Parchment Exchange™?
A. It is a revolutionary new service that automates the ordering, processing and delivery of student transcripts for both secondary and postsecondary education. Parchment Exchange gives students online convenience, saves school registrars time and effort with a web-based workflow management tool, and provides consistent, secure transcripts to receiving institutions.

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Q. Briefly, how does the service work?
A. A student at a participating high school links to Parchment Exchange’s website, enters personal information and selects a password, chooses where they want to send transcripts, and pays for the service. These transcript orders are electronically delivered to the high school’s administrator who approves the request, retrieves the student’s records from their system, and puts them in a file on their PC for Parchment Exchange. Parchment Exchange retrieves these student records and delivers official transcripts, electronically or on paper, according to the receiving college’s preference. The student receives email confirmation when the transcripts are sent, and If delivered electronically, when received as well.

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Q. Is a Parchment Exchange official?
A. Yes. Schools who contract with Parchment legally appoint us as their exclusive “agent” allowing us to send official school transcripts on their behalf.

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Q. How is personal information kept safe?
A. Every sending and receiving institution is authenticated by Parchment Exchange, and all transmissions between them are carried over secure channels. Parchment Exchange employs the same Secure Socket Layer (SSL) technology that powers today's on-line banking solutions.

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Q: When do the transcripts go out?
A: We notify the student, via email, as soon as the school has made the student’s records available. Parchment Exchange sends out electronic transcripts immediately. Mailed transcripts are typically sent out within one business day.

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Q: Who do you send to?
A: Parchment Exchange™ can send records to every college and university as well as selected scholarship funds that require transcripts. Parchment Exchange regularly updates the list of accredited agencies in response to suggestions from schools and students.

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Q: How much does it cost?
A: The basic Parchment Exchange service is free to high schools and colleges. Students are charged a small fee for each transcript sent. This fee replaces the transcript fee charged at many schools today and is a small part of the overall cost of the applying to college.

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Q. How long does Parchment Exchange retain transcripts?
A. Parchment Exchange securely stores the student record data in order to deliver transcripts to the destinations chosen by the student. Within the Secure Transcript system, student information is deleted after we are sure that the delivery was successful.

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Q. Is the transcript data accurate?
A. Parchment Exchange transcripts deliver the exact data provided by the sending school’s information system at the time the transcript was processed.

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Q. Are student signatures required?
A. While signatures are typically required to release transcripts to students, they are not required for transcripts being sent to colleges in which the student may enroll or scholarship funds that may consider providing aid to the student.

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Students
Q: Why should I use Parchment Exchange?
A. Your school has adopted Parchment Exchange to give you the convenience of ordering transcripts online and the security of confirmation by email. Also, your school saves staff time and postage costs, and the colleges you select receive the transcript format they prefer.

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Q: Are electronic transcripts official?
A. Yes. All transcripts sent by Parchment Exchange are official transcripts. Your school has legally appointed Parchment as their exclusive “agent”, allowing us to send official school transcripts on their behalf. We only send electronic transcripts to those colleges who specifically ask to receive transcripts in that format.

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Q. What do I need to order my transcripts online?
A: All you need is an email address and a credit card for payment.

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Q: What if I don't have an email address?
A: You can get a free web-based email account from many
service providers. Try www.hotmail.com or mail.yahoo.com.

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Q: I forgot my password. What should I do?
A: Click “Forgot your password?” on the login page. Then enter your email address, and we'll send you your password.

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Q: Are all colleges participating?
A: Parchment Exchange™ can send records to every college and university, as well as many scholarship funds that also require transcripts. Parchment Exchange regularly updates the list of accredited agencies and appreciates your suggestions for colleges not currently available on the site

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Q: What if the mailing address I have for a college is different from the one on Parchment Exchange’s website?
A. While Parchment Exchange strives to provide up-to-date addresses, you must confirm that the address listed in the system is correct. If you have a different address, you can request that we add it. Parchment Exchange must verify any address additions before we can send transcripts to them. Verification will take up to two business days, after which we'll release your transcript. (This typically does not delay the transcript, because it normally takes 1-3 days for your school to approve your request). If Parchment Exchange is unable to confirm the address you provided, your transcript will be sent to the address on file for that destination and you will be notified immediately.

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Q: My request has been put on hold. What does this mean?
A: Your school has chosen not to approve your request at this time. There can be many reasons, including your standing with the school or a data entry error that needs to be corrected. You should contact your school directly to learn more.

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Q: How much does this cost?
A. Sending transcripts typically costs $5 a transcript. In some cases there may additional fees for rush delivery options or for alumni records.

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Q: How can I order 7th semester or final transcripts?
A. If you need a transcript to be sent that requires certain information to be posted, please wait until you know your school has updated its records before making this request.

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Q: How is my personal data stored?
A. Parchment Exchange temporarily stores the transcript data in a secure database. After holding it for a time, in case we need to retransmit the data, we delete the identifying information.

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Q: How is the personal information I provide used?
A: We ask you to enter your full name, date of birth, gender, graduating class and school for two reasons. The registrar at high school uses this information to identify you in their system, and if they have any questions, they will email you for more information. Parchment Exchange then uses some of this information to confirm that the records sent from your school match your request.

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Q: Do I have to do anything after I place my order?
A: No, unless you want to order more transcripts later. We'll send out your order and email you with confirmation. However, you can log on to Parchment Exchange at any time to check on the status of your requests.

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Q: When do the transcripts go out?
A: Your school typically takes 1-3 business days to approve your request. We will notify you as soon as your request has been approved, and send electronic transcripts immediately. Paper transcripts are typically mailed within one business day.

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Q: How soon will colleges receive my transcripts?
Electronic transcripts will be available to colleges (or other destination) almost instantly. For colleges that do not yet accept transcripts electronically, Parchment Exchange will deliver your transcript through the mail. All mailed transcripts are optimized for quick processing by the postal service.

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Q: How will I know my transcript was received?
If your transcript is sent electronically, we'll send you delivery confirmation by e-mail as soon as we receive confirmation it was downloaded. If your transcript is mailed, we can confirm that it was sent, but cannot confirm delivery. We encourage you to follow up with the recipient in this case.

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Q: Can I get a copy of my transcript sent to me too?
A: No. For security reasons, we can only send transcripts to accredited colleges and scholarship funds at this time.

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Q: Can I send a transcript to a college that's not listed on your site?
A: You can request to add a college or scholarship that is not on our site. If Parchment Exchange can validate the destination, we will add your suggestion to the site and notify you within two business days.

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Q: Who sees my transcript?
A: Only your school registrar, the receiving institutions you select, and Parchment Exchange staff members who mail paper transcripts are able to view your transcript, Your information is secure during transmission. We do not send documents to students, parents or other non-validated recipients.

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Q: How many transcripts can I order at once?
A: You can select as many receiving institutions as you wish at one time. You can also log in again at any time to request transcripts for additional institutions.

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Q: Can my parent or guardian order a transcript for me?
A: If you are under 18, your parents can order transcripts for you.

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Q: I don't have my student ID number and/or Social Security Number. Is that okay?
A: Yes. You should include your student ID number and Social Security Number in your personal information if you have them, because they help your school and the colleges you choose to process your records. But neither is necessary; your name, birthdate, gender, graduating class and school are all we need to send your transcript.

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Q: Who do I contact if there is a problem?
A: If you have questions about the approval of your transcript request, contact your school. If you have questions about the receipt of a transcript sent by mail, contact the college it was sent to. For all other questions, please contact Parchment at customerservice@parchment.com.

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Q: I placed an order a few weeks ago and the college claims they never received my transcript. What should I do?
A: Send an email to customerservice@parchment.com, and we'll track your transcript and resend it if necessary. Please include as much information as you can, including the transcript identification number from your Parchment Exchange confirmation email.

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High Schools/Districts

Q. Who can order transcripts with the Parchment Exchange system?
A. Any current or past student from your school. Of course, you will need to handle requests manually from students who records cannot be retrieved from your online Student Information System.

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Q. Who at the school can use the Parchment Exchange system?
A. Anyone you designate, but typically the registrar or guidance counselor. Everything you need to use Parchment Exchange™ is in our downloadable Welcome Kit, which gives step-by-step instructions.

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Q. Do I need special software?
A. The only thing you need is the Parchment Exchange software, a small application which sends student record data to Parchment’s servers over secure connections. You'll download the software from our website at no charge, and install it on the computer where you process transcripts as you would a software driver to control a new printer.

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Q. How long does it take to set up?
A. Setup should take only minutes. The Setup Guide that comes with the Parchment Exchange driver will walk you through installation.

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Q: What do I do if I have problems?
A: Customer support is available at no charge. You can contact Parchment at schoolservices@parchment.com, or log on and call the phone number you'll find at the bottom of the web page.

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Q. Can more than one person access the system?
A. Certainly, but a primary email address and password are required for security reasons. Parchment Exchange will contact this designated primary contact with any information, updates, or questions.

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Q. How do I add other users?
A. You'll find forms for adding or changing user information online, under Preferences in the Administrator Settings area.

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Q. I forgot my password, what should I do?
A. Click “Forgot your password?” on the login page. Then enter your email address, and we'll send you your password.

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Q. How do I change my password?
A. Log on using your email address and the password provided in your Welcome email, then go to Preferences and change your information in the Administrator Settings area.

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Receiving Institutions

Q: How can I verify that your transcripts are official?
A: Each participating school has signed an authorization agreement with Parchment Exchange, appointing us as their exclusive agent for ordering, processing and delivering official transcripts. These agreements can be viewed after you register and/or log in to Parchment Exchange

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Q: Has this transcript, and its contents, been approved by the participating school?
A: Yes. Before the first transcript is sent from a school through Parchment Exchange’s Parchment Exchange™ the layout and the content has been approved by that school. The layout and exact content, however, may not be the same as they were in the past.

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Q: How did our institution get listed with Parchment Exchange?
A: Parchment Exchange maintains a database of accredited colleges and universities, plus a growing number of scholarship funds, so that we can send transcripts wherever students request. Register with Parchment Exchange to update your address information and to enable electronic delivery.

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Q: The address you're using is incorrect. How do we fix it?
A: While we work hard to maintain an accurate database, your input can help improve our service to students, schools, and receiving institutions like yours. Please register to update your address, so we can make sure you receive all transcripts promptly.

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Q: Some schools used to provide us with profiles, are they still available?
A: Yes, you can view available school profiles at [link]. The footer of each transcript shows if a profile is available for that school.

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Q: How can we receive electronic transcripts?
A: Register with Parchment Exchange.. It only takes a few minutes to – and there's no cost.

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Q: What formats are currently available for electronic transcripts?
A: Parchment Exchange’s Parchment Exchange™ service will deliver transcripts in a variety of electronic formats. Today, Acrobat PDF™ image files (which require no integration to receive) are available.

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Q: What additional formats are planned for electronic transcripts?
A: Parchment Exchange will soon begin delivering transcripts in TS130 and other EDI and XML formats which can be easily integrated with your admissions system.

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Q: Can we get our "feeder" schools to start sending electronic transcripts?
A: Yes, we can help. If you have a relationship with a particular school, Parchment Exchange would like your introduction to talk to them about using Secure Transcript ™. If they sign up with us, you'll be able to receive their transcripts in the format you want, at no cost to you or them.

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