Transcripts

A transcript is a complete record that includes the extent and quality of all Senate-approved work (academic and continuing education) attempted at the institution. 

Students who order a transcript to be sent to them personally will have the transcript stamped 'Issued to Student' before it is sent from the Registrar's Office. Students are advised to verify their order details before completing their request.

Student's cumulative Grade Point Average (GPA) does not appear on the Queen's University official transcript. Requests for a formal letter indicating your cumulative GPA may be made by:

You can view your unofficial transcript, free of charge, before ordering your official one. To get an official transcript, see the Ordering Your Transcript section below.

  1. On the main page of SOLUS, click on the ‘other academic…’ dropdown box and select Transcript: View Unofficial. Click the Go button
  2. Ensure Unofficial Transcript is selected from the Report Type dropdown list and then click the View Report button. SOLUS will generate your unofficial transcript and display it in a new window

Degree Release and Printing Dates

For information on when your final grades will appear on your transcript, see the Release Dates & Viewing Your Grades page.

Degrees earned will appear on transcripts according to the following dates, based on when the degree was conferred.

If you are graduating in the spring or fall and require both your final grades and degree on your official transcript, please select the 'Degree Confer Date' ordering option. 

Degrees conferred in spring will appear on official transcripts June 1. The degree confer date which prints on transcripts and parchments is June 1. 

If you place a transcript order and select 'hold for Grade Posting,' orders will be released as per the dates above only if all your grades are in. Grades should be released according to the dates on the Release Dates and Viewing Your Grades page, however, if grades are missing, you may contact your department to learn when they may be posted.

  • It is important that students verify that all grades have been received and fully entered before ordering their Official Transcripts
  • Students who defer writing their exam from April to May, please note an IN may be entered in April when grades are posted. Do not order your transcript until the IN is changed to a grade after you write your exam in May

Degrees conferred in fall will appear on official transcripts – date to be determined. The degree confer date which prints on transcripts and parchments – date to be determined. 

Note: If you need your transcript released prior to the fall/winter term release date, you must get prior approval from your faculty/school. 

If you place a transcript order and select 'hold for Grade Posting,' orders will be released as per the dates above only if all your grades are in. Grades should be released according to the dates on the Release Dates and Viewing Your Grades page, however, if grades are missing, you may contact your department to learn when they may be posted.

  • It is important that students verify that all grades have been received and fully entered before ordering their Official Transcripts

Transcript Costs

The charge for each transcript is $15.

Please ensure appropriate payment is submitted. Overpayments will not be refunded.

Please be aware that the Office of the University Registrar assumes no liability for transcripts that have been sent by regular mail which are not delivered to their intended address. In such cases, the student assumes responsibility, and any replacement transcripts requested will be subject to the stated standard rate of $15 per copy. If you require a speedier mail delivery service, please choose the courier option. 

Please note that prices reflect each destination. For example, if you are sending transcript(s) to an Ontario address ($15) and sending transcript(s) to a USA address ($25), the total courier charges would be $40. Delivery time after a transcript is produced is usually 3 to 4 business days.

When selecting the courier option, please remember to:

  1. Include the telephone number for each courier destination; and
  2. Include the civic (street) address for P.O. Box destinations

Incomplete information may result in transcripts not being delivered to their intended destination.

Ontario: $15

Other Provinces: $20

USA/Bermuda: $25

All Other: $50

Ordering Your Transcript

Transcript orders placed via your online Student Centre (SOLUS) before 9 pm EST are processed by the Office of the University Registrar (Records and Services) within 3 to 4 business days.

Orders placed in person for pick-up will be printed while you wait.

If you are an applicant to the School of Graduate Studies, who is a graduate or current student of Queen's at either the undergraduate or graduate level, you do NOT need to request your Queen’s transcript. Your Queen’s academic record will be reviewed by the School of Graduate Studies as part of the decision about your admission.

In accordance with the decision made by Senate, medical students (who have also taken undergraduate and/or graduate coursework at Queen’s) now have the option of requesting a separate transcript of their work toward their medical degree.

  • The Medicine-only transcript will include only the coursework taken and grades received at the School of Medicine
  • It will show all degrees received from Queen’s and will have a notation at the end of the transcript which will indicate that the transcript shows only the courses and grades from the Doctor of Medicine program in the School of Medicine

Medical students who wish to send a transcript of only their Medicine coursework can not order these transcripts online via SOLUS (See CaRMS exception below). Instead, they should complete and submit the Transcript Request Form (PDF, 826 KB) and payment to the Office of the University Registrar. The transcript request form should state (under “Special Handling Instructions”) that they want only their Medicine transcript to be mailed out.

Note for CaRMS (The Canadian Resident Matching Service) transcripts: As part of the MD program, each student is required to submit their official transcript to CaRMS.  

  • When directed by the School of Medicine, each fourth year student should submit their official transcript order and pay the $15 transcript fee via SOLUS
  • One package of all transcripts will be sent by the Office of the University Registrar (OUR) via FedEx directly to CaRMS for each of the students listed on the CaRMS spreadsheet provided by the School of Medicine
    • Each of the transcripts sent to CaRMS will be a Medicine-only transcript. If a student wishes to send their entire Queen’s University transcript (Medicine coursework + work completed in other faculties), they will need to contact the Curricular Coordinator – Clerkships at the School of Medicine

Your transcript is a confidential document.

To ensure that your records are kept secure, your signature is required for verification purposes. If you are ordering online, your NetID and password are required before copies of your academic record can be released. For that reason, we are unable to accept transcript requests via email, and to maintain the security of your transcript, we are unable to send your transcript by email or facsimile.

All transcripts will either be held for pick-up or sent by regular mail. For email exceptions, please see details in the 'Exception to Policy for Ordering Via Email' section located below.

  • If you are picking up your transcript, you must show Photo ID before it will be released to you
  • Transcripts picked up on your behalf must be accompanied by a written letter of authorization, signed and dated by you. The name of the person authorized to do the pickup must be included on the letter and they must be able to provide government issued photo ID to verify their identity. You may also submit your signed letter via email attachment to transcpt@queensu.ca

Please be aware that the Office of the University Registrar assumes no liability for transcripts that have been sent by regular mail which are not delivered to their intended address. In such cases, the student assumes responsibility, and any replacement transcripts requested will be subject to the stated standard rate of $15 per copy. If you require a speedier mail delivery service, please choose the courier option. 

  1. Log into the SOLUS Student Centre
    • In order to log in to SOLUS, you will be asked to provide your NetID and password. Learn more about your NetID and how to activate it on the SOLUS Help page
    • If you are planning on printing forms from the SOLUS Student Center, please ensure that your web browser (Internet Explorer, Mozilla Firefox, Safari, Google Chrome) is set to allow pop-up windows
  2. On the main page of SOLUS, click on the ‘other academic…’ dropdown box and select Transcript: Request Official. Click the Go button
  3. Enter the required information into the following four areas:
    1. Select if you want the transcript to:
      • Be printed immediately,
      • Held until term grades are posted, or
      • Held until a degree conferral is registered 
    2. Choose if you want to receive your transcript via Canada Post mail, FedEx courier or, if you will be picking it up from the University Registrar’s Office
    3. If you are sending your transcript directly to an external agency, include the agency’s name, phone number, and a reference number if available. If sending to yourself, fill in your own phone number 
    4. In the field labeled 'Person's Name (will appear on label)', enter the name of the recipient (either agency or individual). Click on the 'Edit Address' link to enter the mailing address for where you want the transcript to be sent to
    • Once completed, Click the Review Requests button
  4. Confirm that all address information is correct. When you are ready to proceed, click the Process Request button to be taken to the payment processing page
  5. Fill in your payment details and then click the Pay with Your Credit Card button to finalize the transaction

Please print off the transcript request form, complete it, sign it and return it to us along with your payment.

Transcript Request Form (820 KB)

  • Include a cheque or money order made payable to Queen's University and record your student number on the face of your payment
  • No credit card payments are accepted for mail requests. At this time, credit card payments are only accepted if ordering online via SOLUS

Transcript requests may be placed by email (preferably your @queensu.ca email account) if you do not want to place your order via SOLUS because you already have a credit balance in your student account and do not want to submit another payment when ordering. If you do not have a credit balance you may not place your order via email. Please do the following:

  1.  Complete and sign the Transcript Request Form (820 KB)
  2. Indicate on your request form that you want to pay for your order using your credit in your student account
  3. Attach your signed request form to your email and submit this to transcpt@queensu.ca
  4. Requests will be sent via email as a secure PDF within 3 to 4 business days

 

When Will Your Transcript Be Ready?

  • Records prior to 1975 may be on roll film or microfilm - may take 5 to 10 business days
  • Orders are processed in 3 to 4 business days

Approximate Courier Delivery Times

  • Ontario: major cities by ground, usually next day delivery; rural and northern areas within approximately 2 days
  • Maritime Provinces: 2 days or more (ground shipment)
  • Quebec: usually next day; 2 days or more for northern areas (ground shipment)
  • Western Provinces (including British Columbia): up to 4 to 5 days (ground shipment)
  • USA: from next day to up to 5 days (air shipment)
  • Bermuda: 2 days (air shipment)
  • Great Britain: approximately 2 days (air shipment)
  • Most other European countries: approximately 3 days (air shipment)

If you choose to have your transcript sent by courier, you can track your order by the following method:

  1. On the main page of SOLUS, click on the ‘other academic…’ dropdown box and select Transcript: View Official Reqs. Click the Go button
  2. All your official transcript requests will be displayed on the View Official Transcript Requests page. If you ordered your transcripts via courier, FedEx tracking numbers will be included. Transcript order requests are processed by the Office of the University Registrar in 3-4 business day
  3.  Orders sent via regular mail or picked up in person will be available in 3 to 4 business days after the 'PRINT DATE' displayed in SOLUS. Please note that orders sent by regular mail (Canada Post) cannot be tracked by our office once they have been sent
  4. Call FedEx at 1(800) 463-3339, or visit the FedEx website. Refer to your tracking number

 

Understanding Your Transcript

For a breakdown of our grading scales and notations used to indicate grades on your transcript, view the Official GPA Grading Scale page.

Unit: The term "unit" refers to credit units. Generally, a one-term course is worth 3.0 credit units. Variations may occur as dictated by course requirements and workload, and as approved by Faculty Boards.

NEP: Not Eligible to Proceed

OEN: Ontario Education Number

RTW: Required to Withdraw

Percentage Conversion: Used only for determining grade points for marks prior to May 1, 2011

The absence of a grade indicates a course in progress.

As of May 1, 2011 all existing student numbers were changed from seven to eight digits with the addition of a zero (0) as the first digit of the student number.