Records

Introduction

Please check the following information for answers to basic questions on transcripts, final grades, GPA and registration.

Transcripts | Transfer Credit | Final Grades/GPA Calculation | Registration | Forms

Student Records responsibilities include official transcripts, determining awarded transfer credits, enrolment verification, student records and other functions.

Records Frequently Asked Questions

Transcripts

• How do I order official transcripts?
• Can I e-mail my transcript request?
• Can someone order/pickup my transcripts on my behalf?
• How long does it take to process my request?
• When will my end of semester transcript be prepared?
• How can I get a copy of my unofficial transcript?
• Can you fax my transcript to another institution?

Transfer Credit

• Why do I have to submit a request for transfer credit?
• How long does it take to process my request for transfer credit?

Final Grades and GPA Calculation

• When and where can I view my final grades?
• How do I calculate my GPA?
• Why hasn't my final grade GPA been calculated?
• Are my transfer credits included in my Douglas College GPA?

Registration

• When does registration take place?
• When will I receive my registration alert or mailer?
• Why was I deregistered from a course?

Transcripts

How do I order official transcripts?

Transcripts are ordered on-line. Enter the secure area using your Douglas College student number and six digit password. Go to the Student Records menu and choose Request Official Transcript.

Payment for transcripts ordered on-line is by MasterCard or Visa only.

The cost for transcripts is $5 per copy.

If you do not know your Douglas College student number or have forgotten your six digit password, there are three other methods of ordering official transcripts.

Download a Transcript Request form. Complete all of the required information. Payment and your written SIGNATURE are required before any request can be processed.

Mail:
Send the completed and signed Transcript Request form and payment of cheque or money order in Canadian funds or your Visa or MasterCard number with expiry date to:

Douglas College, Registrar's Office, PO Box 2503, New Westminster, BC V3L 5B2

Fax:
Fax the completed and signed Transcript Request form and your Visa or MasterCard number with expiry date to: 604-527-5696

In person:
Fill out a Transcript Request Form located at the Registrar's Office at either campus. Payment will be accepted in cash, cheque, money order, debit, Visa or MasterCard at time of request.

Same-day service requests must be received prior to 3:30pm, Monday to Friday, and pick-up is available at both campuses. The cost is $25 per copy for same-day service.

Can I e-mail my transcript request?

Unfortunately a transcript cannot be requested via e-mail, as we require your written signature on your request.

Can someone order/pickup my transcripts on my behalf?

We require your written SIGNATURE on all transcript requests. You can provide our office with your signed authorization allowing another specified individual to order and/or pickup your documents.

How long does it take to process my request?

Transcripts are generally prepared within three business days from receipt of the request unless you request the transcript be prepared immediately at an additional cost (refer to same-day service request information).

When will my end of semester transcript be prepared?

End of semester transcripts are prepared after all the final grades for the semester are received, approximately one week after all the final exams are complete.

How can I get a copy of my unofficial transcript?

You can access and print your unofficial student record through /page18366.aspx by entering the secure area using your Douglas College student number and six digit password. Go to the Student Records menu and choose Unofficial Transcript.

Can you fax my transcript to another institution?

No, we do not fax transcripts to other institutions, as faxed copies are not official documents.

Transfer Credit

Why do I have to submit a request for transfer credit?

You must apply for transfer credit if you wish to:

a. enrol in a course that has a prerequisite that you have completed at another post-secondary institution or
b. use transfer credit for Graduation purposes (associate degree, diploma, certificate or citation)

The following documents are also required:

• for BC post-secondary institutions: official transcripts
• for out-of-BC post-secondary institutions: official transcripts and detailed course outlines for the year the course was attended. For further information, please refer to the "submitting detailed course outlines" information sheet.
• for out-of-Canada post-secondary institutions: originals of foreign transcripts and official detailed course outlines for the year the course was attended must be submitted with official English translations. For further information, please refer to the "submitting detailed course outlines" information sheet.

How long does it take to process my request for transfer credit?

Requests for transfer credit may take 4 to 6 weeks to process. Requests and supporting documents must be received at least two months before the beginning of the semester in which you wish to enrol to ensure that any prerequisites you require for registration are on your computer file.

For transfer credit request submission deadlines please refer to Dates and Deadlines.

Requests with outlines should be submitted prior to these deadlines as evaluations may take longer.

Please note: Not all courses have been reviewed for transfer credit to Douglas College. You may be requested to submit further information (ie. detailed course outlines). Submitting outlines does not guarantee that credit will be granted.

Final Grades and GPA Calculation

When and where can I view my final grades?

Final grades are recorded on your student record every evening after your instructor submits the final grades to the Registrar's Office. You can view your final grades in the secure area at registrar.douglas.bc.ca.

Please note: GPA calculations do not occur every night, therefore it may be a few days before your GPA has been updated to reflect your new grades.

How do I calculate my GPA?

Grade Point Average (GPA) is calculated as follows:

For each course taken, multiply the grade point value (see the College Calendar for grade point values eg. B=3.00, B+=3.33, etc.) by the number of credits for the course.

Sum the total grade points for all of your courses and divide by the total number of credits. Example:

       

Why hasn't my final grade GPA been calculated?

GPA calculations do not occur automatically; therefore it may be a few days before your GPA is updated to reflect your new grades.

Are my transfer credits included in my Douglas College GPA?

No, transfer credits are recorded separately on your student record and not included in your Douglas College GPA calculation.

Registration

When does registration take place?

Registration begins approximately 1 to 2 months prior to a semester, based on priority registration times.

When will I receive my registration alert or mailer?

Your registration alert or mailer will be mailed to you approximately one month before registration begins. Please ensure you update any address changes on the web so that you receive your alert. Check your registration date and time on the Registration System. The registration guide will be available for viewing at Registration Guide.

Why was I deregistered from a course?

There are a number of possible reasons you were deregistered from a course. Some of the most common reasons include:

• You do not have the required prerequisites for the course recorded on your student record
• You did not pay your student fees by the fee payment deadline
• You did not register in both the lecture and corresponding lab for courses that have a lab component
• You did not register in a required co-requisite course

**Please remember to read all of the instructions and notes in your registration guide carefully before you register.