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Transcript requests are small administrative tasks with a privacy dimension. The school needs written authorization, the destination must be correct, and the family needs proof that the release happened.
A log keeps those three facts together. It also prevents the same transcript from being sent twice or not at all.
Record the authorization first
Before any release, confirm that the parent or eligible student has signed the school's release form. Record the date, the signer, and where the signed form is stored.
Do not copy the transcript or the student identifier into the shared log. Note the request, the destination, and the confirmation, and keep the document itself in the school's approved system.
Capture the destination exactly
Program names are not enough. Record the office, the address or portal, and the contact if one exists. Two campuses in the same university system can have different admissions destinations.
For the NCAA Eligibility Center, record the account identifier and the confirmation number from the upload or send. For a college, record the admissions portal reference.
Note the method and the date
Transcripts travel by secure portal, school-approved email, or mail. Each has a different confirmation trail.
Record the method, the send date, and the confirmation. If the school sends it, note the staff member who processed the request. If the family sends it, keep the receipt.
Follow up on silence
A transcript is not received until the destination confirms it. Check the admissions portal or ask the school to confirm delivery after a reasonable interval.
If a program says the transcript is missing, check the destination before resending. A transcript sent to the wrong campus looks exactly like one that never arrived.
Protect the record
Keep the log limited to people who need it. Do not forward screenshots of transcripts in group chats or store them in personal cloud folders.
When the recruiting cycle ends, archive the log according to the school's records policy. The family does not need to keep sensitive documents longer than necessary.
Review before each deadline
Check the log before application deadlines and before official visit paperwork. Confirm that every program on the target list has a transcript, that the Eligibility Center has what it needs, and that no request is sitting unconfirmed.
The review takes minutes and prevents the most avoidable recruiting delay: a complete file that never reached the admissions office.
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