Access to Grades and Transcripts of Academic Records

The academic records for all current and former students enrolled at Montana Western are maintained by the university Registrar. Students or former students can access course final grades or transcripts of their complete academic record by contacting the university Registrar's Office, or, if enrolled at Western after 1992, they can view unofficial grade and transcript information via Western's on-line student records system - DAWGS, at www.dawgs.umwestern.edu

Click the appropriate link below for information on how to request transcripts or view course final grades.

 Policies Governing Transcript & Records Access 

 Information Needed to Process a Transcript Request 

Grades Available via the Internet

Current Montana Western students can access final grades a number of ways. The most convenient method is via Western's on-line (internet) student records system "DAWGS" at:  dawgs.umwestern.edu 

To access unofficial final grads/transcript information on DAWGS:

1. Search for "http://dawgs.umwestern.edu" via an internet browser such as  Internet Exploer 

2. Click on "Login to Secure Area"

3. Enter User ID (Student ID or SSN, do not enter dashes) and your PIN (your birthdate unless you changed it...in MMYYDD format, you must enter leading zeroes as in June=06)

4. Click on "Student Registration & Financial Aid"

5. Click on "Student Records"

6. Click "Academic Transcript" then scroll to the semester/term final grades needed

7. Exit DAWGS and close the browser to prevent unauthorized access to confidential information

Enrolled students who wish to view current semester/term block course grades should:

1. Access DAWGS

2. Click "Login to Secure Area"

3. Enter User ID (Student ID or SSN) and PIN

4. Click on "Student Registration & Financial Aid"

5. Click on "Block Grades"

6. Exit DAWGS and close the browser to prevent unauthoried access to confidential information

Policies Govering Transcript and Record Access

• The Family Educational Rights & Privacy Act of 1974 as Amended (FERPA) governs access to the educational records of current and former students at UM-Western. Interested individuals can review the text of the Act by stopping at the Registrar's Office during normal business hours. 
   
• Third party requests for student academic records will be denied unless accompanied by a recent written request signed and dated by the student (current or former), or a parent or other immediate family member if the record requested is that of a deceased student. 
   
• Only those records that originate at UM-Western can be requested. Requests for copies of records which are maintained at UM-Western but which originate at another institution or agency - high school transcripts, immunization records, transcripts from other colleges, for example - will not be honored; requests for these records should be sent directly to the originating agency. 
   
• Records of students who are indebted to UM-Western will not be released. FERPA guarantees students the right to "inspect and review" their educational records, however. 
   
• "Official" documents are mailed/sent directly to a third party (as designated by the student) and which are signed by the Registrar and embossed with the UM-Western seal, or, those documents which are given or sent to the student in a sealed UM-Western envelope (these documents are stamped/identified "ISSUED TO STUDENT" and are labeled "Official only if received in a sealed UM-Western envelope!"). All other transcripts are considered "unofficial"; this includes documents stamped with the "Issued to Student" notation. 
   
• Unless specified, UM-Western assumes a requested transcript is to be mailed via the U.S. Post Office. Other transcript services (overnight mail, FAX, rush services, etc.) must be specified by the student when making a request for transcript services. Costs for special services will be charged to the student. 
   
• Students who want transcripts sent after a specified time (i.e., after current grades are posted, after his/her degree is posted, after a certain grade is changed, for example) should include those instructions in her/his written request. 
   
• Normally, only written transcript requests, signed and dated by the student will be honored. In cases of extreme urgency however, UM-Western will accept FAXed requests (see procedures section for information to be provided by student) which are signed and dated by the student. 
   

Transcript Request Procedure

Current and former Montana Western students can request transcripts in the following ways"

1. Visit the Montana Western Registrar's Office during regular office hours and complete a "Transcript Request Form" and pay necessary fees.
   
    
2. Mail a written request* for transcript services to:
   

   Montana Western

   Registrar's Office
   710 South Atlantic
   Dillon, MT 59725-3598
    

3. FAX a request* for transcript services to:

   Montana Western Registrar's Office
   Montana Western FAX Number: (406) 683-7493

   
   FAX SERVICE - Western will FAX transcript information upon receipt of a valid request (see methods above). Students requesting the FAX educational records will be charged a $1/page FAX fee (for receiving and/or sending) in addition to the normal transcript fee and other charges for services requested by the student. Students should include the FAX number to which the transcript is to be FAX'd in their request for transcript service. Montana Western classifies Fax'd documents as"unofficial" records; documents FAX'd to another party (students or third-party) will be stamped "unofficial". 
    
4. E-mail a request* for transcript services to: reg_office@umwestern.edu
   E-mailed transcript requests should include all pertinent information listed below.
   No Exceptions!

 Information Needed to Process a Transcript Request

Individuals requesting transcript services should include the following information in a written, FAX'd, or e-mail request for transcript services:

1. Complete name; include all other names under which the student might have been enrolled (maiden/married names, etc.);  
2. Student ID or last four (4) digits of social security number 
3. Date of birth 
4. Current mailing address and phone number 
5. Dates of attendance at Montana Western (or Western Montana College) 
6. Number of transcripts needed/requested 
7. Complete name and address of agency/organization/person to whom the transcript should be sent or number to which the transcript should be FAX'd 
8. Special instructions** ('hold until date', rush service, FAX service w/FAX number and address, for example);  
9. A check payable to "Montana Western" for the cost of the service requested or a valid credit card number including the type of card, issuing bank/agency, card expiration date, and the name of the person to whom the card is issued; payment must accompany the request! 
10. Signature of the student making the request and the date the request is submitted to the Montana Western Registr
     

** Unless otherwise specified, transcripts will be mailed via the U.S. Post Office. Requests for overnight or two day mail and/or other "rush" (24 hour) service will be provided if possible. Costs (including mailing, handling, faxing, and "rush" services, for example) will be charged to/paid by the student or the person making the request; immediate payment is required.

*** Please do not send pre-addressed and pre-stamped envolpes with mailed request, the transcript fee covers the cost of mailing.

 Transcript Fees

ALL costs for transcript services will be charged to the student, immediate payment is required.
 

• Basic Transcript Service = $3/copy; charged in addition to all other costs outlined below
• FAX'd copy (receiving and/or sending) = $1/page FAX fee, plus Basic Service fee
• Rush Service (24-hour service) = $10 Rush fee, plus Basic Service fee
• Fedex or Express Mail = Both rates are variable, please contact the Registrar's Office for information on availability and type of rush mail service.

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Date Updates 10/2008