Jun 18, 2024  
2019-2020 Shepherd University Catalog 
2019-2020 Shepherd University Catalog [ARCHIVED CATALOG]

Transcripts and Diplomas


Transcript Requests

Transcripts are released only upon written request from the student with the student’s signature and printed name plainly shown. Email requests cannot be accepted. A transcript may be requested from the: Office of the Registrar, P.O. Box 5000, 110 Ikenberry Hall, Shepherd University, Shepherdstown, WV 25443-5000. For full details go to www.shepherd.edu/registrar/registrar-transcripts.

The first transcript EVER requested is free. The fee for each additional transcript is $5. Transcripts require a minimum of three working days for processing. Emergency transcripts are $15 each for 24-hour processing. Transcripts are sent first class mail. For FedEx, UPS, etc., you must include a prepaid, pre-addressed mailing envelope. All fees are subject to change.

Approximately a month from the date of graduation is needed before a final transcript may be issued. However, a student may request a letter of verification to confirm that requirements for graduation have been met. All financial obligations to Shepherd University must be reconciled before a transcript will be released; this includes the loan exit interview for all students who had a financial aid loan.

Faxed Transcripts

There must be a signed request by the student. This request may be faxed to 304-876-5136. Faxed transcripts are unofficial and the fee for each is $15. This payment may be presented as a check sent by mail, by credit card in the Cashier’s Office (304-876-5284), or by cash in the Office of the Registrar. Payment must be received before the transcript is faxed. In addition to providing the fax number the transcript is to be sent to, students must provide a phone number for contact in case of problems.


Diplomas are unique, one-time ceremonial documents that carry the student’s name, the degree and date of award, and pertinent authorizing signatures. Some programs holding external accreditation also include the major program in the degree name. 

Because of their ceremonial nature, diplomas are reprinted only upon written confirmation of the loss or destruction of the original. Duplicate diplomas thus requested will be marked as duplicates. Requests must be in writing over the signature of the graduate, confirming the graduate’s name, date, and awarded degree, and must be accompanied by a $20 reprinting fee made payable to Shepherd University. Duplicate diplomas are ordered from contracted diploma production facilities and take 4-6 weeks minimum for delivery to the Office of the Registrar for pick-up (more at certain times of the academic calendar when the facilities are in full production mode for commencement ceremonies nationwide). Duplicate diplomas are delivered to the Office of the Registrar for pick-up by the graduate. For mailing, the graduate must provide a prepaid, self-addressed FedEx or UPS label to affix to the mailing tube.

Apostille diploma requests

Students who need their diploma verified for Apostille or other international certification will to begin the process well in advance.

First, the student needs to provide the following to the Office of the Registrar:

  1. Your original diploma (reprints for lost diplomas are $20, must be requested in writing with payment, and will take an additional 4-6 weeks);
  2. A written, signed request for affidavit of diploma authenticity from the registrar.

Next, we will return your diploma to you along with the affidavit of authenticity required for the Apostille process, which is a function of the West Virginia Secretary of State in Charleston.

Finally, it is then the responsibility of the student to mail or otherwise deliver the necessary documents to the West Virginia Secretary of State’s office for action. Further details of the requirements for requesting Apostille or other international certification are found at the West Virginia Secretary of State’s website:

https://sos.wv.gov/business/Pages/AuthDocs.aspx or by email: Business@wvsos.gov.