How does it work?

1. Through your student information system, you select which institution(s) to which you wish to have a student’s transcripts sent.

2. A file is created from your student information system and sent to a server maintained by the Oregon University System. There, it is checked, converted to the correct format, assigned tracking data and sent on to a server at University of Texas, which has been the nationwide central routing hub for transcripts for many years. When you check your web log, it is the tracking information pulled from your file that initially lets you track your transcript’s status. OUS processes transcripts twice an hour.

3. The University of Texas serves as a post office. They receive the transcripts from OUS and routes them to the appropriate campus or organization.

4. Each campus receives the transcript you sent, processes it (some campuses are fully automated and some still have to go in and download each file). Once a campus “picks up” your transcript, an acknowledgment is sent back through the Texas server.

5. The University of Texas forwards the acknowledgment to OUS. The acknowledgment is then matched to the tracking information OUS received when you first sent the file. Your log is then updated to say “Received by Campus” with the date OUS received the file.

6. Each campus/organization has a defined time for acknowledging transcripts once they have been received. This varies by organization. If OUS has not received an acknowledgment in the designated time period specified by each campus, your log will show “campus did not acknowledge” as the status and you will receive an e-mail letting you know the campus did not send an acknowledgment for the student. At this point you can either contact the campus directly to see if the transcript was received or etranscript_support@ous.edu to have OUS follow up for you.