Office of the Registrar
The Office of the Registrar is responsible for maintaining student academic records, ensuring students are complying with all academic regulations and policies, and ultimately certifying eligibility for graduation.
Requestors are responsible for accurately entering the information on their transcript order form. Official transcripts will only be issued when there are no holds on a student’s account. Students can log on to their MyBayState Portal to view a complete list of holds on their account. Transcripts cost $12.50 per copy for normal processing (3-5 business days) or $22.50 per copy for rush processing (1-3 business days).
Current and former Bay State College and Bay State Junior College students can order copies of their official transcript in one of two ways:
Official transcripts can be ordered through the National Student Clearinghouse. This service offers a fast, simple and secure way to order copies of official transcripts online. You'll be guided through the easy step-by-step process and can track the status of your order online. If you need assistance placing an order or have questions about the service, please contact the National Student Clearinghouse at firstname.lastname@example.org or call (703) 742-4200.
By Mail/In Person Ordering:
If you are unable to order your official transcript online, it can also be ordered by completing the Official Transcript Release Form.
Please note that Bay State College is the custodian of records for Burdett College, Chandler School for Women, Bradford School, Andover Junior College, Carnegie Institute, Franklin Morris Academy, and Philadelphia School of Technology. Students requesting a transcript from any one of these institutions will not be able to place orders online and should instead place orders by completing the Official Transcript Release Form. High school dual enrollment students should also place orders by mail/in person. Please contact the Office of the Registrar directly at email@example.com or 617-217-9030, with any questions.
Current and former students of Bay State College, Bay State Junior College, the high school dual enrollment program, or any other institution that Bay State College is the custodian of records for can request unofficial copies of their transcript, free of charge, by completing the Transcript Release Form.
It is the student’s responsibility to keep the Office of the Registrar informed of all address/contact information changes. Please report all necessary changes promptly.
Please note that although other administrative offices and departments may be accepting address/contact information changes, the Office of the Registrar is officially designated to maintain your name, local address, permanent/billing address, phone number(s), and email address(es).
When students are unable to add/drop courses through their Student Portal account, a Student Action Form should be completed and submitted to the Office of the Registrar. All scheduling changes being requested via a Student Action Form must be submitted to the Registrar’s Office by the end of the published add/drop period each term/semester or they may not be processed.
Students who need to withdraw from Bay State College must do so officially by completing and submitting a Student Action Form to the Office of the Registrar. Ceasing to attend class does not constitute withdrawal from an individual course or the College
This form must be completed and submitted before students can sign up for any course(s) taken at another institution. Upon completion of the course(s), the student is responsible for sending an Official Transcript from the institution at which the course(s) were taken directly to Bay State College, Attn: Registrar's Office, 31 St. James Avenue, Boston, MA 02116.
Students who need official confirmation of current enrollment, dates of attendance, or degree earned can complete this form and submit the form to the Office of the Registrar. The verification letter can be picked up in person, or mailed, emailed or faxed to the recipient noted on the request. Please allow 1-3 business days for processing.
Bay State College complies with the Family Educational Rights and Privacy Act of 1974 (FERPA). FERPA is designed to protect the privacy of students' educational records by limiting what information may be released and to whom.
If a student wishes to authorize the release of education record information to parents, guardians, or any other individual, the Authorization for Release of Information Form must be completed, signed, and submitted to the Office of the Registrar. Once the form is submitted, authorized individuals may be informed of the student’s status at Bay State College with respect to grades, academic standing, and financial obligations. This release will remain in effect for as long as the student is enrolled at Bay State College. If the student ever wishes to revoke or modify this authorization, a new Authorization for Release of Information Form should be completed, signed, and submitted to the Office of the Registrar.
All candidates for graduation must complete and file an "Intent to Graduate Application Form" with the Registrar's Office. Deadlines for filing the application are one month prior to conferral. Failure to submit the application by the required due date may result in postponement of your graduation until the next conferral date.
Students are allowed to “Walk” with their graduating class if they do not meet the graduation requirements but are within six credits (or two courses) from completion, and have a minimum grade point average of 2.00. “Walk” candidates will not receive their degree at Commencement.
Graduates may request a duplicate diploma by filling out the Duplicate Diploma Request Form and submitting it to the Office of the Registrar.
Please note that Bay State College is not responsible for diplomas which are lost in the mailing process. Appropriate fees will be assessed for duplicate diplomas requested for those which are lost in the mailing process.
The replacement cost is $25.00 per diploma. The fee is payable by check or money order, cash (in person only), or credit card.
The College will make every attempt to provide a replacement diploma with applicable President/Vice President signatures from your graduation year. If these are not available, current signatures will be used.
If you want your replacement diploma to display a different name than the one printed on your original diploma and the one in our records, you must also send a completed Change of Address/Contract Information Form with your Duplicate Diploma Request Form. The Change of Address/Contract Information Form must be accompanied by official documentation of your new legal name (i.e., driver’s license, marriage certificate, court order, passport).
Bay State College has authorized the National Student Clearinghouse to provide degree and enrollment verification. If you have questions or need assistance, please contact the National Student Clearinghouse at:
National Student Clearinghouse
2300 Dulles Station Blvd, Ste 300
Hendon, VA 20171
Business hours for customer support:
Monday - Thursday, 9 a.m.-7 p.m., ET
Friday 9 a.m. - 5 p.m., ET