The following provides a basic overview of the transcript request process used by DOCCS and campus partners that are supporting the Office of Higher Education in Prison (OHEP) programs and students.
About This Process
The Office of Higher Education in Prison (OHEP) has established a standardized process for requesting and transmitting student academic records between the New York State Department of Corrections and Community Supervision (DOCCS), SUNY System Administration, and SUNY campuses. This process is designed to ensure requests are handled securely, efficiently, and in compliance with all applicable privacy requirements, including the Family Educational Rights and Privacy Act (FERPA).
Step 1: DOCCS Submits a Transcript Request
The process begins when a designated DOCCS representative submits a transcript request through the SUNY TeamDynamix service portal. The request form captures the information necessary to identify the student and the institution from which records are being requested.
To ensure compliance with federal student privacy regulations, all required FERPA documentation must be included with the request. This documentation authorizes the release of educational records and allows SUNY and the campus to process the request appropriately. Requests submitted without the necessary supporting documentation may be delayed while additional information is obtained. The FERPA release form is also provided on the request page.
Step 2: SUNY Reviews the Request
Upon receipt, SUNY System Administration reviews the submission to verify that the request is complete, that all required documentation has been provided, and that sufficient information exists to identify the student and the appropriate campus. If clarification is needed, SUNY may contact the requesting party before proceeding.
Step 3: Request Is Forwarded to the Appropriate Campus
After the request has been validated, SUNY securely forwards the materials to the registrar’s office or designated records contact at the appropriate SUNY institution. This centralized approach helps ensure consistent handling of requests and provides a single point of coordination between DOCCS and campus personnel.
Step 4: Campus Securely Provides the Available Academic Record
The campus reviews the request and retrieves the student’s academic information. Once located, the campus uploads an unofficial transcript, grade report, or other appropriate academic record to the secure TeamDynamix ticket. The campus may also communicate any limitations, questions, or record availability concerns through the same process.
Step 5: SUNY Securely Returns the Documentation to DOCCS
After the requested record has been received from the campus, SUNY System Administration conducts a final review and securely transmits the documentation to the designated DOCCS representative. The records are accompanied by a standardized cover letter that provides context regarding the enclosed materials and helps ensure consistent communication across all participating institutions.