How to Use “Academic Records” In Bear Tracks

It’s more than just checking your grades.

This is the third post in our series on how to use the ‘new’ Bear Tracks. We take you through each function in “Academic Records” and share when/how to use each one.

Academic Records

Academic Information

Here, see your student status for each of your previous and upcoming academic terms. If you need a quick way to provide proof of your student status, a screenshot of your academic information section could help. Also, this will tell you what your previous, current and future majors are if you have made any changes. One thing to remember is that your “level” is your Academic year according to your completed credits in your program(30 credits are required to move up in years) and not the years spent in your program (how long you have attended school).

Course History

See a complete list of all the courses you have taken or are currently in-progress that have been credited to an undergraduate program at the U of A. This is a great way to take a look at all the courses you have taken in the past along with their grades and respective semesters. You are able to filter these courses to show taken, in progress, transferred, and planned courses.

View Grades

Find your courses and see your grades for the current and past terms.

Statement of Results

Here, students can view their Statement of Results (not an official transcript), when grades for the applicable term are made available. This is a snapshot of your unofficial transcripts by term. The difference between the statement of results and the unofficial transcript is the statement of results has verification from the Dean. Please see the table below for reference:

All linked terms that a student has access to at the U of A (Spring/Summer and Fall/Winter) will display here.

Unofficial Transcript

Here, you can view your unofficial transcript, either on-screen or in PDF format. The unofficial transcript has identical content to an official transcript, but it says “UNOFFICIAL” at the top. This is a snapshot of your grades. If you need to verify anything in your current program with a transcript, you can almost always use your unofficial transcript. Often scholarships or awards applications will ask for an unofficial transcript.

Request Official Transcript

You can request your official transcripts here. Official transcripts are usually requested by students who are transferring to another post-secondary institution, using them as part of their graduate school applications, or to keep for their records after they graduate.

There is no charge for transcripts to be sent by regular mail worldwide, but if a courier service is required to deliver the transcript you will be assessed a fee by the Registrar’s Office. If you are transferring schools or are alumni, you may use the official transcript as proof.

Verification Documents

Here, you can download “Enrollment Verification” or “Degree/Credential Verification” certificates. Please visit this website for more information on these certificates. If you want an official verification letter of your enrollment, you would use this function. You can specify it for your credits, grades or enrollment status and do so by term. You can also print it online or have it mailed to your residence.

• Note: These both the “Enrollment Verification” and “Degree/Credential Verification” certificates are considered official university documents

Document Request Status

Anytime you request documents from the University, the status of your request will be tracked here. After submitting your request, they will usually tell you how long it takes for you to receive it. This page displays request detail and the status of the official document(s) that the student has requested.

What-If Report

Use this tool to explore how making a change to your program (major, minor, or a completely different degree) will affect your requirements. This report will generate to look like the ‘Academic Requirements’ tool but with a “What-If” scenario, and it will include all of your credits at the time the report was generated.

Transfer Credit Report

If you have any transfer credit from other post-secondary institutions, it can be found here. Note: If transfer credit has been posted after you have been admitted, you will not see the course in the Transfer Credit Report. Rather, the course will appear on both your unofficial and official transcripts, and in your Academic Requirements Report once posted.

Graduation

Graduating is not automatic — you need to apply! If you want to apply to graduate or check your graduation status, then this is where you would do just that.

• Spring Convocation application window: October 1 to February 1
• Fall Convocation application window: March 15 to September 1

Pro tip: Apply to graduate (convocate) as soon as you are able to — then the advisors in the Arts USS office review your application and make sure that you have met all the requirements. If you apply early, and we catch something, there’s often enough time for you to adjust your next term’s schedule to be able to stay on track to graduate when you thought you would. (And yes, advisors catch problems with requirements being met way more than you think they do!)

Author bios: This article was written by Nathaniel Haile and edited by Joanna Manchur. Nathaniel is BA student pursuing a double major in Political Science and Economics with a double minor in International Studies and Philosophy and is currently on an AWE placement working for the Faculty of Arts as the Student Recruitment, Engagement & Communications Intern. Joanna is the Student Engagement & Communications Specialist for UAlberta Faculty of Arts, and proud Arts grad — ’02 BA Hons.