Transcripts & Records

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The registrar at VMI provides a number of services related to transcripts, records management, and verifications.

All records are manages according to General Order 21 which outlines the VMI Policy on the management, retention and disposition of Virginia Military Institute records as mandated by the Virginia Public Records Act (VPRA), Code of Virginia § 42.1-76–§ 42.1-91. This policy applies to all employees. This policy also details specific Institute requirements for the maintenance and retention of past and present cadet permanent records. The Virginia Public Records Act vests the records management function of state and local government in the State Library Board. This act authorizes the State Library Board to regulate and manage the preservation, filing, reformatting, and destruction of public records of all agencies.

VMI Transcripts

A transcript is a copy of a cadet’s permanent academic record at the time of issue. All transcripts are issued as a cumulative summary of a cadet’s performance at VMI.

Ordering Transcripts

Transcript requests must be made through the National Student Clearinghouse electronic ordering site.

Order a Transcript | Instructions

Requirements & Details

Required Information:

Full Name While in Attendance
Dates of Attendance
Name & Address of Recipient (Please be thorough as very often transcripts do not make it to their desired destination due to incomplete address information — include full name, address, and zip code)
Social Security Number or VMI ID number
Name, Address, Phone Number and Email address of where you can be reached (in the event there is a problem processing your request.)
Electronic or Written Authorization from the individual cadet/alum (option provided online)
$10.25 per copy – paid for by credit or debit card

Secure electronic (.pdf) transcript processing is available for cadets/alumni who attended/graduated VMI after 2000. Prior to this, recipients will be issued the historical archived paper transcript.

Application for Graduation

All cadets are required to file an Application for Graduation prior to the start of their last semester of attendance at VMI. All first class cadets will be notified to complete the Application for Graduation in Post View at the time of their enrollment in the Fall semester, and the Spring semester for readmitted cadets. It is the responsibility of the cadet to assure that they have appropriately filed in order to be tracked for degree completion.

Additional Information

Additionally, cadets should keep the Registrar’s Office informed of changes to anticipated completion so all official records can be updated and completion monitored appropriately.

The deadline for submission of all requests for additional majors and/or minors are due into the Registrar’s Office the last regular VMI semester preceding the official date of graduation.

December Candidates – Spring Semester
May Candidates – Fall Semester
September, December and January Candidates – Spring Semester

Transfer Credit Requirements: It is the responsibility of the cadet to assure that all courses transferred in to meet graduation requirements are pre-approved prior to their being taken and completed. Current enrolled cadets must submit the online Transfer Credit Approval Form located in Etreive at etcentral.vmi.edu. Cadets not currently enrolled at VMI may submit the PDF version of the Transfer Credit Approval Form. DEADLINE FOR GRADE SUBMISSION: Cadets are required to get all official grade completion results into the Registrar’s Office, 303 Shell Hall, Lexington, Virginia 24450 at least one week prior to the certification of the degree.

VMI holds two commencement ceremonies — one in December and one in May. Questions regarding commencement may be directed to the Chief of Staff Office at 540-464-7104, or click here for email inquiries.

Cadets with questions regarding their graduation status are requested to contact the Registrar’s Office at 540-464-7213 or by email at registrar@vmi.edu.

Enrollment & Degree Verifications

The National Student Clearinghouse is now our authorized agent for providing degree and enrollment verifications. If you are an employer or background screening firm requesting this information please visit: NSC Verifications

Graduates and cadets not currently enrolled at VMI may complete the PDF version of the Letter Request Form and return to registrar@vmi.edu for processing.

Currently enrolled cadets may obtain enrollment/degree verifications by submitting the online Letter Request Form located in Etrieve at etcentral.vmi.edu.

Non-Directory Verifications:

If the requested verification requires non-directory information (i.e. credit hours, GPA, schedule information, etc.) the request must include the specific information required and authorized to release, and must contain the cadet’s authorized signature.

Virginia DMV

For verifications to the Virginia Department of Motor Vehicles (DMV), please check with your local Virginia Department of Motor Vehicles regarding what additional documentation is required to obtain a license or ID card. A college transcript may be required or recommended as an identifying document. Cadets wishing to request a copy of their transcript should reference VMI’s transcript request policy explained above.

Note: Enrollment is verified only for the terms in which cadets are actually enrolled. Certifications will indicate “anticipated to return” for future terms if a verification needs to be sent prior to the start of term.

Address & Residency Changes

Address changes: Biographical and address information on file at VMI is provided to cadets during registration periods in the Fall and Spring semesters. It is the responsibility of each cadet to update the Registrar’s Office if a change of address has occurred. Changes to cadet address information must be made in writing by the cadet through completion of the online Change of Address Form located in etrieve Central [VMI log-in required]. For questions or problems regarding change of addresses, please contact registrar@vmi.edu.

Change in Residency Status

Residence in the Commonwealth for the purposes of obtaining an education does not qualify a cadet for Virginia residency status. For more information regarding residency status please contact the Registrar’s Office, or visit the Policies and Guidelines section of the State Council of Higher Education for Virginia to obtain information regarding Virginia State Residency guidelines.

Directory Information

“Directory information” is defined by VMI to include a cadet’s name, home address, VMI box number, VMI email address, telephone number, photograph, date and place of birth, honors and awards, participation in VMI recognized activities and sports, weight and height of members of athletic teams, major field of study, ROTC unit affiliation and dates of attendance.

Other than cadet address, telephone number, and email address, directory information may be released by VMI unless a cadet specifically requests to “opt out” of directory information release before the end of the first week of the fall semester. Opt out requests must be made in writing to the Director of Communications and Marketing and remain in effect until rescinded by the cadet, including after graduation.

Virginia Code & FERPA

In accordance with Virginia Code § 23.1-405(C), VMI will not release pursuant to the FERPA directory information exception, 34 C.F.R. § 99.31(a)(11), cadet address, telephone number, or email address unless the cadet has affirmatively consented in writing to such disclosure. VMI will obtain written consent to include cadet address, telephone number, and email address in any directory searchable by the public or any VMI internal directory.

In accordance with Virginia Code § 2.2-3705.4(B), VMI will not release cadet address, phone number, or email address in response to a Freedom of Information Act (FOIA) request without written consent of the cadet. VMI reserves the right to deny requests for cadet directory information from any individual or entity external to the VMI community.

See General Order 09, Family Educational Rights and Privacy Act (FERPA) and Student Records Policy, for more detailed information on VMI’s FERPA policies.

Apostille Certifications

An Apostille is a form of authentication appropriate to countries which have signed the 1961 Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents. A more comprehensive description of the Apositille is available at United States Department of State webpage.

Additional Information

PLEASE NOTE: It is the responsibility of each cadet to obtain Apostille certifications as requested per country directive. The VMI Registrar’s Office serves only in the capacity to notarize/certify VMI issued documents only and assist cadets in the Apostille processing requirements and has no control over the timeliness of processing or results.

For information and assistance with processing, select Apostille Request Form, or contact the Registrar’s Office at 540-464-7213 for assistance.

RESOURCES:

U.S. Department of State – Office of Authentications $8.00 per request.
Commonwealth of Virginia – The Department of Authentications is available through the Secretary of the Commonwealth of Virginia. A fee of $10.00 is assessed for first Apostille request, and $5.00 for each additional.

Additional Apostille Information

Voter Registration

The Higher Education Reauthorization Act requires the distribution and availability of mail-in voter registration forms to all students enrolled in institutions of higher education. In accordance with this regulation, these forms have been made available to cadets at VMI, and can be found in the following offices: