Home >HS-STEM Home > How to Apply > Supporting Documents
This page contains information regarding supporting documents for your application to the program. Awardees will be notified of any additional documentation and requirements at the time of award notification.
Applicants are responsible for redacting all pages of all documents to ensure the removal of any Social Security number (partial or complete), dates of birth (partial or complete) and Student identification numbers. It is the applicant’s responsibility to ensure that documents do not contain any of the above mentioned or other personally identifiable information (PII) that, if lost or compromised, could cause serious harm (including identity theft) to the applicant. PII must be removed from all pages of all documents.
What is an acceptable transcript?
A transcript issued by the Registrar’s Office (official transcript) that includes all of the following:
- Official university markings such as the registrar’s signature, university logo or stamp, letterhead or watermark, etc.;
- Name of the academic institution;
- Name of the student;
- Completed coursework (meaning every course has a grade; Fall 2013 grades are not required), and, if applicable, also on-going or planned coursework (these courses may not have grades associated with them);
- And front pages and at least one of the back pages.
We understand that breaking the seal on an official transcript makes it “unofficial.” A transcript labeled “unofficial” or “Issued to Student” by the academic institution will be accepted as long as it meets all of the requirements listed above. When scanning watermarked transcripts, the image may include “void” markings to indicate that it is a copy, and this is also acceptable. Transcripts do not have to be color copied; black and white copies are acceptable as long as they are readable.
Student academic records printed by the applicant or by academic advisors from internal institution systems will not be accepted.
Visual Examples of Transcripts:
Acceptable Transcript (front)
Acceptable Transcript (back)
What is an acceptable proof of current enrollment?
Most universities show proof of enrollment and current courses in the transcripts. If this information is missing from your transcript, then you must provide separate documentation with the following specifications:
- Document must be on university letterhead, and include the student name;
- Document must be signed by an authorized university official (e.g., registrar officer, academic advisor, or department head);
- Document must confirm the full-time enrollment of the student;
- And document must list the courses and credit hours that the student is enrolled for the Fall 2013 term.
General Instructions for Document Submission
- Documents must be in PDF format.
- Documents must not be password protected.
- Documents must have any Social Security number (partial or complete), dates of birth (partial or complete), and Student identification numbers redacted from all pages. It is the applicant’s responsibility to ensure that documents do not contain any of the above mentioned or other personally identifiable information (PII) that, if lost or compromised, could cause serious harm (including identity theft) to the applicant.
- At least one copy of the backside of transcripts must be included. The backside usually provides transcript definitions and an explanation of the academic institution’s grading system.
- Ensure that all pages are legible. Academic performance, including courses taken and grades in those courses, will be a factor in the evaluation of applications. Illegible transcripts may not be evaluated, and the overall review of your application may be affected.
- If you do not have an electronic copy of your transcript, you will need to scan your transcript and save it as a PDF. You may use your own scanner or go to a copy center for assistance. We understand that for some university transcripts the watermarks and other incorporated technologies make the photocopied and/or scanned transcripts very difficult to read. If you are not comfortable with the quality and legibility of a scanned electronic transcript, we strongly recommend that you acquire assistance at a copy center in producing a good, readable PDF.
Resources for Handling Transcripts are provided with more information on uploading, scanning, removing PII, converting documents to PDF and for examples of acceptable and unacceptable transcripts.
Back to Top