Subject: University of Maine System Administrative Practice Letter on the Academic Record
Organizational Area: Academic and Student Affairs
Effective Date: September 2025
Review Cycle: 5-year cycle
Revision and Review History: 2008
Corresponding BOT Policies: None
Section One: Purpose and Scope
This APL outlines the requirements and purpose of the academic record.
Section Two: Definitions
Academic Record – Records that are information and documents about a student’s academic career that are housed in the institution’s student information system.
Transcripts – An official transcript is a certified record of academic work completed at an institution. It includes courses, grades, and credit hours earned along with any degrees conferred. This type of academic record is legally binding.
Home Institution – The home institution is the student’s primary institution for educational purposes, where they are officially matriculated and receive the majority of their academic support.
Section Three: Description
Within the University of Maine System, there are seven unique institutions and transcripts. Each institution prints transcripts only for coursework completed locally, and does not maintain print stock for other institutions. Students who have attended multiple institutions must request records from each separately. Students may request a transcript from any University of Maine System institution where they have completed coursework, including: University of Maine, University of Maine at Augusta, University of Maine at Farmington, University of Maine at Fort Kent, University of Maine at Presque Isle, University of Southern Maine, and University of Maine School of Law.
The academic record and transcript will include:
- all courses completed at a single University of Maine System institution
- transfer credit posted, as evaluated by the student’s home institution
- student ID number will be the same within the University of Maine System
- the imprinted signatures of the issuing institution registrar
- the imprinted seal of the issuing institution
- a common key that defines the grading system and other appropriate University of Maine System academic record features
Section Four: Revisions and Change Approvals
This APL provides guidelines for the requirements and purpose of the academic record in the University of Maine System. Future modifications may be considered based on recommendations from University of Maine System Registrars. Future modifications will be administered and supported by the office of the Vice Chancellor for Academic and Student Affairs. The final authority for approving modifications sits with the Vice Chancellor of Academic and Student Affairs. Any changes to this APL should be distributed widely to University of Maine System Registrars and Enrollment Managers.
The VCASA will determine whether changes to the APL are substantive or non-substantive. Substantive changes are required to follow the APL creation and revision process. Non-substantive changes to this APL do not require any review beyond the VCASA. Non-substantive changes are minor changes that do not affect the overall purpose and instructions outlined by the document. Non-substantive changes may take many forms, including, but not limited to: grammar or spelling corrections, inclusive language, technical revisions, updated names and contacts of pertinent offices or departments, or reorganized APL sections.
Section Five: Contact Information
For questions regarding the APL on the Academic Record, please contact the Office of the Vice Chancellor of Academic Affairs.