REGISTRAR OFFICE
The High School Registrars are the Principal’s custodian of Student Educational Cumulative Files and Official Transcripts for current students and the most recent Alumni.  The Registrar maintains, posts, certifies, transmits and processes: Transcripts, Grading Cycles, Progress Reports, Report Cards, College and Credit recovery marks (grades); Cumulative records.  Sends Official Records to Out of District Schools, local & legal Agencies and Parents/Students; as well as Requests the Cumulative records from out of district for New students to MHS.  Expedites and processes the withdraw/dis-enrollment procedures for students transferring out of MHS.  Certifies a wide assortment of Verification forms and Legal documentation.

Student academic records are classified as Confidential and will only be released to the student &/or parent (if pupil under 18) , unless parent or student issues a written authorization to release records to anyone else or agency in accordance with the Public Information Act and the Family Educational Rights and Privacy Act of 1974.  Student information will not be disclosed via phone conversation.

TRANSCRIPTS
A transcript is a formal report supplied by an accredited school on the academic record of an individual student, listing subjects studied, final marks (grades) earned, credits issued, school year and dates of attendance, and any other certifications or information deemed important by the school district.
An Official Transcript includes Madera High School’s signia/embossment, the signature of the Registrar (or Principal), and sealed in an envelope.  For official purposes only.  Transcript is unofficial after the seal is broken.  Only the college, agency or employer receiving it may open the sealed envelope.
An Unofficial transcript is unsealed, used for informational purposes and does not include the signature or embossment.  It is stamped ‘Unofficial’.  For personal use; making copies is permissible.

PARENT OR PUPIL REQUESTING STUDENT CUMULATIVE RECORDS AND/OR TRANSCRIPTS
Current students and last year’s Alumni may request via:

• Parchment.com – an online service that provides Electronic Transcripts sent electronically, securely & directly to colleges
• MHS-Registrar’s online Request for Records – Google form
• Pupil Request-for/Release-of Educational Records – PDF form which can be printed, filled-out and faxed, emailed, or brought to the school

WITHDRAWAL PROCEDURE FOR STUDENTS TRANSFERRING OUT OF MHS
When students are transferring between schools, they are to remain enrolled at the current school until enrollment is completed at the next school.  Parents are to contact the Registrar to initiate the withdrawal of their child, for a smooth and proactive transfer to the receiving school.  Unofficial records will be issued to the parent to enroll at the next school.  Receiving school is to confirm withdrawal of the student from MHS to enroll with them, by emailing or faxing a formal request for records to the Registrar; this is verification of enrollment and allows her to officially inactivate student from MUSD portal. 

RECEIVING OUT OF DISTRICT SCHOOL:
Parents/students receive a copy of the unofficial transcript, withdrawal slip, attendance, discipline, and language data when withdrawing.  To request unofficial or official records please submit a request via Fax, Email, or U.S. mail to the Registrar.

RELEASING OUT OF DISTRICT SCHOOL:
Please do not mail Cumulative Records until you receive a formal request for the Official Transcript and Cumulative Records from Madera High’s REGISTRAR; this will follow after the student has started school.  Madera Unified School District requests a COPY-only of your district’s Cumulative Records to include an Official transcript.  Please do not forward your original cumulative file; original out of district Cumulative Files will be returned per the administrative directive of MUSD Student Services Dept. 

ALUMNI PRIOR TO THE MOST RECENT GRADUATING CLASS, SUBMIT RECORD REQUESTS TO:
Madera Unified District Office - Student Services Department - 1820 Howard Road Madera, CA 93637
District Registrar Belen Lopez - email: belenlopez@maderausd.org - Direct Line: (559) 416-5862
Main Line: (559) 416-5858 and Fax: (559) 661-2005

Prior to 2010, non-degree-granting schools were required to maintain transcripts for five years, and degree-granting schools were required to maintain transcripts for 50 years.  As of January 1, 2010, schools are mandated to permanently maintain transcripts. (94900. Required Student Records).