Enrollment and Degree Verification

Degree Verification

Effective August 24, 2012, St. Mary's has partnered with the National Student Clearinghouse (NSC) to provide enrollment and degree verifications. A third party such as employers and background screening companies requesting student enrollment or degree information must contact the National Clearinghouse at:

• Web: www.degreeverify.org
• Phone: 703.742.4200
• Fax: 703.318.4058
• Email: service@studentclaringhouse.org
• National Student Clearinghouse
  2300 Dulles Station Boulevard, Suite 300
  Herndon, VA 20171

If you are a graduate from St. Mary's University and require a letter of completion/degree for your own personal use, complete the Verification of Enrollment or Degree Form.

The Registrar's Office will complete any forms or provide letters for all types of verification including loan deferments, health insurance forms, jury duty, military I.D., address confirmation, VA benefit, etc. Requests may be made in person or by mail or fax. St. Mary's University does not accept e-mail or telephone requests for verification letters. A Verification of Enrollment or Degree Form is available online and also in the Registrar's Office. Allow at least 1 to 2 business days for processing except during the first week of school when one week is required. There is NO CHARGE for this service.

IMPORTANT:The Registrar's Office prefers that students pick up their verification form/letter and mail it themselves. Students are asked to verify the accuracy of the information contained in the form/letter before they leave the Registrar's Office. Students are also encouraged to make a copy for their own personal records before submitting the form/letter to their bank, insurance company, etc. If the form/letter is not picked up within ten working days, it will be mailed to the address on the request form submitted. Currently enrolled students are required to provide their St. Mary's identification card when picking up their verification form/letter.

***If students require verification of additional information such as grade point average and number of hours completed, this special request must be stated when students submit their verification request form to the Registrar's Office for processing.***

When mailing or faxing a verification request, please refer to the following contact information:

• Phone: 210.436.3701 option 4
• Fax: 210.431.2217
• Email: registrar@stmarytx.edu
• St. Mary's University
  Office of the Registrar
  One Camino Santa Maria
  San Antonio, TX 78228-8576
  

Student Loan Deferment Processing

St. Mary's University participates in the National Student Clearinghouse (NSC). Five times a semester (30 days prior to semester begins, after the 75% refund period, after mid-term break, after last day to drop and after final exams), the University submits a report of students' enrollment status and proposed graduation date to the NSC, which in turn supplies the information to lending agencies. The Clearinghouse will be responsible for providing status and deferment information, on behalf of the school, to guaranty agencies, lenders, servicers, and the Department of Education's NSLDS Phase.

If a student's lender does not participate in the NSC, the student will need to request a letter of enrollment verification every semester. Requests may be made in person or by mail or fax. Students may also download the form from the Registrar website.St. Mary's does not accept e-mail or telephone requests for verification letters.Allow at least 1 to 2 business days for processing except during the first week of school when one week is required.There is NO CHARGE for this service.

To learn further information on how the NSC organization works contact them at:

National Student Clearinghouse
2300 Dulles Station Boulevard, Suite 300
Herndon, VA 21071-3019
ph: 703.742.4200
fx: 703.318-4058
www.nslc.org

Hours Constituting Full-Time/Half-Time Enrollment

UNDERGRADUATE (including special visitors, auditors, and post-baccalaureate) enrollment:
Semester	Summer Semesters	are verified as follows:
12+ credit hours	12+ credit hours	Full-time
6 - 11 credit hours	6 - 11 credit hours	Half-time
1 - 5 credit hours	1 - 5 credit hours	Less than half-time

GRADUATE/PHD* (including special graduate, auditors, post-master and post-doctorate) enrollment:
Semester	Summer Semesters	Eight week classes	are verified as follows:
8+ credit hours	3+ credit hours	6+ credit hours	Full-time
5-7 credit hours	2 credit hours	4-5 credit hours	3/4 time
4 credit hours		3 credit hours	Half-time
1-3 credit hours	1 credit hours	1-2 credit hours	Less than half-time

*Upon request, the Registrar will certify students as full time during the semester in which they intend to graduate if they are enrolled in the number of hours required to complete the degree, irrespective of the number of hours involved.Students enrolled in 3 semester hours of CN8390, 8391 or 8392 Dissertation are considered full-time students.

LAW (including special visitors, auditors, and masters of law) enrollment:
Semester	Summer Semesters	Are verified as follows:
10+ credit hours	3+ credit hours	Full-time
6 - 9 credit hours	2 credit hours	3/4 time
5 credit hours		Half-time
1 - 4 credit hours	1 credit hours	Less than half-time

Procedures for Obtaining an Apostille

What is an Apostille?

An Apostille is a form of authentication issue to documents for use in countries that participate in the 1961 Hague Convention Abolishing the Requirement of Legalization of Foreign Public Documents. The completed Apostille certifies the authenticity of the signature of the notary, the capacity in which the person signing the document has acted, and identifies the seal/stamp that the document bears.

How can I obtain such a document?

St. Mary's University does not prepare Apostille, but may assist you in obtaining such certification of authenticity. Upon request, the Registrar's Office will require that the student complete the "Notarize Document Request Form" at the end of this web page and include the documents to be notarized. The following documents may be notarized:

1. Official St. Mary's transcript with original Registrar's Signature.
2. Good quality copy of St. Mary's University diploma. DO NOT MAIL ORIGINAL DIPLOMA.

Please contact country where document is required beforehand to verify what is required before placing your request.

The whole process usually takes five to seven working days.

Once the student receives the notarized documents, the student acquires his/her Apostille through the Texas Secretary of State. It is Form 2102, Request Form for Official Certificate or Apostille on a Texas Notary Public form used to request official certification of a Texas notary public. Here is the website: http://www.sos.state.tx.us/authinfo.shtml

Texas Secretary of State
Authentication Unit
P. O. Box 13550
Austin, Texas 78711-3550

or

1019 Brazos Street
Austin, Texas 78701
512-463-5705

If you would like for us to mail your notarized document(s) to the Texas Secretary of State Authentications Unit, please enclose the following information with your request:

1. Transcripts request form along with $3.00 payment per transcript and/or good quality copy of the St. Mary's diploma. DO NOT MAIL ORIGINAL DIPLOMA. Processing time is three to five working days.
2. Completed Form 2102 "Request Form for Official Certification or Apostille on a Texas Notary Public" may be used for the request, or you may submit the following information:
   1. The original document requiring authentication.
   2. The foreign country or state where the document will be filed.
   3. Number of Certificates/Apostilles
   4. The fee of $15.00 per certification/Apostille. Fee subject to change, contact Texas Secretary of State.
   5. Payment should be payable to the Secretary of State. If paying by credit card, include Form#2101 (Card Payment Form).
3. Enclosed two appropriately sized addressed, prepaid mailers to forward the documents to the Texas Secretary of State and return to you. (Overnight service recommended for tracking purposes ---FedEx, UPS, DHL, etc.):
   
   One mailer addressed to
   Texas Secretary of State
   Authentications Unit
   P.O. Box 13550
   Austin, TX 78711-3550
   
   Second mailer addressed to you for the return of authenticated documents.
   
4. Contact the Texas Secretary of State Notary Public Unit for processing time at (512) 463-5705.