People Strategy, Equity, and Culture

Official College Transcript Procedures for Employees

Transcript Requirements and Procedures

Within 90 days of hire, all professional employees (full-time and part-time Faculty, Academic Professionals and Management) are required to supply Official Transcripts for ALL degrees earned. For transcripts to be considered ‘official’, there are four options:

  1. Mailed directly from the degree granting institution to:

    Portland Community College
    Attn: HRIS Dept
    PO Box 19000
    Portland, OR 97280-0990

  2. Sent electronically from the granting institution to: hris-group@pcc.edu
  3. Sent via third party transcript service
  4. Bring the official transcript in a sealed, unopened envelope from the granting institution to the administrative assistant in the department you will be working with.

Foreign degree transcripts are required to be evaluated by a U.S. credential evaluation agency. Costs of this service (and any required translation) are the responsibility of the employee. Learn more about foreign degree transcripts and credential evaluation agencies.

Requests and related costs for producing official transcripts are the responsibility of the employee. All earned degrees will be listed in the PCC Catalog. Hiring Departments are expected to routinely audit receipt of official transcripts for their professional staff See below for more information about auditing for receipt of transcripts.

For further information, contact your Human Resource Representative.

Faculty Qualifications and Instructor Approval Form

The instructor approval form is required for all part-time faculty. The form is only required for full-time faculty when qualifications are based on demonstrated competency. The form certifies that the faculty member meets the SAC-determined qualifications for the discipline. When faculty qualifications are met through demonstrated competency and/or qualifications set by a licensing organization in the field, the faculty member must provide supportive documentation of their fulfillment of SAC-determined requirements.

The instructor approval form is to be completed and signed by the administrative supervisor, then forwarded to the dean of instruction for review and approval. When qualifications are based on demonstrated competency the form must be approved by the vice president of Academic and Student Affairs. Upon approval, the signed form will be returned to the division dean or appropriate administrative supervisor. The division dean will retain a copy for the division office and the original instructor approval form will be submitted to the HR Department to be included in the employee’s official personnel file.

Audit Report for Managers of Full-Time Professional Employees

Hiring Departments are expected to routinely audit receipt of official transcripts for their professional staff. The Banner audit report name is, PWRFTAT, ‘ Full Time Professional Employees Transcript Audit Report’. There are instructions on how to run the PWRFTAT report located on the PCC intranet.

Audit Report for Managers of Part-Time Faculty

Hiring Departments are expected to routinely audit receipt of official transcripts for their professional staff. The Banner audit report name is, PWRTRAT, ‘Part Time Faculty Transcript Audit Report’. There are instructions on how to run the PWRTRAT report located on the PCC intranet.