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Online transcript request

Introduction

TranSwift is an online transcript request and management service, developed by the University Information Technology Services (UITS) for current students and alumni of KNUST, including affiliate students, to make academic transcripts requests, indicating the form of transcript and the mode of delivery. Transcript can be generated in the form of hardcopy for self pickup by applicant or courier, as indicated by the applicant OR softcopy which is sent to the provided recipient’s email address. Both official and students’ copy transcript requests are processed on this system.

Barring any unforeseen circumstances, softcopy transcripts are processed at most 2 days after submission of request by the applicant while hardcopy transcripts are processed at most  4 working days after submission of request by the applicant.

At each stage of the process, applicants are notified by email.

 

NB: Current students should use the student portal to make transcripts requests.

The registration process for Alumni is as follows:

  • Go to transcript.knust.edu.gh and click on REGISTER
  • Provide a valid personal email address
  • Choose your password which should have a length of at least seven(7) with a combination of alphanumerics, upper and lower case characters, and at least one digit.
  • A confirmation mail will be sent to the email address you provided which will require that you click to confirm your identity.
  • Go to transcript.knust.edu.gh and click on LOGIN
  • Enter your username(i.e transcript@xxx.com) and password. NB: username is the email address you used during the registration process.
  • Click LOG IN or press enters to login into the transcript system.
  • Provide information such as an official passport picture, surname, other names, Gender, Date of Birth, etc. by filling the personal information fields. Click Next
  • Provide valid identification documents and details in the Identification section. Click Next
  • Provide details on the programme of study at the Programme(s) Read section. Ensure to provide accurate details of the programme as well as arrange your name in the right order as shown on your certificate. Click Verify to verify that the programme details are accurate/valid.
    • If you can not be verified (Verification unsuccessful) but are sure that your programme details are right, click Next
    • Click “Add Another Programme” to add a new programme of study if any. Click Verify to verify that your programme details are valid. Click next to proceed to the final section.
    • You can delete the programme information by clicking on the delete button on the right top corner of the programme.
  • In the Review section, you should have a record of all the details you provided in each section. If you are sure that all the information in the review section is accurate, click “Submit”.
  • A success pop-up message will be displayed to inform you that your profile creation has been successfully completed.
  • Click “New Transcript” on the menu bar of the application.
  • Select your “Programme of study” using the dropdown field. The programme of study you select during the profile creation will be displayed.
  • Select the “Type of Transcript” you need. It is either an Official copy or a Student copy. Please make sure to read and understand the instructions that come with any of the options in this section. Choose Yes if that is what you want else choose No. Then select the best option that suits you well.
  • Select the “Processing Type” which has only one option: Normal.
  • Select the “Delivery Mode” of your choice either “Email”, “Email and Hard Copy” or Hard copy. Based on the choice you make additional fields will be required.
    • Email Option;
      • Recipient Name
      • Recipient Address (Official Postal Address is required if you opt for an official copy transcript). Follow the instruction that has been provided above and below this field, ensure what it says.
      • Recipient City/Town
      • Recipient Phone Number
      • Recipient’s Landmark/Ghana Post GPS
      • Email Address(Personal address for Student copy and Official Address for Official copy Transcript)
    • Email and hard copy Option;
      • Select “Destination Country
      • Select your “Preferred Delivery Option” i.e EMS or Self-Pickup
      • Recipient Name
      • Recipient Address (Official Postal Address is required if you opt for an official copy transcript). Follow the instruction that has been provided above and below this field, ensure what it says.
      • Recipient City/Town
      • Recipient Phone Number
      • Recipient’s Landmark/Ghana Post GPS
      • Email Address(Personal address for Student copy and Official Address for Official copy Transcript)
    • Hard copy Option;
      • Select “Destination Country”
      • Select your “Preferred Delivery Option” i.e EMS or Self-Pickup
      • Recipient Name
      • Recipient Address (Official Postal Address is required if you opt for an official copy transcript). Follow the instruction that has been provided above and below this field, ensure what it says.
      • Recipient City/Town
      • Recipient Phone Number
      • Recipient’s Landmark/Ghana Post GPS
  • Click Next to review your request.
  • Click Submit, The message “ Submitted request. Click 'OK' to proceed to payment” will be displayed. Click OK.
  • NB: Note that the actual pay for one transcript request either official or student copy is GHC 60.00. There is no charge for the self-pickup option but extra payments are added to the cost if you opt for EMS as your delivery option.

A transcript request is complete after you pay for the request. All payments are NOT REFUNDABLE. Refer to the section on “UNSUCCESSFUL//PENDING PAYMENT” for further details.

You will be directed to the “pay for transcript” page after the successful submission of a request. You will see the details of the request including the total cost of the transcript.

To initiate the payment;

  • Scroll to the bottom of the “Pay For Transcript” page.
  • You will see some information about the payment. Click on the “Pay For Request” button.
  • You will be directed to the “TheTeller” payment platform. You should see your email, the total cost of the transcript, and two payment options, that’s “PAY WITH CARD” and “PAY WITH MOBILE”.
    • For the “PAY WITH CARD” option; you can either pay with a VISA or a Mastercard
    • For the “PAY WITH MOBILE” option; you can either pay with MTN, Vodafone Cash, Tigo, Airtel, G-Money, or Merchant Float.
  • Select any payment option of your choice and follow the instructions that will follow.
  • You will be redirected back to the “Pay For Transcript” page with a Transaction successful message and digital receipt if your transaction was successful else you see an unsuccessful message.
  • Receipt of the success message means that your transcript has been successfully submitted.

If you received a confirmation message that the transcript cost has been deducted from your account but the resulting message on the transcript system is “Payment Unsuccessful”.

  • Refresh the page and click on the “Transcript Request” button. You should see the request you made.
  • If the payment has been confirmed, the status of the request will be Paid in green color.
  • If you still see the status as “Pending Payment” , while the amount has been deducted. Click on the request to view the request details. you will see the “Confirm Payment” button at the top of the request review page. Click on the confirm payment button to successfully pay for the request. If the payment gets confirmed, the system will provide you with a digital receipt of the payment.
  • If all of the processes above fail, please contact the support service desk via https://helpdesk.knust.edu.gh

All transcript requests pass through three(3) stages; Submitted, Approved - Processing , and Sent.

These stages are displayed at the top of all transcript requests you make. 

  • Submitted: A transcript request is staged at the submitted track when the request has either been made with status pending payment or with status paid. In both cases, a notification of transcript request submission will be sent to the email address you provided.

Please note: Your transcript is received at the respective transcript office only after payment is successful. That’s when the status of the request is paid.

NB: Once a transcript request has been successfully submitted, you cannot edit any of the details you provided.

  • Approved - Processing: The transcript request moves to Approved - Processing (highlighted with green color), if the faculty approves your transcript request.

When the office to which you made the request requires further details to approve the request, a notification with the necessary instructions will be sent to your email. If the issue is with your transcript request, you will see “Allow Edit” at the bottom of the request.

  • Sent: When your email transcript request has been sent or when your hard copy or all your request specifications have been met by KNUST.

 

NB: A notification system has been put in place to get you informed via email about every action that will be performed on your transcript request, right from the submission of the request till it reaches the final destination you specified.

Transcripts are generally processed at the Faculty level. Official correspondence can be sent to the following email addresses:

Transcript Office Name Email Address
Faculty of Agriculture transcript.fagric@knust.edu.gh
Faculty of Allied Health Sciences transcript.fahs@knust.edu.gh
Faculty of Art transcript.fart@knust.edu.gh
Faculty of Biosciences transcript.fbios@knust.edu.gh
Faculty of Built Environment transcript.fbe@knust.edu.gh
Faculty of Civil and Geo-Engineering transcript.coe@knust.edu.gh
Faculty of Educational Studies transcript.fes@knust.edu.gh
Faculty of Electrical and Computer Engineering transcript.coe@knust.edu.gh
Faculty of Law transcript.flaw@knust.edu.gh
Faculty of Mechanical and Chemical Engineering transcript.coe@knust.edu.gh
Faculty of Pharmacy and Pharmaceutical Sciences transcript.fpps@knust.edu.gh
Faculty of Physical and Computational Sciences transcript.fpcs@knust.edu.gh
Faculty Of Renewable Natural Resources transcript.fornr@knust.edu.gh
Faculty of Social Sciences transcript.fss@knust.edu.gh
Institute of Distance Learning transcript.idl@knust.edu.gh
KNUST School of Business transcript.knustsb@knust.edu.gh
School of Graduate Studies transcript.sgs@knust.edu.gh
School of Medicine and Dentistry transcript.smd@knust.edu.gh
School of Public Health transcript.sph@knust.edu.gh
School of Veterinary Medicine transcript.svm@knust.edu.gh