Contact Us

Have a question for the Student Records Office? Contact us.

Franciscan Hall, First Floor
Office: 716-926-8830
Fax: 716-649-1152

Katelyn Letizia
Katelyn Letizia
Kaitlyn Haskins photo
Kaitlyn Haskins 
Student Records Clerk

Students touring Student Records during orientation


Effective immediately, all undergraduate and graduate students will be permitted to convert courses to pass/fail grading for the Spring 2020 semester.


At the end of the semester, all faculty will submit course grades (A-F) to student records. Student’s will have 7 business days after grades are posted to notify student records to move courses to pass/fail grading if they elect to do so. There are no restrictions on which courses or on how many courses can be elected as pass/fail. Students can make the decision on a course-by-course basis.


At the graduate level, the grading system of S/U (satisfactory/unsatisfactory) is already in place. For courses that do not use this grading system, students will have 7 days after grades are posted to choose to move your courses to S/U grading.


Important Considerations for P/F and S/U grades:

  • The decision to switch to pass/fail is irreversible.
  • Students earning an equivalent of “D-” or better will be awarded a grade of “P” or “S” with the following exception:
    • Courses that are required to have a “C” or better to move on to the next course cannot convert a grade to a “P” if the grade is a “C-” or less. These courses include but are not limited to lab sciences and accounting courses.
  • Any course a student elects to convert to a “P” grade is NOT computed into a student’s semester or cumulative GPA.
  • A grade of “F” (failing) is recorded normally and computed into a student’s GPA.
  • A repeated course may be converted to a “P” or “S” grade, with knowledge that the student loses the benefit of improving their GPA, though the credits will still count toward major and degree requirements.
  • Conversion to pass/fail cannot be done prior to grades being posted.

The decision to allow this flexibility is a direct acknowledgement of this unprecedented situation. We expect our remote courses to maintain the highest quality instruction possible. We expect you to continue to seek the most from your courses. Faculty advisors are ready to assist in determining what is in your own best interest in the short- and long-term.



Due to current limitations on campus access, processing times for transcripts will be delayed. Please follow the transcript request link for more information.

Student Records

The Student Records Office is located on the second floor of Franciscan Hall. Services include course registration, transcript processing, and enrollment verification. 

Obtaining Documents and Data Originating from another Agency or Institution

In accordance with national record release standards, we do not release documents that have become the property of Hilbert College through a legal release to a third party. In addition, the college does not release or verify other pieces of personal information such as visa numbers, social security numbers, passport numbers, health conditions, etc. We are not the official, legal custodian of record for any data that was not assigned by the institution or for documents that did not originate at Hilbert College and therefore do not have the legal authority to release them. This includes documents such as high school records and transcripts, ACT/SAT scores, AP/IB/CLEP/DSST scores or degree information and college transcripts from other institutions. These records are the property of the college and are for our internal college purposes only. Please contact the originating agency, organization or institution that produced the original records to obtain a legal copy.

NOTE! Hilbert College cannot certify, verify or validate documents as "original" - "authentic" - "verified" - "certified" (etc.) with the college seal and official signatures unless they originate at the college. This includes copies of diplomas, transcript or other documents previously released to the student or a third party. Students who require an additional certified or notarized diploma, transcript or other official Hilbert College document, should contact us to order one.


Student Records Office Hours

Due to recent events, all non-essential personnel will be working remotely beginning March 19th. Please allow for extended response times from Student Records. 

Monday: 8:30 am - 5:00 pm
Tuesday: 8:30 am - 5:00 pm
8:30 am - 5:00 pm
Thursday: 8:30 am - 5:00 pm
 Friday: 8:30 am - 4:30 pm

Please note: hours are subject to change during periods of registration and the summer months.