Registration & Records
The Office of Registration and Records is responsible for maintaining student academic records and providing related services such as degree audits, student data management, enrollment and degree verification, transcripts, class scheduling, academic policy implementation, records management, and the awarding of transfer credits and diplomas. We ensure the integrity of academic records and student data while delivering high-quality, student-focused services.
Requests & Forms
Hilbert College participates in the Western New York Consortium for Higher Education, allowing eligible students to enroll in one course per semester at another participating institution. Students must review the following guidelines carefully before completing the cross-registration form. Failure to follow these procedures may result in the course not applying toward degree requirements or incurring unexpected tuition charges.
Eligibility and Requirements
To participate in cross-registration, students must meet the following criteria:
- Be a full-time, matriculated undergraduate student at Hilbert College (enrolled in at least 12 credit hours during the semester of cross-registration).
- Enroll in no more than one cross-registered course per fall or spring semester.
- Select a course that is not being offered at Hilbert College during the same semester.
- Only undergraduate-level courses are eligible. Independent studies, internships, and graduate courses are not permitted through cross-registration.
Tuition and Credit
If the student’s combined course load (Hilbert + cross-registered course) does not exceed 18 credit hours, no additional tuition will be charged by the host institution. Cross-registered courses are treated as Hilbert coursework, and both the credits and final grade will be calculated into the student’s GPA.
The host institution may charge additional fees that the student is responsible for outside of their Hilbert tuition.
Additional Information
View the full list of participating institutions and instructions for submitting a cross-registration form.
For questions or assistance, students should contact the Registration and Records at studentrecords@hilbert.edu.
Replacement/duplicate diplomas can be ordered online through Paradigm. They will be printed on the most recent diploma paper with current official signatures and as such may not be an exact copy of your original diploma that you received upon graduation. There is a $60 fee for diplomas which includes processing and shipping costs. Please allow 3-4 weeks for delivery. Paradigm will send out an email confirmation once the diploma has been mailed. *All holds must be cleared from your record before a diploma order can be fulfilled.
Official transcripts are a permanent record of your academic history, including all courses attempted, final grades, credits earned, and degrees awarded at both the undergraduate and graduate levels.
Transcripts can be ordered online 24/7 through the National Student Clearinghouse.
- Cost: $15.00 per transcript
- Additional processing fee: Up to $3.50
- Students are not charged until the order is processed
- Orders are non-refundable once processed
- Attachments can be included if needed
Records & Verification Services
- 2024-25 Catalog (PDF)
- 2023-24 Catalog (PDF)
- 2022-23 Catalog (PDF)
- 2021-22 Catalog (PDF)
- 2020-21 Catalog (PDF)
- 2019-20 Catalog (PDF)
- 2019-20 Catalog Addendum (PDF)
- 2018-19 Catalog
For older catalogs, please email the Office of Registration and Records or visit the McGrath Library.
If you need proof of current or past enrollment, or degree completion, you have two options:
- Official Transcript – Shows enrollment dates, courses, grades, and degrees.
- Enrollment Verification Certificate – Confirms enrollment status but does not include GPA, grades, or course details.
Verification documents are commonly required for:
- Scholarships
- Insurance
- Jury duty
- Employment
- Loan deferment
Current Students
Current students can download free Enrollment Verification Certificates through the MyHub Portal using the link below or by logging into Self-Service and selecting Student Record Forms. Hilbert login credentials are required. Once in MyHub, choose “Download Certificates.” You can also request transcripts through MyHub.
Former Students
If you no longer have access to Hilbert login credentials:
- Visit the National Student Clearinghouse to request enrollment verification ($19.95 fee).
- Or, request an official transcript, which includes enrollment dates and final grades.
For Employers or Third Parties
Verification can be requested directly through the National Student Clearinghouse by selecting the “Verify Now” option. A $19.95 fee applies for third-party requests.
With regard to privacy, personally identifiable information may not be disclosed to others without prior written consent of the student, except for specific cases defined by the U.S. Department of Education. The school must annually distribute to all enrolled students a notice of the availability of the information that is required to be made available to students under the Family Educational Rights and Privacy Act (FERPA). This act is also known as the Buckley Amendment which was passed by Congress in 1974.
For full details on Hilbert College’s FERPA policy, please visit our Consumer Information page.
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.
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.
