This article explains how to review Final Transcript Grace Period requests.
It includes the following sections:
Reviewing Grace Period Requests
Recording Grace Period Request Decisions
- Grant a Grace Period Request
- Deny a Grace Period Request
- Cancel a Grace Period Request
- Set a Grace Period Request to "Pending" -- Pre-Set Message or Merge Field Message.
- Handling Multiple Grace Period Requests from the Same Applicant
Introduction
The deadlines for students to submit final official transcripts are:
- Spring Admitted Applicants: December 15
- Summer Japanese Pedagogy Admitted Applicants: TBD
- Fall Admitted Applicants: TBD
Applicants who believe their transcripts may arrive late will have the option to submit a Grace Period Request Form. They are given the link to this form via the transcript warning messages sent as the season progresses, so only students who are actually missing transcripts will be encouraged to request grace periods.
This article explains how to review these requests.
Reviewing Grace Period Requests
Run the query to identify grace period requests that need review.
2026 Grace Period Requests for Review
https://apply.gsas.columbia.edu/manage/query/query?id=1ee27c97-8dd8-4b60-926e-f579c8fa9d21
Note: the query results can certainly be exported to excel. For demo purposes, I'm writing the instructions for review within SLATE itself, we can revise as needed.
This query will return a list of all the forms submitted by applicants that still need to be reviewed. The results display one row of information per form submitted.
For example, if a student has submitted one form, and has already received a grace period decision, that record will no longer appear in this query's results. If the same student submits another grace period request later on, the record will reappear in the results, so that we know there is a new request to be processed.
The query results are alphabetized according to applicant last name, so that if one student has submitted multiple requests, it is easy to see all of those requests grouped together.
To help identify applicants with multiple requests on file, the 4th column of the report, "Forms Submitted," displays the number of forms submitted by the applicant.
The 5th column, "Grace Decisions," displays the number of grace period denied/granted activities that have been recorded for the applicant.
The 6th column notes whether a record has any requests marked as "pending."
The "Pending" status indicates that the request without a granted/denied decision has been marked pending. Remember that the grace period activities are tied to the student record, not the specific school.
To begin the review, click on the first applicant name.
The details of the submitted request will appear in a pop-up window.
In this screenshot, the school name/information is boxed in red, and the reason for the grace period request is boxed in green.
To continue your review, click on the corresponding "reason" to jump to its instructions.
Final Transcript Ordered but Delayed
Final Transcript Delayed Due to Institutional Academic Policy
Final Transcript Delayed for "Other" Reasons
Final Transcript Ordered but Delayed
Looking at the info pop-up from the query, scroll further down the display window to see the information about the transcript order.
The name of the transcript provider, the reason for the delay, and the date expected all appear as entered by the student on the form. (boxed in red, below)
To review the required upload of the receipt for the transcript order, open the student record.
To do this, scroll to the bottom of the pop-up window and right-click on the "Link to Record Dashboard."
From the menu that appears, choose "Open Link in New Tab."
The student record will open in a new tab. Click on this tab, then click on the application tab of the student record.
Scroll down to the "Materials" section.
Click on the material type, "Final Transcript Delayed - Order Confirmation."
The Materials pop-up window will appear.
In the "Memo" line, type in the name of the school for which this request was submitted.
To review the uploaded receipt, click "Display."
The uploaded document will open in a new tab. Click on the tab and review the uploaded receipt.
When you've completed your review, click the "X" to close the tab and return to the student record.
When you return to the student record, the materials pop-up is probably still open.
Click "Save."
Decide whether you wish to allow a grace period for receipt of this transcript.
For instructions to approve/deny the request, click the links below:
Final Transcript Delayed Due to Institutional Academic Policy
Looking at the info pop-up from the query, scroll further down the display window to see the information about the academic policy delay.
The reason for the delay, the date expected, and the institutional contact person's information all appear as entered by the student on the form. (boxed in red, below)
Applicants requesting a grace period because of their institution's academic policy must ask their registrar to email a letter of explanation directly to gsas-credentials@columbia.edu.
The letter should be requested BEFORE the student submits the grace period request form. Until this letter is received and reviewed, either no action should be taken for these grace period requests, or the request may be set to "pending." For instructions, click here.
When the letter arrives, follow these "Transcript Delay Approved" instructions.
New for 2026:
If an applicant has provided additional documentation, it will appear in the Materials section.
To view it, scroll down to the "Materials" section.
Click on the material type, "Final Transcript Delayed - Academic Policy."
The Materials pop-up window will appear.
In the "Memo" line, type in the name of the school for which this request was submitted.
To review the material, click "Display."
The uploaded document will open in a new tab. Click on the tab and review the uploaded documentation.
When you've completed your review, click the "X" to close the tab and return to the student record.
If the material window is still open, click "Save" to close it and save the information you added to the Memo line.
Final Transcript Delayed for "Other" Reasons
Looking at the info pop-up from the query, scroll down to the bottom of the display window to see the information about the "other" request.
The reason for the delay and the date expected all appear as entered by the student on the form. (boxed in red, below)
To check for and review the optional upload of supporting documentation, open the student record.
To do this, right-click on the "Link to Record Dashboard."
From the menu that appears, choose "Open Link in New Tab."
The student record will open in a new tab. Click on this tab, then click on the application tab of the student record.
Scroll down to the "Materials" section to check for supporting materials.
Look for the material type, "Final Transcript Delayed - Other Circumstances."
If present, click on the material.
The Materials pop-up window will appear.
In the "Memo" line, type in the name of the school for which this request was submitted.
To review the uploaded document, click "Display."
The uploaded document will open in a new tab. Click on the tab and review the materials.
When you've completed your review, click the "X" to close the tab and return to the student record.
When you return to the student record, the materials pop-up is probably still open.
Click "Close."
Decide whether you wish to allow a grace period for receipt of this transcript.
For instructions to approve/deny the request, click the links below:
Grant a Grace Period Request
Grant Extension, Step 1 of 2: Update Activity
Scroll down to the Activities section of the student record.
Click "New Activity."
- From the code menu, select "Grace Period Granted, Final Transcript."
-
In the Subject line, type: Grace Period Request Granted:
- It is essential that the Subject begins with those 30 characters or the email will not populate properly.
- Then type the name of the school for which the grace period will be granted after the colon.
- If you wish, in the Private Comments box, type any grace period decision notes you wish to save.
- Click the "Public" checkbox.
- In the Public Comments box, type "Transcript Due: Month, Year" to indicate when the transcript will be due. (i.e., Transcript Due: November, 2026)
- Review the typed-in School Name and Month, Year. The Subject/Public Comments will be used to populate an email to the student, so it is essential that the spelling and format are correct.
- To grant the grace period request, click "Save."
The grace period granted activity now displays on the student record.
The activity will also display on the applicant's status page.
The student will receive a notification email, which will read:
Your request for an extension of the deadline for submission of the final transcript from has been approved.
The deadline for receipt of your final official transcript and/or proof of degree from is the last day of {{Public Comments Month, Year}}. If we do not receive the transcript by this time, a hold may be placed on your student account.
Grant Extension, Step 2 of 2: Update Fields
Update Transcript Delay Approved Fields
Click on the "Credentials Verification" link, from the right-hand side of the student record.
Look to the bottom of the screen and click "Edit."
Enter the following information:
- Transcript Delay Approved: Type the Name of the School
- Transcript Expected: Type the Month, Year that the Transcript is Due
Click "Save."
Close the student record tab and return to the query to review the next request.
Deny a Grace Period Request
Scroll down to the Activities section of the student record.
Click "New Activity."
- From the code menu, select "Grace Period Denied, Final Transcript."
-
In the Subject line, type Grace Period Request Denied:
- It is essential that the Subject begins with those 29 characters or the email will not populate properly.
- Then type the name of the school for which the request will be denied after the colon.
- Optional: In the "Private Notes" section, record any comments you wish to save about the reason the request was denied.
- Click the "Public" checkbox.
-
In the Public Comments box, type the reason that the request was denied, along with any additional instructions for the applicant.
- IMPORTANT: The text entered as "Public Comments" will appear, exactly as typed, in the email to the student informing them of the denied extension. Some template text is attached as a word document, but whatever is entered here, please proofread spelling/grammar, etc.
- Additionally, please review the typed-in Subject/School Name. This will also be used to populate an email to the student, so it is essential that the spelling and format are correct.
- To deny the grace period request, click "Save."
The Grace Period Denied activity now appears on the student record.
The denial information also appears on the applicant status page:
The student will receive an email that reads:
Your request for an extension of the deadline for submission of the final transcript from {{Subject}} has been denied. The deadline for receipt of your final official transcript and/or proof of degree from {{Subject}} remains DEADLINE DATE.
{{Public Comments }
Sincerely,
Office of Admissions
Graduate School of Arts and Sciences
Columbia University
Close the student record tab and return to the query to review the next request.
Cancel a Grace Period Request
Scroll down to the Activities section of the student record.
Click "New Activity."
- From the code menu, select "Cancelled: Grace Period Request."
-
In the Subject line, type Grace Period Request Cancelled:
- It is essential that the Subject begins with those 32 characters or the email will not populate properly.
- Then type the name of the school for which the request will be cancelled after the colon.
- Optional: In the "Private Notes" section, record any comments you wish to save about the reason the request was cancelled.
- Click the "Public" checkbox.
-
In the Public Comments box, type comments noting that the request was cancelled and providing an explanation. (This is required, for the email message to the applicant to make sense.)
- IMPORTANT: The text entered as "Public Comments" will appear, exactly as typed, in the email to the student informing them of the cancelled request. Some template text is attached as a word document, but whatever is entered here, please proofread spelling/grammar, etc.
- Additionally, please review the typed-in Subject/School Name. This will also be used to populate an email to the student, so it is essential that the spelling and format are correct.
- To designate the grace period request as "cancelled," click "Save."
The Grace Period Cancelled activity now appears on the student record.
The cancellation information also appears on the applicant status page:
The student will receive an email that reads:
We have reviewed the Final Transcript Grace Period Request Form that you submitted for {{Subject}}.
{{Public Comments }
Sincerely,
Office of Admissions
Graduate School of Arts and Sciences
Columbia University
Close the student record tab and return to the query to review the next request.
Set a Grace Period Request to "Pending"
If no approval/denial action can be taken because a letter is required from the applicant's school, or there is some other action/material required before an approved/denied decision can be made, you can record a "Pending" activity.
Pending: Grace Period Request, Merge Field Message
The "Pending: Grace Period Request, Merge Field Message" may be recorded for applicants whose situation requires custom instructions.
Scroll down to the Activities section of the student record and click "New Activity."
Make the following selections/entries on the Activity Window:
- From the code menu, select "Pending: Grace Period Request, Merge Field Message"
- In the Subject line, type Grace Period Request Pending:
- It is essential that the Subject begins with those 30 characters or the email will not populate properly.
- Type the name of the school after the colon.
- If you wish, in the Private Comments box, type any internal notes you wish to save.
- Click the "Public" checkbox, so that the pending activity will write to the student's status page.
-
In the Public Comments box, type comments noting that the request is pending and providing information/instructions as needed.
- IMPORTANT: The text entered as "Public Comments" will appear, exactly as typed, in the email to the student informing them of the cancelled request.
- Review the typed-in School Name. The Subject will be used to populate an email to the student, so it is essential that the spelling and format are correct.
- To set this request to "pending," click "Save."
The activity will now display on the student record:
And the "Pending" status will appear as an activity on the applicant status page:
An email will be sent to the applicant:
Dear First Last,
Your request for an extension of the deadline for submission of the final transcript from {{Subject}} has been received.
{{Public-Comments}}
Sincerely,
Office of Admissions
Graduate School of Arts and Sciences
Columbia University
The student record will continue to appear in the query of requests to be processed until all grace period requests on the record have corresponding granted or denied activities.
Handling Multiple Grace Period Requests
If an applicant's prior grace period request has been set to PENDING or DENIED:
No special instructions. Review the newest request and process according to the instructions above.
If an applicant's prior grace period request has been APPROVED:
Review the new request.
To DENY the new request:
No special instructions. Record the grace period denied activity according to the normal instructions, above.
To GRANT the NEW request:
Scroll down to the Activities section of the student record to record the approval.
Click "New Activity."
- From the code menu, select "Grace Period Granted, Final Transcript."
-
In the Subject line, type Grace Period Request Granted:
- It is essential that the Subject begins with those 30 characters or the email will not populate properly.
- Then type the name of the school for which the grace period will be granted after the colon.
- If you wish, in the Private Comments box, type any grace period decision notes you wish to save.
- Click the "Public" checkbox.
- In the Public Comments box, type "Transcript Due: Month, Year" to indicate when the transcript will be due. (i.e., Transcript Due: November, 2020)
- Review the typed-in School Name and Month, Year. The Subject/Public Comments will be used to populate an email to the student, so it is essential that the spelling and format are correct.
- To grant the grace period request, click "Save."
The grace period granted activity now displays on the student record and on the applicant's status page.
An email will automatically send to the applicant to inform them the request has been granted.
Review & Update Transcript Delay Approved Fields
Click on the "Credentials Verification" link, from the right-hand side of the student record.
Look to the bottom of the screen and click "Edit."
Because a grace period request has already been approved, the Transcript Delay Approved/Expected fields are already populated.
Add the newly approved school name to the Transcript Delay Approved Field.
Review the existing "Transcript Expected" information.
If the Month, Year listed is the SAME or LATER than the date on which the newly reviewed transcript is expected, make no changes.
If the Month, Year listed is EARLIER than the date on which the new school's transcript is expected, update this field to reflect the later date.
For example, this applicant's UC Davis transcript is due by the end of November, 2020. We have just approved a grace period request for Raritan Valley, which is expected by the end of December, 2020. In this case, we should change the "Transcript Expected" field to "December, 2020."
Click "Save."
If there are more than two requests approved for the same student, continue to add the school names to the "Transcript Delay Approved" field, separating each school name with a comma.
The "Transcript Expected" field should always reflect the latest "month, year" in which a transcript is expected.