Students going to the registrar’s office for a transcript may need to budget in a little more money — 400 percent more.

The cost for an official hard-copy of a transcript was raised from $2 to $8 last July when the Registrar’s office began using a new software program from Avow Systems.

“For years we’ve been behind the times, but now we’re providing students with new technology,” said Rodney Parks, associate registrar.

As students request transcripts for graduate school and scholarship applications, many are only now realizing the increase.

“I was able to plan for it and factor it in, but instead of being a small amount, it was much larger,” said Caitlin McKibben, a senior international affairs major from Bremen.

Students applying to graduate school may apply to as many as eight schools, meaning $64 in transcript fees, in addition to application fees.

“There’s this idea that once you’ve gotten your diploma you can magically afford transcript and application fees,” said Brenda Neihouse, a senior political science major student applying to graduate school for a master’s in public policy and single mother of a teenage daughter.

The office also hopes to implement an additional PDF element of the software this spring that would allow students to attach an electronic copy of their transcript to an application.

Students would then be alerted whenever a potential employer opened their file.

Although Neihouse described the new tracking software as “brilliant,” she questioned the timing and the implementation of the increase.

“There are certain things we’re already paying for and a new software system should be budgeted for and included in the operational budget,” she said. “As their software program was antiquated over the years, why weren’t they planning?”

In addition to this software, the University announced a $6 increase to student technology fees next year to pay for replacing OASIS as well as the financial aid system.

Neihouse, 51, receives federal financial aid as well as Social Security for multiple disabilities including bipolar disorder and other physical disabilities.

Neihouse said she would like to see a financial waiver process in place for students who cannot afford to pay fees.

She first requested a reduced transcript fee in light of her financial situation through an email to Registrar Jan Hathcote on Nov. 20.

She wrote, “As I will be applying to six or eight schools, the cost to me will be in excess of $60, which is more than half   of a week’s groceries or a tank of gasoline.”

In response, Hathcote suggested sending unofficial copies of transcripts when possible and applying to fewer schools.

“Each school will also have application fees, you may want to limit your search to be able to cover all the costs,” she wrote on Nov. 22.

Neihouse was surprised by Hathcote’s response and answered with an email that reached upper University administration members, including University President Michael Adams and Provost Jere Morehead, along with all undergraduate department heads.

“First, I find it offensive that anyone working in any capacity at UGA would suggest that any graduating student limit their search for higher academic programs,” she wrote. “Not only is it not within your purview to make such a statement, but it also shows incredible insensitivity towards a student who has worked very hard and labored under incredibly difficult financial burdens.”

Other institutions offer financial aid and waivers, as well as testing services such as the GRE, LSAT and SAT.

“The only thing I will have to pay for is the transcripts from UGA because everyone else recognized my need,” Neihouse said. “I’ve paid with my time instead of my finances.”

In her case, all the institutions she applied to agreed to waive application and transcript fees after receiving documentation of her financial need from the Office of Student Financial Aid.

“It’s my belief that those supports need to be all along the process. There’s a reason we do a FAFSA and get an EFC estimate,” Neihouse said, as she referred to the Free Application for Federal Student Aid and Expected Family Contribution estimate.

Still, one difficulty in a waiver process is that there is a small window between when fall semester grades are added to a transcript and when applications for financial aid are due. Requesting a fee waiver along with the transcript could further delay the process.

To compensate for the increased cost, Parks said the Registrar’s office will offer free unofficial copies of transcripts.

But while some applications only require unofficial copies, printing out a full transcript is difficult with OASIS screen-by-screen display.

Transcript fees have remained at $2 for 40 years, according to Parks.

Though a sharp increase, he said the change brings the University’s fee in line with those of other institutions.

Georgia Tech, which also uses Avow Systems, charges $5 per transcript.

Parks said the higher fees account for the added costs of the system, which translates to $3.75 per copy. He also cited an increased cost in specialized, watermarked paper.

Among the difficulties of the old system was the processing of checks and cash, 40 percent of which was never collected. Students may now pay with debit, credit cards or money order.

Parks said he has received only one complaint about the increased cost compared to the many compliments about the increased ease and convenience of the system.

Emily Brock, a senior English and marketing major from Acworth, said some schools required her to send two official transcripts.

Aubrey Mowery, a senior from Marietta applying for a master’s degree program in health promotion, said she found the increase irritating.

“It’s one of those things the University has done and we can’t get around it,” she said.

Neihouse also described the level of control the University as a monopoly exercised over a captive audience.

She said students needing transcripts to apply to jobs and graduate schools have no option but to pay the fee.

“We all know more education is better for students, why would we want to add road blocks to their education?” Neihouse said. “To me it’s symptomatic of the University not paying attention to the needs of students.”

Transcript costs

Univ. of Georgia: $8

Georgia Tech: $5

Univ. of Tennessee: $10

Univ. of South Carolina: $8

Univ. of Florida: $6