Records Office Service Forms
The majority of services provided by the ECU Records Office require completion of a request form. Most forms are only available in Etrieve (ECU's electronic form submission system). A few forms are made available in PDF format. Forms not available in PDF format must be submitted via Etrieve.
How to Submit Paper/PDF Forms
You can turn in a paper copy to the Records Office or email a completed and scanned
copy directly from your ECU email address. If you are a current student, or have attended
within the last calendar year, forms will NOT be accepted via email if sent from a
third party address (e.g., @google.com, @yahoo.com, etc.). To submit a form by email,
you may send it to registrar@ecok.edu. Please allow three business days for processing.
An exception is the name change request form, which must be either faxed (580-559-5432), physically mailed or submitted in person. Students should consult the current academic
catalog for relevant academic policies. The statements above apply only to those forms
available in PDF format. Do not attempt to print and email forms from Etrieve.
If Someone Else is Picking Up Your Document
If you need someone other than yourself to pick-up a document from the Records Office,
after submitting your request form, send an email to registrar@ecok.edu with a copy
of the person’s photo ID who you wish to receive the document. The photo ID must be
clearly visible and legible – otherwise the document will not be released. If you
email is not sent from your ecok.edu address, you must also include one of your own
photo IDs.
If Unable to Sign-In to Etrieve
Students (current and former) who need to access an Etrieve form, but who cannot sign-in
to Etrieve for any reason, must contact the I.T. Help Desk. The Records Office cannot assist you with sign-in issues of any kind.
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Electronic Etrieve Forms
Of the forms below, only those marked (*) are also available in PDF format. Students must sign-in to Etrieve to submit electronic forms. Students unable to access Etrieve should attempt to reset their password or contact the I.T. Helpdesk for assistance. Students should consult the current academic catalog for relevant academic policies. Many of the forms below are only available during certain times of the academic year. If you do not see one of the forms below in Etrieve, it means the form is intentionally unavailable at the current time. Do not print and email Etrieve forms. The forms below will only be accepted if submitted via the Etrieve system.
Transcript & Enrollment Verification
- Concurrent Transcript Request (only for current high school students)
- Official Transcript Request (please visit ecok.edu/transcript for instructions)
- Enrollment Verification Request *
- FERPA Authorization to Release Information *
Diploma Forms
- Replacement Diploma *
- Diploma Address Change *
- The Diploma Address Change form is ONLY for students who expect to graduate at the
end of the current academic term. Other students needing to change their contact address
must do so in Colleague Self-Service. Students unable to access self-service should attempt to reset their password or contact the I.T. Helpdesk for assistance.
- The Diploma Address Change form is ONLY for students who expect to graduate at the
end of the current academic term. Other students needing to change their contact address
must do so in Colleague Self-Service. Students unable to access self-service should attempt to reset their password or contact the I.T. Helpdesk for assistance.
Academic Forgiveness Forms
- Academic Renewal Request
- Academic Reprieve Request
Academic Curriculum Forms
- Advanced Standing Exam Application
- Degree & Major Change Request *
- Request for Acceptance into Certification Program
- Course Substitution Request
- Petition to Waive UNIV 1001
Enrollment Forms
- Notification of Student Departure (total withdrawal from current academic term)
- Course Drop/Withdrawal Request
- Immediate Readmit After Graduation for Continued UG Enrollment
- Contract for Probationary Enrollment
- Administrative Withdrawal Request (must be submitted by course instructor) *
- Taught-By-Arrangement Course Request (must be submitted by course instructor or department chair) *
- Individual Study Course Request (must be submitted by course instructor or department chair) *
- Academic Suspension Appeal Request *