Procedure for Obtaining Official Military Documentation

Empire State College

In order to grant credit for learning you gained in the military, the college needs to have official copies of your military documents.

Here are the steps you should follow to obtain these documents.

All documents must be sent from the originating agency directly to Empire State College Admissions, 2 Union Avenue, Saratoga Springs, NY 12866.

Army

  1. Army/American Council on Education Registry Transcript System (AARTS) transcripts are available to veterans or active duty personnel who are serving or who have served after October 1, 1981. Requests will need your full name, social security number and dates of service. You can request it from the AARTS Homepage on the web. The web address is http://aarts.army.mil
  2. If you are unable to get an AARTS transcript, you need to contact the city or county clerk where you filed a copy of your original DD214 when you were first discharged. Request that a notarized or court certified copy of your DD214 be sent from that office to Empire State College Admissions. The Admissions Office will also accept a hand carried document if it is in an envelope that was sealed by the court or clerk’s office.
  3. Active duty personnel can use a DD295 from a military education officer if it is certified by an authorized commissioned officer or designee and then sent directly to Empire State College Admissions.

Navy/Marine

  1. Sailor/Marine American Council on Education Registry Transcript (SMART) transcripts are available to active duty and Reserve sailors/Marines, Navy veterans separated/retired after 1975, and Marines separated/retired after October 1, 1999. All requests will need your name, social security number, date of birth, and full home address. You can request SMART transcripts from https://smart.navy.mil
  2. If you are unable to get a SMART transcript, you need to contact the city or county clerk where you filed a copy of your DD214 when you were first discharged. Request that a notarized or court certified copy of your DD214 be sent from that office to Empire State College Admissions. The Admissions Office will also accept a hand carried document if it is in an envelope that was sealed by the court or clerk’s office.
  3. If you are on active duty or in reserve service, you can request a DD295 completed by designated personnel and certified by the personnel officer at the activity maintaining custody of your military records, and send it directly to Empire State College Admissions.

Coast Guard

  1. Active duty and reserve members of the Coast Guard may obtain an official transcript from http://www.uscg.mil/hq/cg1/cgi/active_duty/go_to_college/official_transcript.asp
  2. Separated or retired personnel need to contact the city or county clerk where you filed a copy of your original DD214 when you were first discharged. Request that a notarized or court certified copy of your DD214 be sent from that office to Empire State College Admissions. The Admissions Office will also accept a hand carried document if it is in an envelope that was sealed by the court or clerk’s office.
  3. Active-duty servicemembers, Reservists and National Guard members can request a copy of their DD295 from their military education officer. The form must be certified by an authorized commissioned officer or his/her designee and then sent directly to Empire State College Admissions. The Coast Guard homepage on the web is http://www.uscg.mil

Air Force

  1. Since 1972 the Air Force has operated the Community College of the Air Force (CCAF). Anyone who has attended an Air Force school or course can obtain a transcript that will document training if the course is recognized by CCAF for credit. More information about CCAF is available at http://www.au.af.mil/au/ccaf
  2. The fastest way to obtain an official CCAF transcript is to go to any Air Force base education office and complete AF form 2099 (Request for Community College of the Air Force Transcript).
  3. If you are not close to a base, you should submit a written request and include your full or former name, social security number, your current address, where it’s to be sent (Empire State College Admissions) and your signature. Faxed or e-mailed requests are not accepted. The address is:
    CCAF/DESS
    100 South Turner Blvd
    Gunter Annex, AL 36114-3011
  4. If you have any questions, the Community College of the Air Force number is 1-334-649-5000.
  5. Have CCAF send the transcript directly to Empire State College Admissions Office.

Remember: All documents must be sent from the originating agency directly to Empire State College Admissions, 2 Union Avenue, Saratoga Springs, NY 12866.