Admissions and Records

Records Office

Records Office

The Records Office provides many services for students and faculty including registration, transcript requests, enrollment verifications, and graduation. The staff is committed to maintaining and protecting the integrity of the student academic record and providing efficient service.

Confidentiality of Student Records

Southwest Tennessee Community College complies with the Family Educational Rights and Privacy Act (FERPA) to protect the confidentiality of student records. Visit the Academic Catalog to learn more about (FERPA).

If you would like to grant permission to Southwest Tennessee Community College to discuss or disclose information related to your student records with a parent or guardian, you must complete the Disclosure of Records Form available in the Records Office.

Before registering, new students must complete admission and financial aid requirements, create a student account in My.Southwest and schedule an appointment for New Student Orientation (NSO). Visit the Registration Page for more information.

If your diploma is lost or destroyed, complete the Diploma Replacement Form to order a duplicate diploma.  The fee is $6 per duplicate diploma. Once payment is received, orders are processed in 3 - 5 business days. 

How to access Duplicate Diploma Form:

Southwest Tennessee Community College Graduates 

  • Login to your My.Southwest account (password may need to be reset for former students)
  • Click Student Records
  • Click Registrar’s Office Documents
  • Click Duplicate Diploma Form (proof of identification must be uploaded)

See payment instructions below:

  • Login to your My.Southwest account (password may need to be reset for former students)
  • Click the Student Self Service Link (globe on the left)
  • Click Student Account
  • Click Make a Payment
  • Click Open Online Bill Pay
  • Click Make a Payment
  • Type in $6.00 for the payment and enter Duplicate Diploma in the ‘Personal Note’ area 

Are you a Southwest graduate from 2013 or older?  Processing times are the same as Shelby State Community College and State Technical Institute at Memphis (below).

Shelby State Community College and State Technical Institute at Memphis Graduates 

Contact the Bursar’s Office at (901) 333-5292 or for assistance with payment processing. 

(Payment Options for SSCC and STIM)

Processed orders may take 4 – 6 weeks to reach the address inputted on the form.

Visit our Transcripts Page and follow the instructions to order a copy of your transcript. 

A student planning to graduate should follow these steps:

  • Meet with their academic advisor
  • Check for 2.0 or higher GPA on all institutional college level courses
  • Complete the online Intent to Graduate Application through the My.Southwest portal:
    • Log in
    • Click on the "Registration/Online Services" icon
    • Click on the "Graduation Application" link
    • Complete the application
  • Schedule missing course requirements to be completed during the perceived final semester
  • Schedule and complete any required graduate exit exam(s)

Application Deadline Dates
Submit the Intent to Graduate Application for each semester by the dates below:

  • Summer Semester - July 1
  • Fall Semester - November 1
  • Spring Semester - April 1

Visit the Graduation Page for more information.

Students who require confirmation of their status at Southwest should print official verification of enrollment certificates for current or prior terms of enrollment at Southwest. The enrollment certificate is provided by the National Student Clearinghouse as an authorized certifying agent for Southwest Tennessee Community College.  

Visit the Verification of Enrollment Page for more information.


Contact Records