• Officer Support

  Transcript FAQs

  1. Where are new transcripts placed in the eOPF?

  New transcripts are stored permanently in your e-OPF under the applications folder. When submitting your graduate/post-commissioning transcript, please submit it to phslicensure@hhs.gov per the guidance noted in sections 2 and 3. Additionally, your undergraduate or commissioning degree transcript should be sent to PHSAAD@hhs.gov.  Only official transcripts are accepted. 

  2. I have a transcript which I wish to document in my eOPF. What is and is not acceptable to send to the PHSLicensure@hhs.gov Resource Box?

  What is acceptable: 

  • Transcript(s) that document a degree awarded as a Graduate/Postgraduate level and a post commissioning degree

  What is not acceptable: 

  • Undergraduate transcripts or documents which record additional non-graduate level academic matriculation
  • Post graduate transcripts where a degree has not yet been received 
  • A transcript received directly from its recipient. Your transcript must be furnished directly from your educational institution or verified electronic delivery provider
  • Regarding undergraduate and commissioning degree transcripts, please refer to additional information in FAQ # 4
  3. How do I submit a transcript for completed post commissioning graduate degrees?

  For an officer’s transcript to be considered OFFICIAL and to allow for its proper documentation, it MUST be received directly from the academic institution either electronically or in hardcopy form via postal mail/courier. 

  For postal mail/courier paper/hardcopy submissions: We are requesting that a sealed and untampered official Postgraduate/post-commissioning transcripts be sent directly from the academic institution registrar to the Licensure Specialist at Commissioned Corps Headquarters. Additionally, we encourage the use of a tracking mechanism for transcripts provided via postal service.

  Transcripts can be sent to:
  Commissioned Corps Headquarters
  Personnel and Career Management Branch,
  ATTN: Licensure and Transcript Coordinator
  1101 Wootton Parkway, Suite 300
  Rockville, MD 20852

  For electronic submissions:  We request secured postgraduate transcripts be received directly from the academic institution (or verified electronic delivery provider) to the PHS Licensure Resource Box:  PHSLicensure@hhs.gov.

  To aid with the process of your electronic submission, please ensure that the academic institution/verified delivery provider uses a “Subject” line in the following format:

  [YOUR NAME], [PHS SERNO], “OFFICIAL TRANSCRIPT”

  For Example:  JANE SMITH, 12345, OFFICIAL TRANSCRIPT

  For both hardcopy submissions and electronic submissions please note that unfortunately we will not accept a transcript mailed or submitted electronically directly by the transcript holder/recipient.

  4. How do I submit an undergraduate/commissioning transcript?

  If the college/university has the capability to send electronic transcripts, please have them sent to PHSAAD@hhs.gov. This email must come directly from the college/university/transcript clearinghouse, not an unofficial source.

  If they do not have the capability to send electronic transcripts, please request for them to be mailed to:

  CAD Team 
  CCHQ / Recruitment
  Tower Building, Suite 300 
  1101 Wootton Parkway 
  Rockville, MD 20852 

  5. How can I know if CCHQ has received the transcripts?

  You are encouraged to use the tracking tools available from your transcript service provider. This will greatly aid in the tracking of your submission and provide a point of reference should you need to contact the academic institution or CCHQ.

  6. How long will it take for my transcript to be processed once it is received?

  Submissions are processed daily. The document should appear in your eOPF in 7-10 business days. If you do not see it after 10 business days, please email the Licensure Resource Box:  PHSLicensure@hhs.gov for post commissioning degrees and the PHSAAD@hhs.gov for undergraduate/commissioning degrees.

  7. How will I know if the transcript has been added to my file?

  Once your document is added to your e-OPF, a notification will be sent to the email address on file in the Commissioned Corps Management Information System (CCMIS).

  8. I previously submitted my transcript, and it has not appeared in my eOPF. What should I do?

  As a result of operational constraints during COVID restrictions, previous submissions not showing in the eOPF are strongly encouraged to be resubmitted according to the preceding guidance.

  Additionally, we are accepting post graduate transcripts submitted electronically where a degree has been awarded, should that be a preferred option by officers. 

  Last Updated: 1/25/2024

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