You finally have the time to fill out a cosmetology, esthetics, or nail license application. After you answer some basic questions, you see this:
“Official transcript required.”
“Transcript must be sent directly from the school.”
And then you realize the problem…
Your school closed. Or it was sold. Maybe it changed names. You heard the owner just disappeared. Whatever the case is, you do not know where to begin with the search for your transcript.
If this is you, take a deep breath and know you are not the first to encounter this problem. Unfortunately, this happens all the time in the beauty industry. Schools open, merge, sell, rebrand, and close. The good news is most people are able track down their transcript with the right information and approach.
Common Situations I Hear All the Time
- “My school closed and I don’t know who has the records now.”
- “The school was sold and renamed twice.”
- “I have a copy of my transcript, but the board won’t accept it unless it comes directly from the school.”
- “I graduated years ago and now I’m moving to a new state and this is the only thing I need.”
If any of those sound familiar and you do not know what to do next, let’s cover some of your options. Here are some tips to help you track down your transcript and get licensed.
What usually happens to student records when a school closes?
In a perfect world, when a career school closes, they arrange for old student records to be maintained by a records custodian (also called a keeper of records).
A records custodian might be:
- the new owner (if the school was sold)
- a former owner, administrator, or employee
- a state education agency that stores closed-school records
- a third-party transcript service (common with big chains)
Public programs (community colleges, technical colleges) usually have separate, clearer records systems. Private cosmetology schools can be trickier, especially if the closure was messy, sudden, or before there were systems for transcript records in place.
“I have a copy of my transcript. Can I just use that?”
Sometimes. This depends on the state and the situation.
Many boards want the transcript sent directly from the school (or the custodian). Some will accept a transcript from the applicant only if it’s sealed and every effort has been made to locate the official records source.
Your best move is always:
- Call or email your state board and ask what they’ll accept in a closed-school situation.
The Best Places to Look for Your Transcript
If your beauty school closed, here’s the order I recommend for your search:
Look for your state’s “closed school transcripts” office or website
Many states have a department that handles records for closed private career schools. For example, here are a few states we deal with most often:
- Florida: The state’s DBPR FAQ for cosmetology specifically points people to the Commission for Independent Education for private-school transcripts when a school is no longer in existence. MyFloridaLicense Support
And the Commission’s own transcript request page explains they maintain records for some closed independent institutions and how to request them from the Florida Department of Education. - Colorado: The Colorado Department of Higher Education has a transcript request process for closed institutions and related guidance pages.
- Illinois: The Illinois Board of Higher Education provides closed-school and transcript request info (including forms and fees) for certain private vocational schools. ibhe.org
- Texas: The Texas Department of Licensing and Regulation (TDLR) provides guidance on what to do next and where to look for records:
https://www.tdlr.texas.gov/barbering-and-cosmetology/individuals/my-school-closed.htm - Ohio: Ohio State Board of Career Colleges and Schools maintains a student transcript page with instructions for requesting records from closed career colleges and schools:
https://scr.ohio.gov/information-for-students/student-transcripts - California: For California schools that have closed, the Bureau for Private Postsecondary Education (BPPE) provides transcript request guidance for former students:
https://www.bppe.ca.gov/students/transcripts.shtml - New Jersey: New Jersey maintains information for transcripts from closed private career schools through the New Jersey Department of Education:
https://www.nj.gov/education/cte/postsec/ppcs/records.shtml - New York: For closed schools in New York, the New York State Education Department provides transcript request guidance:
https://www.nysed.gov/college-transcripts
Even if your state doesn’t have a perfect transcript record system, or is not listed above, most states have similar databases on how to contact closed schools. I usually start with searching “(My State) closed college transcripts.”
Contact the school’s former staff or classmates
If the official trail is cold, the next best step is to go “people hunting”. Social media can actually be really helpful in this hunt. Search for:
- former instructors
- former administrators or owners
- classmates (Search for Facebook groups for the profession in your state or graduates of your former school)
Ask this question if you get a hold of someone:
“Do you know who ended up as the transcript records custodian when the school closed?”
Check third-party transcript services (especially for chain schools)
Large private school chains often use transcript vendors for record keepers. If your school was part of a bigger network, there’s a decent chance your records are sitting in a database somewhere. One common transcript service to check out is Parchment.
Search for the school’s “new name”
If the school was sold or rebranded, the transcript may still exist, but just under a different name.
Try contacting the “new” school that bought your school and ask them if they know what happened to the transcripts or records from your closed or sold school.
Contact your state cosmetology board
Even if the board doesn’t store transcripts, they can often tell you:
- whether the school is listed under a new name
- whether they know where records were sent
- what they accept if transcripts are truly unavailable
What if Nobody Can Find My Records?
If you truly hit a dead end, your board may offer alternatives, such as:
- proof of license history in another state
- hours verification from the board (some states can verify hours completed if they have them on file)
- notarized affidavits or supporting documents
This is why it’s so important to ask the board:
“If my school records are unavailable, what documentation will you accept instead?”
Smart Tip for the Future
Whether you are a person looking for a transcript, a new cosmetology school graduate, or a person that recently went through a school closure, get an extra copy of your transcript and keep it somewhere safe.
- Request one extra copy mailed to you
- If it arrives in a sealed envelope, don’t open it
- Store it somewhere safe (fire box, file cabinet, bank deposit box, etc.)
It can save you a huge headache later.
Cosmetology Transcript FAQ
Do I need my transcript to renew my license?
No. Transcripts are just used for license applications.
I’m moving to a new state. Why do they want a transcript if I’m already licensed?
Some states require a transcript to confirm:
- minimum hour requirements in certain areas
- program approval status
Not every school is legitimate and applicants do submit fraudulent transcripts from time to time. Here is a story from Washington D.C about cosmetology licenses being sold for $4000 by a former member of the D.C. Board of Barber and Cosmetology. The role of licensing is to keep the public safe from unqualified applicants. They are just doing their job by making sure your records are legitimate.
What if I don’t even remember the name of my school?
Start with the board where you were first licensed and ask if they can tell you the school listed on your original application or licensing file.
My transcript fee seems ridiculous. Can they do that?
The last time I requested a transcript that needed to be mailed to Florida it was $5. However, I have heard some outrageous numbers. Some agencies charge for research, retrieval, and document processing.
I completed my massage training at a cosmetology school. Do you have suggestions for me on my transcript search?
I also have an article specifically for those of you that may have attended massage school that closed, maybe it was at a cosmetology school, here: My Massage School Closed, Now What?
Time to Start Your Search
If your cosmetology school has closed, it can feel overwhelming at first. This is especially true when a transcript is the only thing standing between you and your license. The good news is that in most cases, the records still exist somewhere. It may take some digging, a few phone calls, and a bit of patience, but many professionals do successfully track them down.
Take this process one step at a time, don’t assume the answer is “no” until you’ve asked the board directly, and keep copies of everything you submit. You’re not alone in this, and with persistence, it’s usually solvable.
Wishing you the best!
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