Academic documents are the basis of a credential evaluation. In order to understand, summarize and convert your qualifications to US terms, a credential evaluation organization like IEE requires you to send the documents associated with your educational background. These may be transcripts, diplomas or certificates issued by a ministry, board, university, school, or some other educational entity. These documents allow the credential evaluator to properly and accurately make sense of your achievements, so that way they can be presented in a US format to a school/university, employer, licensing board or immigration authority with confidence and clarity.
The documents needed for credential evaluation depend on your country of education, credential, and type of report. The recipient of your credential evaluation may be a factor as well.
Submitting a complete and correct package of documents is one of the first and most critical steps in getting your education recognized. In order to prevent delays, comply with recipient requirements and make your educational evaluation thorough, it is critical to set expectations on how to present documents for credential evaluation.
Why the Receiving Organization Comes First
Credential evaluations like those at IEE are usually sent somewhere. Universities, state licensure boards, law firms, employers, immigration authorities and even the US military utilize credential evaluations for a variety of purposes. Applicants, recruits and candidates holding degrees from outside of the US frequently engage with these entities, who in turn need help understanding these foreign qualifications. IEE works closely with partners across sectors to bridge the gap between foreign education and open roles, slots or spots. By providing credential evaluation solutions, individual qualifications can be recognized, accepted and applied by recipient organizations to satisfy needs, pursue goals and verify eligibilities.
When organizations request credential evaluations, they like to specify the things they require. This includes aspects like type of report, level of education to evaluate, and documentation. The organization that will use your evaluation is often a good source for starting your credential evaluation journey. They’ll indicate where you should get your credential evaluation and what they wish to be included.
The most common aspect of credential evaluation documentation that relates to the receiving organization is the method the documents are sent. Organizations often require an evaluation to be based on “official” documentation. In these cases, a transcript must be sent directly from the issuing institution or presented in its original format. In other cases, an organization may be fine accepting simple scans or copies of the documents. These documents are normally sent to the credential evaluation organization, but it’s possible that the recipient of the credential evaluation will want your academic documents too. Be sure to follow the instructions of your report’s recipient, who is ultimately the authority in charge of tendering a job offer, issuing an acceptance letter or granting a license.
Understanding recipient needs helps prevent choosing the wrong report, evaluator or delivery format. It also reduces the risk of sending incomplete or unnecessary records. Lastly, it keeps your preparation grounded within the rules of the organization attempting to recognize your education.
How to Organize the Documents Needed for Credential Evaluation
After you learn that a school, employer or some other organization needs your credentials evaluated, you will need to choose a credential evaluation provider. While there many choices available in the open market, it is recommended to obtain an evaluation from a member of the National Association of Credential Evaluation Services, or NACES. This is a trade organization that oversees ethics and standards in the industry. An evaluation from a member organization signifies credibility, legitimacy and dedication to best practices in producing educational credential evaluations. IEE has been a member of NACES since 2018.
Every organization has its own set of policies, practices and requirements. However, most credential evaluator websites include a comprehensive list of document requirements. These vary by country of education, but the credential, report type, and recipient(s) may also play a role. Before requesting records, confirm requirements with the credential evaluator and the relevant recipients.
Common examples of documents used for credential evaluation include the following:
- Diploma/degree certificate: This is an official document showing that a program is completed and the degree is conferred. It contains the student’s name, a credential title, a specific date, and an institutional name (such as a university or school). It often includes a signature from a school official, an institution logo, and perhaps a seal of authenticity. This document asserts that the student is entitled to all rights associated with having this credential, from job qualification to graduate-level access. Sometimes, this document alone is enough to produce a credential evaluation. In some cases, it is absolutely required by the credential evaluator and/or the recipient institution. Often, a scan of this document is sufficient, but always confirm the format of delivery.
- Academic Transcript: This is a document showing all courses taken. The courses usually have credits, hours or units next to them. They tend to have an indicator of results, be it a number grade, letter grade or descriptor. The document also contains security features, including signatures, seals, and stamps/attestations. This document is necessary for Course-by-Course Evaluations, which are completed in order to determine a US GPA and credit conversion. Some countries and regions use a different term for this document. In India or Pakistan, the term ‘marksheet’ or ‘statement of marks’ is quite common. In countries that speak French, credential evaluators request a relevé de notes. In the United Kingdom, this document is sometimes called a Higher Education Achievement Report. And in Europe, educational institutions regularly provide diploma supplements. Be sure to provide the relevant document according to your country of education. In countries with examination-based systems administered by boards or councils, particularly at the secondary or university-preparatory levels, the document will be an Examination Certificate, as often seen from the Caribbean or West Africa.
- Translations, when requested or required: If your academic documents were not issued in English, certified translations are normally required. These translations must be complete, precise and accurate.
- Additional information, as needed: Sometimes, additional information is required in order to complete a full, proper evaluation. For example, recipients sometimes request the language of instruction to appear on a credential evaluation; if documents do not display this, the credential evaluator may request evidence of this. In other cases, there may be a discrepancy in biographical data, so you may be asked to provide a passport or other government-issued identification. Be on the lookout for any communication or requests for further documentation.
Confirm how records must be sent
Be sure to find out the best way to send your academic documents. This is critical for two reasons. First is fraud prevention. Credential evaluators have systems of fraud detection and authenticity verification. Firms across the industry go to great lengths to confirm that the documents received are genuine. Academic and educational fraud is a serious offense, and in the event this is discovered, it may prevent someone from ever receiving a credential evaluation again.
Second is the authentication text on the report. Credential evaluations typically feature the method that documents were received; it may also show that the documents have been confirmed as authentic. By showing this on the report, evaluators spread transparency and confidence in the report’s findings.
There are a couple of ways credential evaluators like IEE accept documents. Official documents can be sent by postal mail. It’s common for universities, boards, councils and schools to send physical documentation in sealed envelopes with the institution’s name and logo on it. However, customers often receive the sealed institution envelope and forward it themselves via mail; this is permissible so long as the envelope remains closed and the documents are not tampered with. If sending original educational documents yourself, such as original diploma certificates given to you at a graduation or convocation ceremony, be sure that the documents are legible and unaltered.
Official documents can arrive digitally as well. Educational institutions or authorities regularly email academic records to credential evaluation organizations. Some even have secure portals with the credential evaluators. Furthermore, many third party services work with universities across the world to send official documentation on the institution’s behalf; examples include GradIntelligence in the United Kingdom, MyEquals in Australia, and Center for Student Services and Development (CSSD) in China.
Some credential evaluators accept scans or copies of documents as well. Still, in the event of a discrepancy, typo or authenticity concern, credential evaluators assert the right to verify the authenticity of the document by reaching out to the institution or checking online databases. For more information about the format of received documents and how they impact credential evaluations, you can view this article about provisional versus official evaluations.
Finally, it’s important to note that the records needed to prepare or deliver an evaluation still may depend on the type of report. Review the details on evaluation services before deciding which report to order.
What If Your Records Are Missing or Not in English?
Incomplete records do not always end an evaluation, but they are like to delay fulfillment. It is advised to learn what to provide as early as possible; that way, you receive your evaluation well in advance of any deadline. Provide your relevant documents in the format required. If you know that official documents have to be sent directly from the university or college you attended, reach out to the Registrar’s office and give the correct information so that way they can send it to the credential evaluator. Be sure to do this early too, as it may take them time to deliver.
When a document is unavailable
Documents may not easily be sent for various reasons. Sometimes, universities are located in regions experiencing conflict. In other cases, many years may have passed since conferral; IEE regularly comes across credentials from different historical periods. Evaluators have protocols in place in the event documents are difficult to obtain. It’s often best to contact the institution you attended first; you can ask if it can provide a transcript, degree certificate, confirmation of award letter or anything else to prove that you attended. Credential evaluators like IEE have an Academic Records Request Form that you can use as well.
If an institution has closed or cannot respond, you may ask the recipient and your chosen credential evaluator about accommodations. Evaluation agencies come across scenarios like this often; although accommodation is not guaranteed, there is precedent in the industry for assisting those who are unable to follow the traditional steps due to circumstances out of their control.
When your records are not in English
Credential evaluators like IEE receive requests for evaluation from all over the world. Documents have arrived in Arabic, German, Icelandic, Portuguese, Russian, Punjabi, Latin, Basque and many more. As a result, English translations are required to complete the credential evaluation. Be prepared to provide a certified, word-for-word translation of your original academic documents if they aren’t issued in English. Recipients of credential evaluations may also wish to see the translations.
In addition to credential evaluations, IEE also provides translation services in more than 50 languages. You can order a translation along with your credential evaluation if you wish. Just like credential evaluations, IEE is dedicated to quality and accuracy in its translations, being a member of the American Translators Association.
An English translation is no substitute for the original document. Credential evaluators wish to see both the document in the original language and the accompanying certified translation. Both documents together help your education be understood and recognized via the final credential evaluation report.
How Documents are Utilized in Completion of Report
Evaluators reference documentation before anything else. Academic documentation reveals crucial information about the person, the country of education, and the achievement being evaluated. All of this combines to form the educational story you wish to have understood for use in the United States. Whether you are using the evaluation to prove visa eligibility, support your U.S. job search or to apply to graduate school, the documentation provided serves as the primary source for explaining your education and converting it to a U.S. equivalency; it can also affect how your story gets told.
Credential evaluation agencies like IEE have many products and services available to fit your needs. The two kinds of reports offered in the credential evaluation industry tend to be Document Reports and Course Reports.
A Document Report reveals basic information about your credentials: the credential title, country of education, admission requirement, minimum program duration, date of completion, institution attended and accreditation status of the institution. The Document Report concludes with a US equivalency. This type of report is often used for immigration and employment purposes; some educational institutions find Document Reports sufficient as well. Given the simplicity of this type of report, not as many documents may be needed. Perhaps a Degree Certificate (with a translation if not in English) may suffice.
A Course Report shows the exact same information as a Document Report. However, it also includes a breakdown of courses. It reveals all courses taken, along with a grade and credit amount in the US format. Moreover, this report shows a total credit amount and an overall Grade Point Average, or GPA. This type of report is regularly requested by educational institutions and licensure boards who need to see US credit and grade conversions. Since coursework is necessary to complete this type of report, more documentation is required. Be sure to present the right document from your country of education, whether it’s called a transcript, diploma supplement, marksheet or something else.
Credential evaluation organizations reserve the right to request more documentation when deemed necessary. This is in order to guarantee recipients that the report is being delivered thoroughly and accurately. For instance, it is common to see transcripts sent from a college or school that delivered instruction but did not have the authority to award the official degree; as a result, you may be asked to provide the degree certificate issued by the right institution. This is common in India, Ghana and Ireland, among others. As a result, it’s always best to provide a complete set of documents as early as you can, in order to avoid your file from going on hold. In other cases, due to potentially problematic documentation, such as illegibility or discrepancies, the credential evaluator may send a verification of authenticity request.
Dedication to document completeness and authenticity assures quality, so you can be certain that your educational accomplishments are being represented in the best and fairest ways possible.
All evaluations come from academic documentation issued by official sources. They will certainly impact the way your final evaluation looks. Now that you are aware of how documentation is used, feel free to review IEE credential evaluation report options to get the right report to fit your needs. Just make sure you provide the correct (and complete) supporting documentation.
Frequently Asked Questions
Do I need official records for a credential evaluation?
It depends on the purpose of evaluation, recipient of your evaluation and policies of the specific credential evaluator. Some recipients require official transcripts; they can be the originals, or they can be up-to-date versions sent directly from either the awarding institution or an approved third party channel. Confirm the current requirements with both your recipient and IEE before sending any documents or initiating any records requests.
Do my documents need to be translated?
It is common practice for US-based credential evaluation agencies to require the submission of certified, word-for-word English translations of original academic documentation. Although it may not be absolutely necessary in every situation, be prepared for this possibility.
What should I do if my academic records are missing?
Contact the issuing institution if possible. If you are not successful in obtaining the documents, reach out to your credential evaluator. It is possible an arrangement can be made, as credential evaluators often have protocols for these circumstances. Sometimes, an evaluation company will create unique programs to handle cases like this, but there are specific eligibility requirements. Others may have close working relationships with partners who will accept a modified evaluation without original documents specific to the applicant. In some cases, evaluators may utilize internal databases, research resources and prior experience to construct a full evaluation without all the typical documents. Overall, if you face difficulty acquiring documents, contact your chosen evaluator. IEE’s 24/7 customer support is easily accessible and readily available around the clock to answer any questions.
Who decides which documents and report I need?
The documents necessary for evaluation are determined by the credential evaluation company, which establishes protocols and requirements based on country, type of report and recipient needs. Requirements per country vary. The recipient of your report, be it a school, employer, immigration agency, or licensing board may play a role, as they sometimes like to see the original documents (and translations if needed) along with the credential evaluation.
Ready to Prepare Your Evaluation Documents?
Once you’ve reviewed IEE credential evaluation report options and figure out which type of report you need, feel free to place an order. Now that you know what kind of documents to prepare, you are now equipped with the tools to successfully receive your credential evaluation. However, IEE is here to assist you with any questions or concerns you may have.