The process of applying for an Educational Credential Assessment (ECA) or any form of academic verification typically involves the direct submission of official documents—especially transcripts—by the issuing institution. But what happens if your college, university, or school has shut down and is no longer operational? This scenario, while uncommon, is not unheard of. Many students and graduates from institutions that have closed their doors permanently often face this challenge.
Does this mean you are no longer eligible to apply for an ECA? Can you find an alternative route to validate your credentials? This blog explores in detail what options are available if your school has closed, how you can proceed with your application, and what steps you must take to ensure that your academic achievements are still recognized.
Understanding the Role of the Issuing Institution
Credential evaluation agencies generally require that official academic transcripts, mark sheets, or educational records be sent directly from the institution that awarded the degree. This is done to verify the authenticity and ensure that the records have not been tampered with. For most applicants, this process is straightforward: they request their documents from the university’s registrar or records department, and the school sends them in a sealed envelope or electronically via an official channel.
However, if your school has closed, the process becomes more complex.
What Happens When a School Closes?
When an institution shuts down, it doesn’t necessarily mean that your degree becomes invalid. In most countries, a mechanism is established to protect the records of defunct institutions. These mechanisms vary by region and can include:
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Transfer of student records to a government body
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Custody of records by another designated institution
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Oversight by an education board, regional council, or ministry
Understanding what happened to your former institution’s records is the first step toward continuing your credential evaluation.
Steps to Take if Your School is Closed
Here is a step-by-step guide on how to move forward with your application:
1. Confirm the Closure Status of the Institution
Make sure the institution is actually closed and not temporarily non-operational. In some cases, schools merge with other universities, change names, or shift campuses. Check official education board notices, government portals, or archived websites to determine the exact nature of the closure.
2. Identify the Custodian of Records
In most cases, the records of a closed institution are transferred to:
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The state or national department of education
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A regional education council
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A designated successor institution (in the case of mergers)
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A legal records repository or archive
Search for announcements or contact the higher education authority in the region where the institution was located to identify who now holds the student records.
3. Contact the Record Custodian
Once you have identified the body or institution responsible for maintaining the records, reach out to them with the following details:
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Your full name (at the time of study)
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Date of birth
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Program of study and graduation year
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Student ID or enrollment number (if available)
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Scanned copy of your degree or provisional certificate (if available)
Request that they issue and send the official academic transcript directly to the credential evaluation body, following all required procedures.
4. Gather Supporting Documents
If records are not available from any official source, gather any academic documents you have, such as:
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Degree certificate
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Mark sheets
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Provisional certificate
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Admit card
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Graduation notice
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Letters from faculty or institution
Although these alone may not fulfill formal requirements, they can be useful in making a case to the credential evaluation authority, particularly when formal records are no longer accessible.
5. Submit a Letter of Explanation
When submitting your application, include a signed, detailed letter of explanation stating:
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The name and location of the institution
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The fact that it has closed and no longer operates
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What steps you have taken to locate your academic records
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Why you are unable to have the transcripts sent directly
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Copies of any supporting correspondence or government notices
Some credential assessment services will review these exceptional cases on an individual basis.
Evaluation Agencies and Exceptional Circumstances
Credential evaluation services understand that not all applicants come from ideal circumstances. When a school closure prevents standard document submission, these agencies may offer alternatives, such as:
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Accepting notarized or attested copies of documents if verified by an authority
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Conducting a secondary source verification
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Requesting additional evidence to confirm your academic history
You must, however, communicate proactively and follow the agency’s guidelines carefully. It is advisable to contact the evaluation body in advance to explain your situation and ask if any alternative procedures are available.
Will This Impact Your ECA?
The outcome of your assessment will depend on:
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The quality and credibility of the documents submitted
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Whether the institution was accredited or recognized at the time of study
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The ability to verify the credentials using alternative sources
In some cases, the agency may issue a partial or general evaluation if the records are not fully verifiable. In other cases, if verification is impossible, the agency may decline to issue a report.
Common Scenarios and How to Handle Them
Scenario 1: Records Transferred to a University Grants Body
If your school’s records are maintained by a university grant commission or similar entity, you can usually request transcripts by contacting that body, following their instructions.
Scenario 2: Private College Closed Without Record Transfer
In this case, your best route is to check whether your college was affiliated with a university. If so, the university might still hold your records. If not, you may need to rely on documentation you have and request a discretionary review from the evaluation agency.
Scenario 3: Closure Due to Political Conflict or Natural Disaster
Provide detailed explanations and, if possible, news articles or government notices supporting the closure claim. Include any documentation you managed to preserve. Agencies sometimes take these into account during assessment.
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