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When navigating the credential evaluation process, one of the most frequently asked questions by applicants is whether certified or notarized documents can be submitted in place of original academic records. This is a particularly important consideration for individuals who may not have access to their original documents or whose academic institutions are unable to send official copies directly.

The answer to this question depends on the policies of the credential evaluation agency you are applying to, the purpose of your evaluation (immigration, further studies, licensing, etc.), and the country of the institution that issued your educational qualifications.

In this blog, we’ll dive into the role of certified and notarized documents in credential evaluations, explore when they may or may not be acceptable, and help you understand how to prepare your documentation properly to avoid unnecessary delays or rejection.

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What Are Certified or Notarized Documents?

Certified copies are duplicates of your original academic documents that have been verified as true and accurate representations of the original. Certification can be performed by:

• A notary public

• A university registrar

• An authorized government official

• A lawyer or legal professional (in some jurisdictions)

Notarized copies specifically refer to documents that are signed and sealed by a notary public, who attests that the copy is a true replica of the original.

While both certified and notarized copies are forms of verification, they are not the same as official documents, which are usually required to be sent directly from the issuing institution to the evaluating body.

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When Are Certified or Notarized Documents Accepted?

Some credential evaluation services may accept notarized or certified copies only in specific cases and under strict conditions. These may include:

1. Document Submission from Certain Countries

In cases where academic institutions in certain countries are known not to send records directly to evaluation agencies, certified copies may be permitted, provided the evaluator is confident in the integrity of the documentation and the certifying authority.

2. Institution Is Permanently Closed

If your college or university has shut down and no official custodian of records exists, evaluators may allow you to submit notarized or certified copies. However, you may need to provide additional proof of the institution’s closure, such as government notices, accreditation history, or archived web pages.

3. Supporting Documentation Requirement

Even if an official transcript must be submitted directly by the university, certified or notarized copies may still be requested as supporting documents for internal comparison or initial file review.

4. Verification Process Underway

Some evaluators allow you to upload certified/notarized copies while waiting for your official documents to arrive. This can help initiate the assessment process without unnecessary delays.

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Limitations of Certified or Notarized Copies

It is crucial to understand that not all credential evaluation agencies accept notarized or certified documents as substitutes for originals. Many evaluators are bound by strict international standards that require the following:

• Direct mailing from the academic institution in a sealed envelope

• Institutional seal/stamp and signature of the registrar or controller of examinations

• Use of secure online portals for document exchange where applicable

The core reason behind this strict protocol is to ensure the authenticity of academic credentials, minimize the risk of document tampering, and maintain the credibility of the credential assessment.

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Common Misunderstandings

Many applicants mistakenly believe that once a notary has certified a copy, it carries the same weight as an official transcript. This is not always the case. A notarized copy only verifies that a document is a replica of the original in your possession; it does not confirm that the original is genuine unless the notary has reviewed the issuing process and authenticated its source.

In fact, several evaluation agencies explicitly state that:

• Certified/notarized copies will not be accepted unless exceptional circumstances apply

• Unofficial documents, even if notarized, will not replace official academic records

• Documents must be issued in English or accompanied by a certified English translation

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What Should You Do?

If you are unsure whether your documents will be accepted in certified or notarized form, follow these steps:

Step 1: Check the Evaluator’s Requirements

Before gathering documents, read the official document submission guidelines from the evaluation service. Each agency has its own set of standards.

Step 2: Contact the Evaluator if Necessary

If your situation is unique—such as your institution being closed or inaccessible—reach out to the evaluator’s support team. They may offer alternative submission methods or waive certain requirements.

Step 3: Prepare High-Quality Copies

If you are allowed to submit notarized documents, ensure:

• The copies are legible and complete

• The notary’s stamp, signature, and date are clearly visible

• The notary is authorized under law to perform document certification

• Translations (if applicable) are done by certified professionals

Step 4: Retain Originals

Even if certified copies are accepted temporarily, you may still need to present original documents at a later stage for verification, immigration interviews, or academic admissions.

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Final Thoughts

While certified and notarized documents can sometimes play a role in the credential evaluation process, they do not universally replace original or official documents. Their acceptability is determined by the evaluation body, the nature of your application, and your academic history.

Always prioritize having your documents sent directly by the issuing institution wherever possible. Certified or notarized copies should only be used as supplemental or exceptional solutions—and only when authorized by the evaluator. By understanding and respecting these guidelines, you’ll ensure a smoother, faster credential evaluation experience that supports your academic, professional, or immigration goals.

Our Services – FACTS Transcripts

We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

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When preparing to submit academic records for credential evaluation, one of the most common points of confusion is the distinction between original and official documents. Although these terms may seem interchangeable in everyday language, they carry very specific meanings in the context of academic evaluations and international documentation.

Submitting the wrong type of document can result in delays, rejections, or the need for costly resubmissions. Therefore, understanding the difference between original and official documents is crucial to ensuring a smooth and successful evaluation process.

In this detailed blog, we’ll break down what each term means, how they differ, and how they are used in academic credential assessments.

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What Are Original Documents?

Original documents refer to the physical copies of your academic credentials that were issued directly to you by your educational institution. These include items like:

• Degree certificates

• Graduation diplomas

• Academic transcripts

• Mark sheets

These are typically presented to students upon graduation or completion of a program. They often carry original stamps, embossed seals, official letterheads, signatures, or watermarks—features that indicate they are authentic and untampered.

Key features of original documents:

• Issued to the student (not necessarily to a third party)

• May be handwritten or printed

• Can include stamps or signatures

• Meant for the student’s personal record or use

When original documents are used:

• You may need to present them for personal reference during in-person appointments

• Some agencies may request a scan or copy of the original for comparison

• They are typically not accepted alone for formal evaluations unless they’re verified or submitted in an acceptable format

It’s important to understand that possessing an original does not always guarantee that it is considered official in the context of evaluation.

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What Are Official Documents?

Official documents, on the other hand, are academic records that are issued and sent directly by the educational institution—or an authorized body such as an examination board—to the evaluating organization. These documents are sealed, stamped, and often sent via mail, courier, or secure electronic transmission, ensuring the integrity and authenticity of the content.

Key features of official documents:

• Sent directly from the source institution to the evaluator

• Sealed and signed/stamped by the registrar, controller of examinations, or designated official

• Sometimes submitted electronically through secure university channels

• Typically unopened and unaltered by the student

When official documents are required:

• For almost all formal credential evaluations, especially for immigration, licensing, or academic admissions

• When there’s a need to verify authenticity and prevent tampering or forgery

• As part of legal or regulated processes, where documentation standards are stringent

Even if a student has the original transcript, most credential evaluation agencies will not accept it unless it is sent officially from the university or comes in a sealed and signed envelope, as specified in their submission guidelines.

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Examples to Illustrate the Difference

Scenario 1:
You received your bachelor’s degree transcript and degree certificate during your graduation ceremony. These are your original documents.

However, if a credential evaluation body asks for your transcripts, they may require them to be official, which means your university must mail them directly to the evaluator in a sealed envelope, even though you already have the originals.

Scenario 2:
You scanned your original transcript and uploaded it to an online portal. This may be helpful for preview purposes, but unless the institution confirms the credentials through official channels, they will not be accepted as official.

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Why This Distinction Matters

Credential evaluation services place a high priority on the authenticity and integrity of documents. Accepting only official documents helps prevent:

• Forgery or manipulation of grades

• Submissions from unauthorized institutions

• Misrepresentation of academic achievements

By insisting on direct submissions from the issuing authority, these services ensure that the evaluations are fair, consistent, and based on verified information.

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What to Do if Your Institution Is Closed or Cannot Send Documents

In some cases, your institution may have closed or is unable to send records. Some evaluation agencies provide alternate procedures such as:

• Accepting documents from government education departments

• Allowing notarized copies with secondary verification

• Providing waiver forms for exceptional situations

However, such exceptions must be confirmed directly with the evaluation body, and you must follow their protocols carefully.

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Final Thoughts

The difference between original and official documents may seem minor, but it plays a major role in the success of your credential evaluation process. Submitting an original document does not fulfill the requirement unless it meets the standards of being official—typically sealed, verified, and sent directly from the issuing authority.

When preparing your application:

• Always check the specific documentation requirements

• Do not assume that your original is sufficient—verify whether it needs to be sent officially

• Reach out to your academic institution early, as gathering and sending official records can take time

By understanding and adhering to these documentation standards, you not only protect the integrity of your academic achievements but also ensure a smoother, faster, and more reliable evaluation process that supports your future goals abroad.

Our Services – FACTS Transcripts

We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

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Navigating international academic or professional transitions often begins with a credential evaluation—a process that helps translate your educational qualifications from one country to the standards of another. But before applying for a credential evaluation, one of the most crucial questions you must answer is: What kind of evaluation do I actually need?

The answer depends on your individual goals. Whether you’re immigrating, continuing your studies, applying for professional licensing, or seeking employment, choosing the appropriate type of evaluation ensures your credentials are assessed in a way that aligns with your intended purpose. In this comprehensive guide, we will explore the different types of credential evaluations available and how to determine which one is right for you.

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What Is a Credential Evaluation?

A credential evaluation is a formal assessment of your academic qualifications earned outside the destination country. It verifies the authenticity of your credentials, the status of the issuing institution, and provides an equivalency comparison to the education system of the receiving country.

The evaluation is typically conducted by an independent credential assessment body, which then issues a report outlining how your foreign credentials compare to local standards.

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Why Are There Different Types of Evaluations?

Not all evaluations serve the same purpose. The type of evaluation you need is largely determined by how you plan to use your report. A one-size-fits-all approach doesn’t apply here. For example, an evaluation used for immigration purposes will look quite different from one used for academic admissions or professional licensing.

Each evaluation type highlights specific details about your education, such as:

• The name and level of the credential (e.g., Bachelor’s degree equivalent)

• The duration and content of your academic program

• The recognition status of the institution

• The grading system used

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Common Types of Credential Evaluations

Here are the most commonly offered types of evaluations and their typical use cases:

1. Document-by-Document Evaluation

Best for: Employment, immigration, general purposes
This evaluation provides a basic analysis of your academic documents. It includes the name of the credential, the issuing institution, and its equivalency in the target country’s education system.

You should consider this type if:

• You are applying for immigration (especially for programs that require a basic education summary)

• You’re seeking employment that only requires proof of degree equivalency

• You do not need course-level information

2. Course-by-Course Evaluation

Best for: University/college admissions, licensing boards
This is a more detailed report that includes individual courses taken, grades received, credit hours, and a GPA conversion into the target country’s system.

Choose this if:

• You are applying to a college or university and need to meet specific course prerequisites

• A licensing body requires detailed academic content for approval

• You are transferring credits from one institution to another

• GPA or credit conversion is required

3. Comprehensive Evaluation

Best for: Advanced studies, professional fields, or combined purposes
This type may combine both document-by-document and course-by-course evaluations and can sometimes include authentication, analysis of academic content, and equivalency of professional qualifications.

It is suitable for:

• Postgraduate studies

• Specialized licensing exams or boards

• Combined academic and immigration use

4. Secondary School Evaluation

Best for: Undergraduate admissions
This focuses on high school-level education and is typically required by colleges or universities for undergraduate applicants.

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How to Know Which Type You Need

Here’s a structured approach to identifying the right evaluation for your needs:

1. Identify Your Goal

Start by asking: Why do I need this evaluation?

• Immigration

• Higher education

• Professional licensing

• Employment

• Personal knowledge or credential authentication

Each of these paths may demand a different level of detail in your evaluation.

2. Check the Requirements of the Receiving Institution or Body

This is the most important step. Contact the organization where you plan to submit your evaluation and request specific information on:

• Accepted evaluation types

• Required format (electronic or paper)

• Recognized evaluation agencies

• Any additional documents needed

Some immigration authorities, for example, only accept certain types of evaluations and require them to be sent directly by the evaluation agency. Similarly, some universities insist on course-by-course evaluations with GPA conversion.

3. Consider the Level of Your Credentials

• If you have completed only high school, a secondary school or document-by-document evaluation may be sufficient.

• If you’ve earned postsecondary qualifications like diplomas, degrees, or certifications, you may need a course-by-course evaluation, especially for academic or licensing purposes.

4. Consider the Purpose of Evaluation Beyond Today

If you’re considering immigration now but may apply for graduate school or a license later, opting for a more detailed evaluation could save time and money. Many applicants choose a course-by-course evaluation even if not strictly required, in case future opportunities demand it.

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What If You’re Still Unsure?

If the requirements are unclear or you’re applying to multiple organizations with different expectations, here are a few tips:

• Reach out to the credential evaluation agency’s support team for guidance.

• Provide details about your goal and the institutions you are targeting—they may suggest the best report.

• Some evaluation bodies allow you to upgrade your report later if your needs change. Confirm this before choosing a type.

Our Services – FACTS Transcripts

We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

FACTS Transcripts – The preferred choice for university document verification worldwide. We ensure a hassle-free process for obtaining your transcripts.

When applying for an Educational Credential Assessment (ECA), applicants often wonder how they will receive their final report. Given the digital nature of many credential evaluation agencies today, one common question is: Will my ECA be posted to my online account? The short answer is that most evaluation bodies offer some form of electronic access to your ECA, but understanding the delivery process in detail is essential so that you don’t miss out on important steps or documentation.

In this comprehensive blog, we’ll explore how ECAs are generally delivered, how you can access your report online, whether physical copies are mailed, and what to do if you need additional or replacement copies.

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What Is an Educational Credential Assessment (ECA)?

An ECA is an official report prepared by a recognized credential evaluation agency that assesses your foreign academic qualifications. It determines how your international education compares to academic standards in the country where you are applying—often for immigration, employment, or further studies.

Once your application has been processed, the evaluation body issues a detailed report outlining your credentials, the institution’s recognition status, and the equivalency of your qualification in the destination country’s academic framework.

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Will You Receive the ECA in Your Online Account?

Yes, in most cases, a digital version of your completed ECA will be posted to your secure online account created during the application process. Once the evaluation is finalized:

• You will typically receive an email notification informing you that the report is ready.

• You can log into your account using your unique credentials.

• The digital report (often in PDF format) will be available to view or download.

• Some agencies may also provide a summary dashboard or results page reflecting your assessed credentials.

The online posting of your ECA is usually the first and most immediate method of delivery. It ensures you receive your report without postal delays and can access it anywhere in the world.

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Is the Online Version Considered Official?

While the online version is extremely helpful for your own records, it’s important to verify whether it is considered an official document by the organization to which you’re submitting it.

• For immigration purposes, many agencies coordinate directly with government departments (like immigration authorities) and send the results electronically to the respective platform or application portal.

• The PDF version available in your online account may or may not be considered “official” for use in formal applications, depending on the agency’s policies.

• If you require official hard copies or transcripts to be sent to third parties (like licensing boards or educational institutions), you may have to request those separately.

Always check whether the recipient (immigration authority, employer, or university) accepts digital reports or requires sealed, physical copies.

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What If You Need a Printed Copy?

If your situation demands a physical copy of your ECA report:

• Some evaluation agencies include one complimentary printed copy when your evaluation is completed.

• Additional hard copies can typically be ordered for a fee.

• Delivery may be available through standard or express shipping services, with tracking information provided in most cases.

Make sure to provide an accurate and complete mailing address if you request hard copies. Delays or undeliverable mail are often due to incomplete addresses or lack of a local postal code.

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Can You Share the Online Report?

You can download the online version for personal use, but sharing it with third parties depends on the policy of the agency that issued the report. For example:

• Some reports are protected by watermarks or digital seals, which prevent unauthorized distribution.

• In most cases, official recipients like immigration authorities require direct submission from the credential agency.

• If you need to send a copy to an employer, regulatory body, or academic institution, ensure that the report is accepted in digital format or make arrangements to have an official version sent on your behalf.

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How Long Will It Be Available in Your Online Account?

Most agencies retain your ECA report in your online profile for a defined period—often up to 5 or 10 years. During this time, you can log in at any time to access your report, order additional copies, or request updates if needed.

Make sure to keep your login credentials safe. If you lose access to your account, recovery may require identity verification, which can take time.

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Steps to Take If You Haven’t Received Your ECA Online

If you’ve been notified that your report is complete but don’t see it in your account:

1. Check Email Notifications: Look for any messages from the evaluation agency that may include instructions or download links.

2. Log in and Navigate Correctly: Ensure you’re looking in the right section of your dashboard or document center.

3. Check Pop-Up Blockers: Sometimes, documents are delivered via pop-up windows or downloads that your browser may block.

4. Contact Support: If you still can’t locate the report, reach out to the agency’s customer service or help desk for assistance.

Our Services – FACTS Transcripts

We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

FACTS Transcripts – The preferred choice for university document verification worldwide. We ensure a hassle-free process for obtaining your transcripts.

For individuals who have completed a Doctor of Philosophy (PhD) degree and are preparing to apply for an Educational Credential Assessment (ECA), documentation plays a vital role in ensuring a successful outcome. One of the most common concerns faced by PhD graduates is the absence of a transcript—especially in academic programs that did not include coursework or where transcripts are simply not issued for doctoral studies. So what can you do in such a case? Is it still possible to obtain an ECA without a transcript?

The short answer is: yes, it is often still possible to proceed with an ECA for your PhD, but the process may require alternate documentation and additional steps for verification. This blog will guide you through everything you need to know to apply for an ECA of your doctoral qualification when a transcript is not available.

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Understanding Why Transcripts Are Typically Required

Before we look at alternatives, it’s important to understand why transcripts are generally requested in the ECA process. Transcripts help credential evaluation agencies verify:

• The nature and structure of the academic program.

• The duration of study and full-time equivalency.

• Courses completed, credits earned, and academic performance.

• The awarding institution and its recognition status.

For undergraduate and master’s programs, transcripts are a staple. However, for PhD programs—especially in research-intensive institutions—transcripts may not exist at all. Many doctoral candidates focus solely on research and dissertation work, bypassing coursework entirely. In such situations, evaluators recognize that different documentation may be more appropriate.

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What to Submit If You Don’t Have a PhD Transcript

If your PhD program did not include coursework or your university does not issue transcripts for doctoral studies, you can usually submit the following documents to support your ECA application:

1. PhD Degree Certificate (Official Copy)

This is the most essential document. It must show the full name of the degree awarded, the name of the university, and the date of conferral. Ensure this is a final, official certificate—not a provisional document.

2. Official Statement from the University

If transcripts are not issued for PhD programs at your institution, request an official letter from the university that explains:

• That the program did not involve coursework.

• That no transcript was issued or is available.

• That the degree was awarded based on original research and successful defense of a dissertation.

This letter should be on official letterhead, signed and stamped by the university registrar or competent authority.

3. Copy of Your Dissertation Title Page and Abstract

Submitting a copy of the title page and abstract of your doctoral thesis helps evaluators understand the scope and focus of your research. This is particularly useful when coursework details are unavailable.

4. Letter of Completion (if applicable)

If your degree certificate has not yet been issued but you have completed all academic requirements, a letter of completion can confirm that the PhD requirements were fulfilled. This letter must include your full name, the title of the program, and the official date of completion.

5. Supervisor’s or Department Head’s Letter (Optional but Helpful)

A letter from your PhD supervisor or department chair describing your research and academic contributions can strengthen your application. While not a replacement for official documentation, it can provide evaluators with context.

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Submitting the Documents: How to Ensure They Are Accepted

To maximize the likelihood of a smooth evaluation process, make sure your documents meet the following criteria:

• Official Status: All documents should be issued and sealed by the awarding institution. If the evaluation body requires the documents to be sent directly by the university, do not attempt to send them yourself unless permitted.

• Translation Requirements: If your degree or supporting documents are in a language other than English or French, ensure they are translated by a certified translator. Submit both the original and translated versions.

• Clear Identification: Your name on the documents must match your passport or legal identification. If your name has changed, include supporting documents such as a name change affidavit or marriage certificate.

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What to Do If Your University Refuses to Issue Supporting Documents

In rare cases, universities may be unwilling or unable to issue the required supporting statements. If you are facing this challenge:

• Try to escalate the request to higher academic authorities or the registrar’s office.

• Seek assistance from alumni networks or academic contacts within the institution who might help expedite the request.

• In parallel, consider writing a detailed cover letter to the assessment agency explaining the situation and providing as much documentation as you can gather, including thesis work, completion letters, or previous correspondence.

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Final Thoughts: Being Transparent and Thorough

Applying for an ECA with a PhD and no transcript is not uncommon, and credential evaluation agencies are aware of this academic reality. The key is to compensate for the missing transcript with other valid and verifiable documents that demonstrate your qualifications, the legitimacy of your program, and your successful completion of the doctoral degree.

Transparency, documentation, and official endorsements from your university are your strongest assets. By approaching the process carefully and submitting all supporting evidence clearly, you significantly increase the chances of your PhD being successfully assessed—bringing you one step closer to your academic,

Our Services – FACTS Transcripts

We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

FACTS Transcripts – The preferred choice for university document verification worldwide. We ensure a hassle-free process for obtaining your transcripts.

Completing your Educational Credential Assessment (ECA) is a significant milestone on the path to immigration, especially when preparing to submit your application to IRCC. However, one common concern that arises for many applicants is the accuracy of the name listed on the final ECA report. A frequent issue is the omission of a middle name on the ECA, even though it appears on your passport or other official identity documents. Understandably, this may raise a question: Will IRCC still accept your ECA if your middle name is missing?

This blog explores this concern in-depth and provides clarity on what applicants should know—and do—if their ECA report does not include their middle name.

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Understanding the Role of Your Name in Immigration Documentation

Your name, as it appears on your passport, is the cornerstone of your identity in the immigration process. All documents submitted—including ECA reports—are ideally expected to match your legal identity as recorded in your passport. That said, name formats and standards can vary significantly between countries and organizations, and not all institutions place equal emphasis on middle names.

Immigration authorities, while meticulous about accuracy, also understand the practical limitations that come with working across international systems and document formats. So, a missing middle name is not an automatic disqualifier.

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Why the Middle Name Might Be Missing on Your ECA Report

There are several reasons why your middle name may not appear on the ECA report:

1. Institutional Formatting Practices
   Some credential assessment bodies issue reports using only the first and last name to avoid complications with name formatting across different cultural systems.

2. Application Entry Errors
   If you entered only your first and last name on your application form, your middle name would naturally be excluded from the final report.

3. Data Source Limitations
   The ECA provider may have received academic documents (such as transcripts or certificates) that do not list your full legal name, leading to a report that reflects exactly what they reviewed.

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Will IRCC Accept the ECA Report Without Your Middle Name?

In most cases, yes—IRCC will accept an ECA report even if it does not include your middle name, as long as your identity can be reasonably matched across all documents. IRCC understands that naming conventions vary across cultures and institutions, and minor discrepancies like a missing middle name are usually not treated as material errors if the following conditions are met:

• The first and last names match exactly between the ECA and the passport.

• The ECA report reference number matches what was entered in your Express Entry or PR application.

• There is no evidence of fraud or intentional misrepresentation.

• Any additional documentation or explanation (if requested) is provided promptly and accurately.

However, consistency across documents is still ideal. So even though a missing middle name is not likely to cause rejection, addressing it proactively may help avoid delays.

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Steps to Take if Your Middle Name Is Missing

While your application may proceed smoothly even with this omission, it’s wise to take a few proactive measures:

1. Double-Check All Other Documents

Ensure your passport, education certificates, and any identity documents match one another, and keep copies ready in case you are asked to provide clarification.

2. Attach a Letter of Explanation (LoE)

When submitting your application to IRCC, include a brief, clear Letter of Explanation noting that your middle name does not appear on the ECA due to formatting or institutional reasons. Reassure that the document reflects the same individual based on other identifiers (e.g., date of birth, reference number, academic records).

3. Maintain Consistency in Your IRCC Profile

When filling out your IRCC forms (e.g., Express Entry profile or permanent residence application), use your full legal name as per your passport—even if the ECA omits part of it. IRCC prioritizes passport consistency.

4. Avoid Attempting to Modify the ECA Report Unnecessarily

Unless there’s a material error (like a completely wrong name), requesting a revision of your ECA just to include your middle name may not be worthwhile. It could cause delays and incur fees, and the revised report may still follow the same naming standard.

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When to Consider Contacting the ECA Provider

If your ECA report contains major discrepancies—such as the wrong surname, transposed names, or a missing first name—you should definitely contact the issuing institution for a correction. But if only the middle name is omitted, and everything else aligns, most applicants find that the report is still accepted without issue.

Still, if you want peace of mind or clarification from the ECA issuing body, you may reach out to them with a formal query or request. They may be able to provide a statement or confirmation that the report pertains to you, even with a partial name listed.

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Final Thoughts: Stay Proactive and Prepared

A missing middle name on your ECA report can understandably cause concern, but it is not typically a barrier to immigration. As long as your first and last names match your passport and other identity details are consistent, IRCC generally accepts the documentation without issue. However, a little preparation—such as submitting a Letter of Explanation—can help ensure your application process moves forward without delay or confusion.

Remember, immigration officers are trained to evaluate documentation from applicants around the world and are aware of variations in naming conventions. Being honest, consistent, and transparent across all your

Our Services – FACTS Transcripts

We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

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Completing and submitting your application for educational credential assessment, immigration, or any professional review process is a milestone step. However, many applicants later realize they may need to provide additional documents—be it an updated transcript, a name change certificate, clarification on a credential, or even an overlooked item. The pressing question becomes: Can you upload more documents online after submitting your application? The answer to this depends on the policies of the evaluating or processing authority, but in many cases, there are structured pathways available for uploading documents post-submission.

Let’s walk through all aspects of this scenario so you can understand when and how it may be possible to upload additional documents after your application has already been submitted.

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1. Understanding the Nature of Your Submitted Application

When you initially submit an application—whether it’s for immigration, academic credential verification, or professional licensing—it generally enters the processing queue based on the information and documents you uploaded at the time. However, it is not uncommon for applicants to:

• Forget to upload a required document

• Realize a document needs to be corrected

• Receive an updated version of a document (e.g., final degree certificate, name change proof)

• Be requested to provide additional information by the reviewing authority

For all these reasons, institutions often provide limited flexibility to upload documents even after your submission has been locked in.

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2. Uploading Documents After Submission: Is It Possible?

Yes, in many situations, it is possible to upload documents after you’ve submitted your application. However, this is not always automatic. Most organizations will require you to follow a defined process, which might include:

• Uploading through a dedicated document submission portal if still accessible

• Sending the document via secure email or online message center (linked to your application ID)

• Waiting for a request from the organization to submit missing or supplementary documents

• Reopening the application for edit, if the system allows

Not all application platforms allow unsolicited uploads after submission, so the best course of action is to check your application dashboard or reach out via customer service channels if you’re unsure.

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3. Common Scenarios Where Post-Submission Upload Is Needed

Here are a few examples where applicants frequently need to upload additional documentation after submission:

a) Name Discrepancy

You may realize that the name on your educational documents doesn’t match the one on your passport or ID. In this case, a name change affidavit, marriage certificate, or other legal documentation may be required.

b) Late Arrival of Final Degree Certificate

You might have submitted your application with only provisional documentation or transcripts, then received the final degree certificate later. This often necessitates a supplemental upload.

c) Institutional Delays

If your institution sends documents late or needs to resend them due to errors or incorrect formats, you may need to provide supporting communication or updated versions.

d) Requested Clarifications

Many applicants receive official requests for clarification—for example, a breakdown of grades, language of instruction, or authenticated translation. These documents can usually be uploaded if asked for by the reviewing authority.

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4. Methods to Upload Additional Documents

Depending on the application system, there may be one or more of the following options:

i) Online Portal Upload Option

Some organizations keep the document upload function open for a period even after final submission. This is typically found under a section like “My Documents,” “Additional Documents,” or “Upload Centre.”

ii) Secure Message or Email Channel

If your profile includes a message center or email address for communication, you may be asked to send your files via a secure link or reply to a document request ticket.

iii) Reopen/Edit Feature

In rare cases, platforms allow users to reopen a submitted application to make corrections or add documents before processing begins.

iv) Responding to Official Requests

If your application status changes to “Additional Information Required,” you’ll typically receive instructions and a submission link for uploading your new documents.

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5. Things to Keep in Mind When Uploading Documents Post-Submission

• Format Matters: Upload documents only in the formats accepted by the platform (usually PDF, JPEG, PNG).

• Label Clearly: Use clear, concise file names indicating the content, such as “Final Degree Certificate – John Doe.pdf.”

• Do Not Overwrite Old Files (unless permitted): If you’re uploading a new version of a document, some systems require you to retain the original as well.

• Track Upload Confirmation: Always take a screenshot or save a confirmation receipt once your upload is complete.

• Use Your Application ID: If you are sending documents via email or portal, always include your application reference number so they are matched to the correct file.

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6. What If Upload Is Not Possible?

If the platform has locked uploads and does not allow further submissions, you should:

• Contact customer support immediately with details of the document and its importance.

• Request a manual addition to your file or ask whether a second submission window can be opened.

• Wait for a formal request: In some cases, the evaluating body will issue a notice requesting further information, at which point uploading will be permitted.

If none of these options are available, and the missing document significantly impacts your evaluation, you may be advised to withdraw your current application and resubmit—although this may involve additional fees and longer processing times.

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7. Uploading Documents for Spouses or Dependents

If your original application includes a spouse or dependent and you later receive updated documents for them—such as proof of education or marriage certificate—uploading these documents may be possible through your existing file. Ensure all such uploads are appropriately labeled and referenced.

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8. Final Recommendations

• Stay proactive: Don’t wait until the application is marked as incomplete. If you identify an issue, act quickly to upload the necessary documents.

• Check deadlines: Some institutions impose timelines for submitting additional documents. Know these timelines to avoid your file being closed or delayed.

• Follow-up: If you upload a document after submission, monitor your account for status updates and confirmation that the document has been received and linked to your file.

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We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

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When applying for permanent residency in Canada through economic immigration programs, one of the foundational steps is obtaining an Educational Credential Assessment (ECA). This report validates that your foreign education is equivalent to a completed Canadian credential. Once your ECA is issued, a common and important question many applicants have is: Will the credential evaluation service send my ECA directly to IRCC (Immigration, Refugees and Citizenship Canada)?

The answer depends on how the evaluation agency processes ECA reports and how you, as the applicant, use your report. Let’s explore the detailed aspects of this process so you know exactly what to expect and how to ensure that your documentation is in proper order for your immigration application.

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Understanding the Role of an ECA in Immigration

The ECA plays a critical role in Canada’s immigration system, particularly under programs such as:

• Express Entry (Federal Skilled Worker Program, Federal Skilled Trades Program, Canadian Experience Class)

• Provincial Nominee Programs (PNPs)

• Atlantic Immigration Program

• Rural and Northern Immigration Pilot

To gain eligibility points for education, you must submit a valid ECA that confirms your foreign credential is equal to a Canadian secondary or post-secondary diploma, degree, or certificate. But having the ECA issued is only the first step—ensuring the right version reaches IRCC is crucial.

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What Happens After Your ECA Is Completed?

Once your ECA has been issued and you have received the final report, you are responsible for entering the reference number from that report into your IRCC online profile. This unique number links your ECA with your immigration application.

Most credential evaluation agencies do not send a physical or digital copy of your ECA report directly to IRCC on your behalf. Instead, they:

1. Upload your report details to a secure IRCC database, allowing IRCC to verify the information electronically once you provide your ECA reference number.

2. Provide you with a copy of the official report, typically through an online portal and/or in print, depending on your preferences.

This process ensures that your immigration profile and your educational credentials are properly aligned. It is your responsibility to correctly input the ECA reference number in your Express Entry or other immigration profile.

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What Is the IRCC Secure Database?

Credential assessment agencies approved by IRCC are required to maintain a secure, digital interface through which IRCC can access validated reports. This means that as long as you submit your correct ECA reference number during the application process, IRCC can pull your report from the system directly.

The following information is typically shared electronically with IRCC:

• Your name and personal details (as submitted in the application)

• The institution that issued your credential

• The credential level (e.g., bachelor’s, master’s)

• The Canadian equivalency summary

• Report issuance and expiry date

• Reference number

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Is It Mandatory for the Agency to Send the ECA to IRCC?

No, not in the sense of sending a hard copy or physical document. Once your report is completed and your reference number has been uploaded into the IRCC system, your role is to include the reference number correctly in your IRCC application.

This unique identifier is what allows IRCC to retrieve and validate the ECA report electronically. If the number is mistyped, omitted, or expired, your application may be delayed or considered incomplete.

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What You Need to Do as an Applicant

To ensure that IRCC receives and recognizes your ECA report, follow these steps:

1. Log in to your evaluation account and verify that your ECA report is completed and contains the correct personal and academic information.

2. Find your ECA Reference Number—this is typically a combination of letters and numbers unique to your report.

3. Submit this reference number in your Express Entry profile or other relevant immigration application forms under the “Education History” section.

4. Double-check that your name and date of birth on the ECA report exactly match your official identification and IRCC application.

5. Track the expiration date of your ECA. An ECA report is valid for five years from the date of issue.

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How Long Does It Take for IRCC to Access the ECA?

Once the ECA report is issued, IRCC can generally access it immediately via the agency’s secure system. However, it can take a few days for the internal database to sync after final approval, depending on the provider’s update cycle. Therefore, it’s wise to wait a short period after receiving your report before finalizing your immigration application.

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What if There Is a Mistake in Your Report?

If you notice any errors in your ECA—be it a typo in your name, an incorrect credential equivalency, or a wrong date—it is vital to request a correction from the credential evaluation agency before submitting your immigration application. A mismatched report could delay your application or reduce your Comprehensive Ranking System (CRS) score.

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Should You Submit a Physical Copy to IRCC?

You are not required to mail or upload a copy of your ECA report manually, unless IRCC requests it later during documentation verification. The secure database and the ECA reference number serve as the link between your evaluation report and your immigration profile.

However, keeping a printed or saved copy of your ECA report is still recommended for your records, for reference during future visa or licensing applications, and in case additional documentation is requested by IRCC.

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Using Your ECA for Other Purposes

While this guide focuses on the ECA’s role in immigration, it’s worth noting that you can also use your ECA report to:

• Apply for jobs in Canada that require proof of foreign education

• Seek professional licensing or registration in regulated fields

• Enroll in further education or bridging programs

• Provide evidence of academic background for employers

Just remember, the ECA for IRCC immigration purposes is distinct from credential assessments done for professional or academic admission. Each use case may require a different report type or format.

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We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

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Navigating the credential evaluation process can already be complex, and when your current name is different from the one on your academic documents, it can introduce an additional layer of concern. Whether your name has changed due to marriage, divorce, gender transition, personal choice, religious reasons, or administrative corrections, it is entirely possible to apply for an educational credential evaluation without issues—as long as you follow the correct documentation and verification steps.

This comprehensive blog outlines what to do if your name has changed since completing your academic studies, how to handle the application under such circumstances, and what supporting documents are generally required.

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Why Name Consistency Matters in Credential Evaluation

Credential evaluation bodies are responsible for assessing and verifying the authenticity and equivalency of academic documents. One of the primary identifiers on these documents is the name. If your name on your degree, transcript, or certificate doesn’t match your current legal name, evaluators must ensure that:

• The documents truly belong to you

• There is no misrepresentation or identity confusion

• The name change is verifiable through documentation

A discrepancy in names without proper explanation or supporting records can lead to processing delays, additional queries, or even rejection of the application.

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What Name Should You Apply Under?

When completing your credential evaluation application, always apply under your current legal name—the one that appears on your government-issued identification such as a passport, national ID card, or immigration paperwork.

This ensures consistency with:

• Your immigration or licensing applications

• Identification checks

• Any future correspondence with official bodies

However, since your educational records contain your former name, you will need to establish the link between the two identities using official documentation.

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Common Reasons for Name Change

Understanding and clearly stating the reason for your name change helps contextualize your supporting documents. Common scenarios include:

• Marriage: Adoption of a spouse’s surname

• Divorce: Reversion to maiden or prior name

• Gender transition: Legal name change as part of gender affirmation

• Religious or cultural reasons: Voluntary change for alignment with beliefs

• Spelling corrections: Clerical corrections in spelling, initials, or order

• Legal name change: Change done through court orders or gazette notifications

Each of these reasons is valid and generally accepted as long as proper supporting documents are submitted.

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What Documents Should You Submit?

To bridge the gap between your current legal name and the one appearing on your academic credentials, most credential evaluation services will require documentary proof of your name change. Here are the commonly accepted documents:

1. Marriage Certificate

Used if your name changed after marriage. It must clearly show both your old and new names, and be officially issued by the relevant authority.

2. Divorce Decree

Used if your name reverted after a divorce. The decree should include the statement authorizing the name change.

3. Legal Name Change Certificate or Affidavit

If you underwent a name change through a legal process or court, submit the certified copy of the name change order or government-issued certificate.

4. Government Gazette Notification

Some countries publish official name changes in their government gazette. A scanned copy of this notice can be used to confirm the change.

5. Sworn Affidavit

In certain cases—especially where formal records are not available—an affidavit sworn before a notary public or commissioner of oaths may be accepted.

6. Passport or Government-Issued ID Showing Current Name

This is essential as it validates the legal identity under which you’re applying. It also serves to link your current name to the name change process.

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How to Submit Name Change Documents

Each credential evaluation body may have slightly different submission methods, but here’s a general process:

• Include a copy of your name change document(s) with your application

• Ensure your application is under your current name

• If possible, provide a brief cover letter explaining the name difference

• Clearly reference the name on your academic documents versus the name on your ID

• Ensure that all personal details (birthdate, academic institution, program, year) match exactly on both sets of documents

Some evaluators also allow you to upload or attach your documents during the application process or send them via email or secure portals. Be sure to follow the instructions provided by the evaluation authority.

Our Services – FACTS Transcripts

We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

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Applying for academic credential evaluations can be a complex process, especially when you face unexpected barriers like the closure of your educational institution. One of the critical steps in an Educational Credential Assessment (ECA) or similar evaluation process is the official submission of academic records—often transcripts or certificates—directly from the issuing university or school to the evaluating authority. But what happens when your institution no longer operates, has shut down permanently, or is unresponsive?

This blog explores what you can do if your school is closed and cannot send your academic documents, how it affects your application, and what alternative paths may be available to help you move forward with your goals.

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Understanding the Requirement: Direct Submission of Academic Documents

Educational credential evaluation bodies typically require that transcripts and certificates be sent directly by the academic institution that issued them. This is a way to ensure:

• Authenticity

• Accuracy

• Integrity of the evaluation process

Without official documents received directly from your institution, most evaluating organizations will not be able to process your request in the standard way.

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The Problem: School or University Is Closed

This issue can arise in several forms:

• The institution has shut down permanently

• It has been merged with another university

• It has lost accreditation

• Natural disasters, political unrest, or administrative issues have led to its closure

• There’s no response or no access to records

This scenario can be especially frustrating when you have all your personal copies of your credentials but cannot get them authenticated through the proper official channels.

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Can You Still Apply? Yes—But With Modifications and Conditions

In most cases, while you cannot proceed with a regular application, there are alternatives you can explore depending on your specific circumstances, the evaluating agency’s policies, and how your documents can be traced or verified.

Here are key strategies to consider:

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1. Check if the Institution Has a Custodian for Records

Even when an institution closes, student academic records are often transferred to a designated custodian. This could be:

• A local education board or department

• A state or national archives department

• The affiliating university

• Another institution that absorbed the closed school’s functions

You should try to contact:

• The Ministry or Department of Education in your region

• The Higher Education Council

• Any nearby institutions that might be aware of the records’ custody

If another authority has access to your records, they might be able to send the documents on your former school’s behalf.

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2. Provide Proof of Closure

If you are unable to locate a custodian or get any institutional response, gather official evidence that your institution is closed. This can include:

• Government notices

• Archived news articles

• Letters from the Ministry of Education

• Legal documentation showing the school’s status

Submit this proof to the evaluating body along with your personal documents and a cover letter explaining the situation.

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3. Request an Exception or Alternative Evaluation Path

Some credential evaluation agencies have procedures for exceptional cases. You can formally write to them requesting an exception, outlining:

• Your academic history

• The closure status of the institution

• Attempts you made to contact the school

• Your available documentation (marksheets, degree certificates, etc.)

• Supporting letters from faculty (if available)

You may be allowed to submit notarized or attested copies of your documents, self-declarations, or affidavits. However, approval is not guaranteed and depends on the evaluating agency’s discretion.

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4. Contact Faculty or Staff from the Institution

Former professors, administrators, or clerks may still be reachable through professional networks or social media platforms like LinkedIn. They might be able to:

• Confirm institutional closure

• Provide academic references

• Help locate who may be in charge of the records now

In some rare cases, their endorsement in the form of a letter or affidavit may be accepted as supporting documentation.

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5. Use Alternate Documentation (Where Allowed)

If transcripts are unavailable, the evaluating body may accept other forms of documentation on a case-by-case basis:

• Degree certificates

• Consolidated marksheets

• Admission and convocation records

• Affidavits affirming the authenticity of your academic background

These must often be notarized or attested by a recognized legal authority or government body.

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6. Consult a Credential Evaluation Service or Academic Documentation Expert

Given the complexity of such cases, you might consider consulting a professional agency or service provider that specializes in academic documentation, especially for closed institutions. They often have:

• Experience with rare and difficult cases

• A database of merged or shuttered institutions

• Established contacts with education departments

• Knowledge of how to navigate the evaluation body’s exception policies

These experts may assist in gathering what’s required or preparing a strong appeal for your case.

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7. Explore Recognition of Prior Learning (RPL) or Credit Transfer

If your primary goal is further education (not immigration), some universities accept Recognition of Prior Learning (RPL) where traditional transcripts are not available. This allows you to enroll based on:

• Work experience

• Previous study evidence

• Other qualifications

Alternatively, some academic institutions allow you to re-enter their system through bridging programs or credit transfer, especially if you have partial documentation.

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8. Consider Rebuilding Your Academic Portfolio

If none of the above routes are successful, and your institution’s closure makes credential recognition impossible, you may need to consider:

• Taking new academic courses to rebuild credentials

• Applying for certification exams to demonstrate your knowledge

• Looking into diploma equivalency or retraining options in the new country

Though this is time-consuming, it may be a necessary route if official verification is unattainable.

Our Services – FACTS Transcripts

We at FACTS Transcripts assist in various services, including:

• Mark Sheet Transcripts
• E-Transcripts
• Duplicate Mark Sheets & Degree Certificates
• Medium of Instructions Certificates
• Attestations
• HRD Attestation / Apostille Services
• ECA (Educational Credentials Assessment)

Trusted by leading global verification organizations, including WES, IQAS, PEBC, NDEB, NASBA, CAPR, NZQA, ICAS, NCESS, ICES, ECE, eduPASS, ACEI, GCEUS, Comparative Education Services, NNAS, NCA, SAQA, QMAS, FORAC, Australian Pharmacy Council, and more.

FACTS Transcripts – The preferred choice for university document verification worldwide. We ensure a hassle-free process for obtaining your transcripts.