One of the most essential parts of an academic credential evaluation process involves verifying the authenticity and accuracy of your documents. Often, the evaluation body contacts your issuing institution or relevant educational authority to confirm your credentials. This is a standard part of international academic assessments and ensures the legitimacy of every applicant’s educational background.
But what happens when your college, university, or educational board fails to respond to these inquiries? This situation, although common, can be frustrating and confusing for applicants who are eagerly awaiting their evaluation results. If you’ve been notified that inquiries have been sent but nothing has progressed, this blog will help you understand the implications, possible reasons, and actionable solutions.
Why Do Educational Evaluation Bodies Contact Institutions?
Before diving into the potential issues, it’s important to understand why inquiries are made in the first place. Verification inquiries serve to:
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Confirm the authenticity of the credential
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Ensure the document matches official academic records
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Validate institutional recognition and program legitimacy
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Fulfill requirements set by immigration authorities, employers, or universities
This process protects the integrity of evaluations and builds trust between applicants, institutions, and regulatory bodies.
When Inquiries Go Unanswered: What Does It Mean?
If your evaluation provider sends out inquiries and receives no reply from your educational institution, it generally means that your assessment is placed on hold or marked as incomplete until a response is received. This delay can affect your plans for further studies, immigration, or employment.
Here are the most common outcomes of an unresponsive institution:
1. Assessment Put on Hold Indefinitely
If the evaluator cannot complete the verification due to lack of institutional response, your file might remain in a suspended state. They may notify you that your case is pending further verification and cannot proceed without that step.
2. Partial Evaluation (When Applicable)
Some evaluation providers offer partial assessments based on the documents you’ve submitted, accompanied by a disclaimer that the institution did not verify the records. However, this depends entirely on their policy and may not be accepted by all organizations requesting the evaluation.
3. File Closure After Extended Non-Response
In cases where a certain time has passed with no institutional reply (often several months), the evaluating body may close the file or ask you to reapply later. Some may also charge a reactivation or reprocessing fee if you choose to continue the application once the issue is resolved.
Why Might an Institution Not Respond?
Several legitimate and logistical issues can cause institutions to delay or ignore verification requests:
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Staff shortages or limited administrative support
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Incorrect contact details or outdated registrar information
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Internal bureaucracy or lack of communication infrastructure
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Delays due to holidays, exam seasons, or temporary closures
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Refusal to communicate with third parties due to policy or data privacy laws
It’s also possible that the inquiry did not reach the right person or department within the institution.
What Can You Do in This Situation?
You’re not powerless in this situation. There are multiple proactive steps you can take to encourage your institution to respond:
1. Reach Out Directly
Contact your college or university’s registrar, controller of examinations, or student records office. Inform them that a verification request has been sent on your behalf and emphasize its importance. If you can get the name of the verification officer handling your file, share that as well.
2. Provide Correct and Updated Contact Details
Ensure the evaluation provider has accurate contact information for your institution. This includes official email addresses, office phone numbers, department names, and physical mailing addresses.
3. Submit a Letter of Authorization
Some institutions may require written consent from you to release educational records. Check if such a letter was included and, if not, provide one immediately to avoid further delays.
4. Follow Up Regularly
Stay in touch with both the evaluation agency and your institution. Regular follow-up—polite, clear, and persistent—can push your case forward.
5. Request Intervention from a Higher Authority
If your initial attempts fail, escalate the issue within the institution. Contact a dean, principal, or university administration official who might be in a better position to ensure the request gets addressed.
What If Nothing Works?
If, despite all efforts, your institution does not respond at all, you may have to consider alternative options:
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Request a different type of evaluation that doesn’t require direct institutional verification (only if available and acceptable for your purpose)
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Consider credential evaluation services that accept notarized or apostilled documents in lieu of institutional communication (if allowed by the recipient agency)
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Explore whether your institution can send documents directly to the evaluation provider via a secure method
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Seek a third-party verification service, where applicable, that can intervene on your behalf to obtain confirmation
Keep in mind that any of these options depend heavily on the policies of both the evaluator and the body requiring the report (such as a university, immigration authority, or employer).
Final Thoughts
It’s undoubtedly frustrating to face delays in your credential evaluation due to an unresponsive institution. However, this challenge is not insurmountable. With diligence, proper communication, and persistence, most applicants are eventually able to overcome the issue.
