When planning to apply for an academic credential evaluation, many applicants often face a situation where their institution sends the required documents directly to the evaluating body before the online application is submitted. Understandably, this raises an important question: Will the organization retain and keep track of documents that arrive before my application is in place?
In this blog, we will explore the intricacies of early document submission, what happens to documents sent in advance, how to ensure they are not lost or misplaced, and best practices to follow when preparing for your credential evaluation.
The Common Scenario: Documents Arrive First, Application Comes Later
It is not uncommon for applicants to request their academic institutions to send official transcripts or degree certificates early in the process. This may happen due to a variety of reasons:
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The institution has strict timelines or long processing times.
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The applicant wants to avoid delays later.
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The university only sends documents by post and the applicant anticipates a long delivery window.
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The applicant is still gathering personal documents or deciding which credential service to use.
Whatever the reason, many credential evaluation services regularly receive academic records from universities before an application is submitted. This leads to a vital question: Are these documents stored or processed?
What Happens to Documents Received Without an Application?
If your institution sends your documents before you formally apply for the credential assessment, the evaluation body may retain them temporarily. However, here are several important factors to consider:
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Documents Are Usually Not Processed Without an Application
The evaluation body typically does not evaluate or even review documents unless there is an active application file to associate them with. The system requires a unique applicant profile or file number to match and track documents. -
Documents May Be Held Temporarily
Depending on the organization, early documents may be kept on hold for a limited period—often 30 to 60 days. If no application is received during this time, the documents may be discarded, returned, or archived without action. -
There Is No Guarantee Without Prior Notice
If no application is submitted and no communication is made to inform the organization that the documents are arriving in advance, there is no obligation on their part to retain them. -
Document Retention Policies Vary
Some organizations may keep early-arriving documents on file for a longer period, but this is not universally guaranteed. Retention timelines and policies vary, so assuming they will automatically hold your records can be risky.
How to Ensure Your Early Documents Are Not Lost
If your institution must send your documents before your application is submitted, there are ways to ensure they are properly handled and linked to your future application:
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Contact the Evaluation Body in Advance
Reach out via email or the contact form provided on their website. Explain your situation and ask whether they will accept early documents. Provide your full name, date of birth, and the list of documents your university will be sending. -
Include a Cover Letter With the Documents
Ask your institution to include a note in the mailing that clearly states your full name, date of birth, and a message indicating that you will be submitting an application soon. This helps staff flag and hold your documents correctly. -
Follow Up After Sending
Once the documents have been sent by your institution, contact the evaluation body again. Provide tracking information if available and reconfirm that these documents belong to you. -
Submit Your Application Promptly
Don’t wait too long after your documents are sent. Ideally, submit your application within a few days to ensure a match between the documents and your profile. Delays can result in your records being unlinked or discarded. -
Keep Copies and Receipts
Always request a copy of what your institution sends and maintain the tracking receipt. In case the documents go missing, you’ll have evidence to support re-submission or inquiry.
Risks of Sending Documents Before Applying
While it might seem proactive to have your documents sent early, there are a few risks to be aware of:
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Mismatch or Misplacement
Without an active file number, the documents might be stored incorrectly or not matched to your application later. -
Loss Due to Lack of Identification
If the documents are received without proper identification or if the names do not exactly match what you later use in your application, the evaluation body may be unable to verify ownership. -
Time Limits on Retention
If your application is delayed beyond the organization’s retention period, your documents may no longer be available by the time you apply.
Best Practice: Apply First If Possible
The ideal process is to complete and submit your application first. Once your file is open, your university can then send the documents referencing your application number or client ID. This streamlines the process and ensures proper documentation tracking from the beginning.
However, if institutional delays or other circumstances force you to send documents first, it’s important to communicate with the evaluating body and follow their preferred procedures for early submission.
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