For many individuals applying for international credential assessments, one of the most common and frustrating obstacles can arise when their academic institution refuses to send transcripts or educational documents directly to the assessment agency. This requirement—direct institutional submission—is typically a mandatory part of the evaluation process, especially to ensure authenticity, prevent fraud, and maintain consistency in documentation.
But what happens if your school explicitly states that they will not send your documents? Can the evaluation agency contact them on your behalf? Will they make an exception in such cases? And what alternatives do you have to keep your application moving forward?
In this comprehensive blog, we’ll explore the implications of such a situation, what you can expect from the credential evaluation agency, and what practical steps you can take to overcome this hurdle.
Why Institutions Must Send Documents Directly
Before diving into potential solutions, it’s important to understand why assessment services usually require that documents be sent directly from the academic institution. This requirement exists to:
-
Ensure document authenticity and integrity
-
Prevent manipulation or alteration by third parties
-
Confirm that documents originate from a legitimate, recognized institution
-
Streamline verification processes for credential comparability
In most cases, credential assessment agencies do not accept documents that have been submitted directly by the applicant, unless the original institutional policy explicitly allows it.
Will the Credential Evaluation Agency Contact Your School?
One of the most frequent questions applicants ask is whether the evaluation service will intervene if a school refuses to cooperate. In almost all standard procedures, the answer is no—the credential evaluation agency will not reach out to your school on your behalf to request transcripts or verify policies. The responsibility to coordinate with the institution rests with the applicant.
Here’s why the agency avoids direct outreach:
-
Volume of applications makes individual follow-up with thousands of institutions impractical.
-
Privacy regulations may prevent the agency from engaging with institutions without prior consent or documentation.
-
Documentation policies are publicly available, and applicants are expected to understand the requirements and arrange for submission accordingly.
-
Uniform procedure avoids bias and ensures all applicants are treated equally.
This can be frustrating, but it ensures fairness and accountability in the evaluation system.
What You Can Do If Your School Declines to Send Documents
If your institution refuses to send documents directly, don’t lose hope. There are several avenues you can explore:
1. Provide an Official Statement from the School
Some credential evaluation services accept alternative forms of proof in special circumstances. For instance, you may be able to submit a written statement from the institution, on official letterhead, signed and stamped, confirming that they do not issue or send academic documents directly to third parties. This document should:
-
Clearly state the institution’s policy
-
Be recent (dated within the last 6 months)
-
Be signed by a registrar, principal, or official academic authority
This may trigger an alternative submission process or exceptional review, depending on the agency’s internal policies.
2. Use an Alternative Courier or Digital Platform
In certain cases, schools are open to sending documents through secure third-party digital portals or authorized courier services. If the evaluation agency accepts documents via approved platforms (such as Digitary, TrueCopy, My eQuals, etc.), request your school to send them through these platforms—even if they won’t send them by post or email directly.
This satisfies both parties: the school doesn’t need to break its policy, and the assessment service receives documents through a secure, verifiable channel.
3. Visit the Institution Personally (If Possible)
If you’re located near your alma mater or can travel, personally visiting the registrar or records office can sometimes result in a more favorable outcome. Direct conversations may help clarify that your request aligns with international academic mobility practices and may persuade the institution to make an exception.
During the visit, carry:
-
A formal request letter
-
A printed copy of the credential agency’s document requirements
-
An envelope labeled with the receiving address
-
Identification and copies of your certificates
Some schools may be willing to give the documents in a sealed envelope, which you are then allowed to forward, as long as it remains unopened.
4. Escalate Through Educational Authorities
If your institution is part of a university system or regulated by a higher education commission, consider contacting the oversight body to explain your situation. In many cases, universities are expected to support former students in academic evaluations and may be encouraged to cooperate when approached by a higher authority.
What Not to Do
While facing this obstacle, avoid taking any shortcuts that could jeopardize your evaluation:
-
Do not forge documents or signatures—this leads to permanent blacklisting.
-
Do not pressure or bribe institutional staff—this could result in disciplinary action.
-
Do not send original documents directly if the agency doesn’t allow it—they may be rejected and discarded without evaluation.
-
Avoid third-party vendors making false promises—work only with authorized or known facilitators, if any.
Managing Delays and Expectations
Unfortunately, delays caused by institutional reluctance can push back your entire application timeline. It’s vital to:
-
Plan ahead and start early
-
Communicate regularly with your school
-
Stay in touch with the credential agency’s guidelines
-
Gather alternative proof if your institution is uncooperative
Keeping a detailed record of all correspondence and attempts to reach your institution can sometimes support a case for exceptional consideration by the agency.
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.
