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.
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:
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Authenticity
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Accuracy
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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.
The Problem: School or University Is Closed
This issue can arise in several forms:
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The institution has shut down permanently
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It has been merged with another university
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It has lost accreditation
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Natural disasters, political unrest, or administrative issues have led to its closure
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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.
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:
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:
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A local education board or department
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A state or national archives department
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The affiliating university
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Another institution that absorbed the closed school’s functions
You should try to contact:
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The Ministry or Department of Education in your region
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The Higher Education Council
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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.
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:
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Government notices
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Archived news articles
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Letters from the Ministry of Education
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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.
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:
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Your academic history
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The closure status of the institution
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Attempts you made to contact the school
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Your available documentation (marksheets, degree certificates, etc.)
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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.
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:
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Confirm institutional closure
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Provide academic references
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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.
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:
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Degree certificates
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Consolidated marksheets
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Admission and convocation records
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Affidavits affirming the authenticity of your academic background
These must often be notarized or attested by a recognized legal authority or government body.
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:
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Experience with rare and difficult cases
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A database of merged or shuttered institutions
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Established contacts with education departments
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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.
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:
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Work experience
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Previous study evidence
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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.
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:
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Taking new academic courses to rebuild credentials
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Applying for certification exams to demonstrate your knowledge
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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.
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