When applying for a credential evaluation, one of the most important questions applicants ask is whether the agency will contact their academic institution for verification. This question is particularly relevant for individuals who have studied internationally, especially in regions where documentation practices differ, where institutions have closed down, or where records may take time to retrieve.
Credential evaluation is a serious process that requires an evaluator to validate the authenticity and credibility of your academic achievements. To do this effectively, agencies often must go beyond simply reviewing the papers submitted by the applicant. This comprehensive blog explains why and how educational institutions may be contacted during this process, what it means for your application, how you can prepare in advance, and what to expect if verification is delayed or denied.
Why Do Evaluation Agencies Contact Educational Institutions?
Evaluation agencies are responsible for assessing whether foreign academic credentials are equivalent to the standards of the local education system. To provide accurate, reliable, and fair assessments, they often require confirmation directly from the source—the university, college, board, or institution that issued the original documents.
Reasons they may reach out to institutions include:
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Authenticity Verification: To confirm that the transcript or certificate is not altered, fabricated, or obtained fraudulently.
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Program Confirmation: To validate that the applicant completed a program and earned the qualification listed.
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Grading System Clarification: To better understand how grades or percentages are calculated and what they represent in the local academic context.
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Missing or Ambiguous Data: To fill in any gaps such as dates of study, duration of the program, or details missing in the transcripts.
How Contact is Made: The Verification Process
There are several ways in which evaluation agencies may reach out to academic institutions:
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Official Letters or Emails: Many agencies send a formal verification request through email or postal mail to the registrar, controller of examinations, or academic department of the institution.
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Secure Portals: Some institutions have online portals or digital verification systems that agencies use to request and receive authenticated records.
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Phone Calls or Faxes: In certain cases, especially when there is urgency or when other methods fail, agencies may attempt contact by phone or fax.
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Third-Party Verification Services: Sometimes, credential evaluation agencies rely on trusted third-party services that specialize in verifying academic records across global institutions.
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Electronic Submissions: If your university participates in an official electronic document submission network (like secure international transcript services), your documents may be verified and exchanged directly through those systems.
What This Means for Your Application Timeline
If your institution is contacted, it can extend the processing time for your evaluation. This is because:
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Institutions may take several weeks to respond.
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Some schools have limited administrative staff or long document processing backlogs.
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Verification may require internal records searches, especially for older academic files.
Applicants should be prepared for this additional time and avoid planning major decisions (like admissions or immigration filings) too close to evaluation deadlines.
What You Can Do to Facilitate the Process
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Notify Your Institution in Advance
Let your college or university know that a credential evaluation agency may contact them. Provide the name of the agency and your student ID or other identifying information to help them locate your records quickly. -
Provide Accurate Contact Information
Include up-to-date contact details for your institution’s academic office in your application. Ensure email addresses and postal addresses are current. -
Follow Up with the Institution
If the evaluation agency confirms they’ve contacted your school, follow up with the institution yourself. A personal email or phone call may expedite their response. -
Use Official Channels for Transcripts
Whenever possible, request your institution to send your academic transcripts directly to the evaluation agency. Many agencies give preference to documents received through official channels over those provided by the applicant. -
Have Alternate Contacts Ready
In cases where your institution has closed or merged with another university, be prepared with the new governing body’s contact details or archives office that holds student records.
What Happens If Your Institution Does Not Respond?
There are cases where an educational institution is unresponsive due to administrative challenges, closure, or outdated record systems. When this occurs:
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The evaluation process may be placed on hold.
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The agency may ask you to provide alternative proof of study such as degree certificates, affidavits, or course completion letters.
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In rare situations, the evaluation may be completed based on partial documentation, but the report may include disclaimers or be labeled as “unofficial” or “incomplete.”
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You may be asked to resubmit a new application later if verification is not possible at the time.
Will the Agency Contact the Institution Without Informing You?
In most cases, applicants are informed if and when their institution is being contacted. This is often mentioned during the application process or in follow-up emails. However, some agencies may begin the verification independently if they identify discrepancies in submitted documents or if internal policy requires external confirmation for certain credentials.
Is Contacting Institutions Mandatory for All Applicants?
Not always. Some applications may not require direct contact with the institution if:
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The documents are submitted directly by the institution using a trusted digital platform.
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The agency already has verified samples from the same university on file.
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The educational institution is accredited and well-documented, and the submitted documents are certified and complete.
However, this is at the discretion of the agency and varies depending on the country of education, type of program, and level of documentation provided.
