In the world of academic credential evaluations, converting international transcripts into a Grade Point Average (GPA) on the 4.0 scale is a critical step for international students, professionals, and immigrants. GPA calculations help universities, licensing bodies, employers, and immigration authorities interpret academic records in a standardized format.
A question many applicants ask is:
“Once my GPA is calculated—will there be a record of previous calculations?”
The answer isn’t always straightforward. It depends on the type of evaluation, who conducted the calculation, and how the results were delivered or stored. This blog explores, in-depth, the concept of GPA calculation records—who keeps them, how long they are preserved, and what you need to know about accessing or reusing previous calculations.
📘 What Is a GPA Calculation?
Before discussing records, let’s briefly revisit what a GPA calculation involves:
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Translating your academic scores (e.g., percentages, 10-point scales, or letter grades) into a 4.0 GPA format
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Assigning weights based on course credits
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Calculating a cumulative GPA that reflects your academic performance
This process may be done independently using online calculators, or more formally by credential evaluation agencies or university admissions offices.
🗂️ What Constitutes a “Record” of GPA Calculation?
A record of a GPA calculation refers to a stored document, file, report, or entry that shows:
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The institution(s) assessed
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The original academic grading scale
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The conversion method used
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The final GPA or assessment result
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The date and context (e.g., for university admission or immigration)
Such records can exist in digital or physical formats and may be retained by the student, evaluation agency, academic consultant, or institution that received the results.
🧾 Where and How Are GPA Calculation Records Stored?
Let’s examine different scenarios where GPA calculations might be recorded—and who keeps those records.
1. Credential Evaluation Agencies
If your GPA was calculated as part of a formal credential evaluation, your report and supporting data are often stored for a specific period—usually:
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Up to 5 years (for immigration or ECA-related evaluations)
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Longer durations (for academic and employment purposes)
These records are kept securely and can be accessed by:
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You (the applicant), via your online account or application reference
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Institutions that were selected as recipients during the evaluation process
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Additional recipients, if you request further report distribution
🔒 Data protection is critical, so only authorized individuals or organizations can access your GPA report or previous calculations.
2. University Admissions Offices
If your GPA was calculated internally by a university during the admission review process:
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It may be kept in your admissions file as part of your student record.
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If you are accepted, it might be stored indefinitely in the academic system.
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If rejected, it may be deleted after one or two admission cycles.
Admissions offices often include GPA conversion notes or calculated values when assessing international students. However, these records are not publicly accessible and are usually not shared beyond internal use.
3. Educational Consultants or Admission Agencies
If you worked with an education consultant or agency, they might calculate your GPA for advisory purposes. These records may be:
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Stored on their internal systems or shared via email
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Used to determine school selection or scholarship eligibility
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Retained for up to 1–2 years for follow-up or reapplication
However, these GPA calculations are not official unless you obtain a verified report from a credential evaluator. Still, keeping a copy is useful for reference.
4. Online GPA Calculators or Tools
If you used a public online GPA calculator, your results are:
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Often not saved unless you manually download or record them
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Sometimes stored temporarily (like in browser cache)
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Not traceable or accessible for official use
These tools are ideal for initial self-assessment but not suitable for applications that require official GPA reports.
5. You (the Applicant)
You should always keep a personal copy of your GPA calculation—especially if:
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You used it for university applications
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It was part of an immigration process
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You worked with a consultant or evaluation service
You can store this in:
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Your personal records (PDFs, printed reports)
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Email archives
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A cloud storage system like Google Drive or Dropbox
Keeping this information helps in case you need to apply again or submit additional documents in the future.
🔄 Can Previous GPA Calculations Be Reused?
Yes—but with some important caveats:
✅ If Done by a Credential Evaluation Agency:
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You can request additional copies of the same report.
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You can send the report to new universities or licensing boards.
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You might need to update the report if applying after the original validity period ends (usually 5 years).
If Done by a University or Consultant:
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You may need to repeat the calculation for a new institution.
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Some schools prefer to calculate GPA internally using their own systems.
If You Used an Online Tool:
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You should treat this as unofficial.
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For formal use, you must submit transcripts for official evaluation and calculation.
What If You Need a Recalculation?
There are times when GPA needs to be recalculated:
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New transcripts or updated grades have been added.
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Additional degrees or academic levels are now included.
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You’re applying for a different purpose (e.g., immigration vs. education).
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Your previous evaluation expired or was based on incomplete information.
In such cases, you should:
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Contact the agency or service that issued the original report.
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Submit updated academic documents.
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Request a new GPA calculation or full evaluation.
Why Accuracy and Documentation Matter
Even a minor discrepancy in GPA can lead to:
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Missed scholarship opportunities
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Application rejection
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Delays in licensing or immigration
That’s why it’s crucial to submit accurate academic records and work with a professional service that ensures proper GPA calculation and recordkeeping.
How FACTS Transcripts Helps You Maintain GPA Records
FACTS Transcripts specializes in assisting students and professionals with procuring, authenticating, and submitting academic documents for credential evaluations and GPA calculations. Their services include:
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Securing university-issued transcripts in sealed envelopes
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Obtaining Medium of Instruction (MOI) letters
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Coordinating with credential evaluation agencies for official GPA conversion
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Keeping records of submissions and helping with re-dispatch if needed
With FACTS, you gain peace of mind knowing that your academic history is managed professionally and is always accessible when needed.
Final Thoughts: Keep Your Academic Journey Documented
To summarize:
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Yes, there can be a record of previous GPA calculations—depending on how and where they were done.
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Evaluation agencies and universities often store these records for years.
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You must take personal responsibility for keeping copies and tracking validity.
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Recalculations are sometimes necessary, especially if your academic profile changes.
A well-documented GPA record ensures that your academic story remains intact, verifiable, and ready for presentation—no matter where your next opportunity lies.
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