Everything You Need to Know About Transcript Evaluation
What is a Transcript Evaluation?
To understand what a transcript evaluation is, you first need to know what the actual transcript is. A transcript – also known as a mark sheet, grade sheet or score sheet – for the purposes of an evaluation is the official document that contains the record of your academic marks and grades along with any graduation documentation, as generated by your current or former educational institution.
If you’re applying for admission to an educational institution such as a high school, college or university, or if a certain educational level is required by a potential employer, then the prospective institutions/employers will need to review your prior academic records. This will include your transcripts, which contains all your grades and marks, along with your graduation certificate (if applicable). If your education was earned in a country other than the United States or Canada, then you will need to obtain a detailed evaluation of your transcripts to the equivalent US or Canadian standards.
Why Do You Need to Get Your Transcripts Evaluated?
There are over 190 countries, and each one has its own set of regulations and requirements related to a both applying for, and graduating from, a particular course of study. Consider that each country also has thousands of schools, colleges and universities, and each with its own set of prerequisite admission requirements, course studies, credits earned and scoring (among many other factors). When you leave a country with a particular degree, that may or may not equate to the same degree in another country. The transcript evaluation process ‘normalizes’ your studies and provides a certification of equivalency for the studies you have earned from the source country as compared to the target country. For continuing education in particular, transcript evaluation is necessary to ensure that your prior credits and courses can be applied by the institution for your future studies, thereby ensuring that you don’t duplicate existing studies (potentially saving you money), or miss courses that are important to complete for success in your continuing education.
Types of Transcript Evaluations
There are two main types of transcript evaluations:
Course by Course (CBC) Evaluations
For any type of continuing education you will almost always require a CBC evaluation. A CBC evaluation assesses your graduation certificates, along with each course of study you completed, how long you studied each course for, and what grade you achieved in that course. This enables the evaluation agency to issue a complete set of equivalent courses, grades and credits within the target country’s education system. With that information, your equivalent Grade Point Average (GPA) and credits earned can be calculated and stated.
A typical evaluation agency’s CBC documents are 3-5 pages long, however our CBC is 9-11 pages long as we not only include foregoing information, but also information about the school you attended, the education system, and our evaluation methodology.
Being the most complete type of analysis, a course by course evaluation can be used for all purposes, including work or immigration.
Also known as a ‘document by document’ evaluation, a general evaluation is a less extensive analysis than a CBC as it evaluates your graduation certificate only. The evaluating agency will then issue a statement of equivalency as to that degree in the target country. Since there are no courses assessed, the general equivalency evaluation necessarily excludes any course information, GPA or credit calculations.
A typical evaluation agency’s general evaluation documents are 1-2 pages long, however our general evaluation is about 5 pages long as we also include information about the school you attended, the education system, and our evaluation methodology.
A general evaluation is most often used for work purposes when you are required to demonstrate at least a high school graduation, although some potential employers may still require a course by course evaluation.
The Transcript Evaluation Process:
There are two methods of transcript evaluation, the main difference being how the transcripts are provided to the evaluating agency. Each method has its advantages and disadvantages as noted below.
For this method, you will complete an application form and pay the evaluation agency their fees. Once paid, your order is in process and the agency will request your transcripts be sent directly from the school to the agency. From there, the agency will follow their normal evaluation process.
- The end-user of the evaluation is assured that the transcripts that were evaluated were original and unedited.
Disadvantages: Length of time to complete; ability to complete; cost
- Longer Times. Weeks and months longer! While an agency may advertise their transcript evaluation processing time of 1-4 weeks, in the small print you will see that this means 1-4 weeks AFTER they’ve received the transcripts directly from the school. While some schools can be very efficient and deliver the documentation within a few weeks, in many parts of the world the document retention and retrieval is not as efficient and it may take many weeks or months before the evaluation agency can even start.
- Inability to Complete. For schools that no longer exist or that do not forward your transcripts, many months may pass before you find out that you simply cannot proceed with your transcript evaluation.
- Higher Costs. Because this method is time consuming, agencies are forced to charge higher fees to compensate for all the manual steps that occur. In many cases, the fees can be at least double or triple their competitors.
- No Refunds. To add insult to injury, the transcript evaluation agencies who adhere to this transcript delivery method most often have strict ‘no refund’ policies. Once you pay, it’s highly unlikely you will ever receive your money back, even if they can’t complete the evaluation.
- Lengthy Application Forms. Since these agencies need to prove they’re requesting documents on your behalf, you will be required to complete lengthy application forms.
- Inability to Translate. Most agencies that adhere to this transcript delivery method do not provide translation services, forcing the client to first have their documents translated by third-party affiliates who often charge two to four times as much as normal translation rates. They can do this because they have control your documents.
For this method, the client emails a picture or scan of their transcripts to the evaluating agency, which reviews the documents and emails a quote back. An invoice is generated which is usually paid online. From there, the agency will follow their normal evaluation process.
Advantages: Speed; convenience; no application forms; significantly lower cost; guaranteed acceptance
- Rapid Speed. Since the documents are delivered online or via email, the process is incredibly fast. It literally takes minutes instead of weeks or months.
- Convenience. Clients can use their cell phones to take pictures of their documents, and send them via email or even text messaging. As long as the images are clear, the transcripts can generally be evaluated.
- No Application Forms. Since these agencies don’t need to prove who they are to your schools, there are no need for lengthy and time consuming application forms. These agencies only require your contact information so they can deliver your order.
- Lower Cost. Because the entire process is faster, these agencies are able to keep their costs lower, which is reflected in transcript evaluation costs that can be 70% lower.
- Guaranteed Acceptance. Most agencies using this transcript delivery method offer acceptance guarantees.
- Translation Services. Most agencies also provide translation services at competitive rates. The advanced evaluation agencies integrate translation into their entire document management process, making it a single and simple step to complete certified translations as part of the evaluation process.
- Although these agencies don’t verify the authenticity of the transcripts directly, the end-user of the transcript evaluation (usually the school or employer) will, and they can readily assess whether they will accept the original transcripts you provide to them.
While there are advantages and disadvantages to both methods, it’s clear that the clients who are able to send their transcripts directly to the agency enjoy many advantages over those who cannot.
Translations – make sure your evaluation agency is an American Translators Association member and that they include certified, notarized translations when they send your transcript evaluation documents.
Guaranteed Acceptance – make sure the evaluation agency you use offers 100% guaranteed acceptance for all schools, colleges, universities or employers. There should be absolutely no risk to you that their transcript evaluation work will not be accepted.
Accredited Evaluation Agency– make sure the evaluation agency is accredited by the Better Business Bureau. This protects you. If there’s ever a dispute that can’t be resolved between you and the agency, the BBB will step in to assist you.
No Alterations – do not attempt to alter your transcripts. Reputable evaluation agencies will refuse to evaluate documents that have been doctored or that they suspect are fraudulent.
Complete Documentation – always provide all your transcripts and graduation certificate to the evaluation agency at the same time. If the agency is required to include transcripts at a later date, they will often charge additional fees (although usually not the entire fee is charged for a modification).