What is an academic transcript, and how can one obtain it?

An academic transcript is the universal language of the academic world; it serves as a bridge connecting you to universities worldwide. Without submitting a transcript, your student visa application is incomplete, similar  to embarking on an adventurous journey without a map and encountering obstacles right at the start.

Individuals planning to migrate abroad and obtain a student visa for various countries must go through specific steps and provide documents related to their academic history. One of the major obstacles in being accepted by prestigious universities is incomplete documentation, an inadequate academic file, or, for example, the absence of an academic transcript. Although the requirements and documents needed by universities abroad vary depending on the academic level and field of study, the key point is that students or applicants must thoroughly research beforehand and identify factors that could lead to rejection or increase their chances of acceptance.

What is an Academic Transcript?

An academic transcript is an official document that records an individual’s entire academic history from the beginning to the end of their educational period. This document functions like an academic identity card, containing crucial information such as courses taken, grades obtained, grade point average, and other relevant details. You can read more about these details in the following text.

What Information is Included in an Academic Transcript?

• Courses Taken: The title of each course.
• Course Titles: The exact names and titles of courses, number of credits, prerequisites, etc.
• Grades Obtained: The individual’s grade for each course, presented numerically or descriptively.
• Overall Grade Point Average: The average of all grades earned across all courses.
• Academic Degree Equivalency in the Home Country: The equivalency of the completed academic program in the home country with a comparable program in the destination country.
• Duration of Study: The time period during which the student completed their program.
• Class Attendance Dates: The dates of attendance for all classes.
• Graduation Date: If the individual has completed their academic program.
• Academic Programs Completed: Bachelor’s, Master’s, etc.
• University or Educational Institution: The institution where the individual studied.
• Field of Study: The discipline in which the individual graduated.
• List of Classes: A complete list of classes the individual attended.
• Awards and Honors: Any awards, honorary degrees, or distinctions, if applicable.
• Extracurricular Activities: Some universities, especially for advanced academic levels, may require information about research projects, theses, or extracurricular activities.
• Other Information: Additional details such as the individual’s full name, date of birth, identification number, and similar information may be included in the transcript.

Conditions for Obtaining Academic Transcripts

The process of obtaining academic transcripts varies depending on the educational level and the type of educational institution. Academic transcripts are highly important, particularly for obtaining a study visa, immigrating to another country, participating in international exams, pursuing further education at prestigious universities, or entering the job market. The steps for obtaining this official document are outlined below.

Obtaining High School Transcripts

To obtain transcripts for high school or pre-university education, an individual must visit their school of study with valid identification documents and submit a request. It is mandatory to obtain the signatures and stamps of the school principal, vice-principal, and the local education authority. If pre-university transcripts are required, the applicant must repeat the aforementioned steps.

It should be noted that the order of obtaining signatures and stamps is significant in the process of acquiring high school transcripts. Additionally, male applicants must provide a military service completion card or a certificate of active enrollment in studies.

Obtaining University Transcripts

University transcripts can be obtained either in person or online. Many universities provide the option to request and receive transcripts online through their student portals. However, in some cases, applicants must visit the university in person to submit their request.

The process for obtaining university transcripts involves the following steps: the individual must log into the student portal, submit a request, and cancel the free educational service commitment. Canceling the free educational service commitment is mandatory for students of public universities. Students of public universities can use the university’s comprehensive educational system (such as Golestan or Sajjad), while other students should refer to their university’s educational portal.

After the student submits the request and it is reviewed by the relevant official, the student is required to settle any outstanding fees. Obtaining university transcripts typically takes three months, though applicants may receive their degree certificate earlier. It should be noted that transcripts for recently graduated students will only be certified by the Ministry of Foreign Affairs’ judiciary once the degree certificate has been obtained.

Male students must provide a letter of academic exemption or proof of completion of military service to obtain their transcripts. Additionally, students of public universities must have completed the process of releasing their academic degree.

What is a Degree Certificate, and What are the Conditions for Obtaining It?

A degree certificate is an official document that confirms an individual’s successful completion of university studies. To obtain a degree certificate, in addition to passing all required courses and, if applicable, completing a thesis, the following conditions must be met:

• Full Financial Clearance: All financial obligations to the university, including tuition fees, dormitory fees, and other related costs, must be fully settled.
• Military Service Status: Male students must provide a military service completion card, an academic exemption card, or a medical exemption card.

How Transcripts are Verified for Different Academic Levels

The process of verifying transcripts varies depending on the type of degree and the issuing institution. Below, we provide a detailed explanation of the steps and required documents for verifying transcripts at each academic level.

General Steps for Transcript Verification:

1. Official Translation: Transcripts must be translated into the required language by a certified translation agency.
2. Verification by the Issuing Institution: The translated document must be submitted to the issuing institution (e.g., school or university) for verification and signature.
3. Verification by Higher Authorities: In some cases, in addition to the issuing institution’s verification, approval from higher authorities, such as the Ministry of Science, Research, and Technology or the Ministry of Health, may be required.
4. Judiciary and Ministry of Foreign Affairs Verification (if needed): For use abroad, transcripts may require additional verification by the judiciary and the Ministry of Foreign Affairs.

Additional Guidance:

• All translations must be performed by a certified translation agency.
• For international use, further verification by the judiciary and the Ministry of Foreign Affairs may be required.
• Ensure all financial obligations to the institution are cleared before initiating the verification process.
• Male students must provide proof of military service status (completion, academic exemption, or medical exemption) where applicable.

Cost of Transcript Translation

For admission to foreign universities, submitting academic documents translated into English is mandatory, and university transcripts are among these essential documents. Official translation of transcripts is carried out by certified translation agencies and incurs certain costs. The cost of officially translating transcripts depends on several factors, including:

• Number of Transcript Pages: The more pages the transcript has, the higher the cost.
• Type of Degree: Translation costs for specialized transcripts, such as those for medical programs, may be higher.
• Translation Agency: Different agencies offer varying rates.

What Are Unofficial Transcripts, and How Do They Differ from Official Transcripts?

• Issuance Time: Unofficial transcripts are usually issued more quickly and easily than official transcripts.
• Usage: Unofficial transcripts are often required during the initial stages of university applications, while official transcripts are needed for final admission processes and visa applications.
• Content: The content of unofficial and official transcripts is generally the same, though minor differences may exist in some cases.

Notes on Academic Transcripts

Submitting transcripts for a bachelor's degree in a field unrelated to the bachelor's program the individual intends to pursue is not mandatory. Applicants seeking a second bachelor's degree abroad must include their high school transcripts as part of their academic record in their resume.

In response to a request from an employer or educational institution for unofficial transcripts, providing a scanned or printed copy of the academic transcript that includes complete academic records, such as courses, grades, and GPA, is sufficient.

Success in the admission process requires submitting acceptable grades and the original academic degree along with its official translation. The applicant is obligated to provide a certified translation of their original degree.

If requested by the employer, the applicant must provide official transcripts. The educational institution should send the transcripts directly to the employer to prevent any potential tampering. It should be noted that the validity of the transcripts depends on the integrity of their seal until they are submitted to the employer.

It is evident that obtaining academic transcripts for any academic level before completing that level is not possible. Students who have not yet graduated and wish to obtain this document should be aware that the university will provide them with a preliminary version of the academic transcript, which is neither official nor valid.

Students must submit valid documents bearing the seal and signature of the relevant authorities within the specified deadline to the appropriate department; otherwise, the processing of their affairs will face issues.

Frequently Asked Questions

What is an academic transcript?
An academic transcript is an official document that details the grades of all courses a student has completed during their studies. It includes information such as the student’s name, student ID, course titles, grades for each course, overall GPA, and other details related to the student’s academic performance.

Why is an academic transcript important?
Individuals need this document for pursuing graduate studies, applying to universities abroad, securing employment at reputable companies, and other similar purposes.

How can one obtain an academic transcript?
Many universities provide electronic platforms for requesting and receiving transcripts, allowing students to access them through the student portal. Some universities may require students to request transcripts in person.

What documents are required to obtain an academic transcript?
Required documents include a national ID card, student ID card, proof of enrollment (if needed), financial clearance with the university, and any other documents specified by the university.

What is the cost of obtaining an academic transcript?
The cost of obtaining a transcript varies depending on the university and the type of request.

How long does it take to receive an academic transcript?
Academic transcripts are typically available at least three months after graduation. The time required to prepare the document depends on the volume of requests and the university’s administrative procedures.

Can academic transcripts be obtained electronically?
Since obtaining academic transcripts online is possible, some universities provide them electronically in PDF format and make them available to students.

Can academic transcripts be translated?
Yes. For use abroad, transcripts must be translated into the required language. The translation must be certified by an official translation agency.