What are Academic Transcripts and How to get them?

With different names for certificates, it is natural to get confused about what a transcript is and how it differs from degrees or diplomas. Let us understand in detail what a transcript is, the significance of a transcript and why they are essentially needed for studying abroad through this article.

Academic transcripts are an essential part of the admission process abroad or even in India. These are official documents given by schools, universities and colleges specifying the scores or graded received by the applicant in a given semester, year or overall academic performance. These transcripts are used to authenticate the academic background of the applicant based on their performance to get admissions abroad. Transcripts play an important role in helping students get scholarships abroad as well.

There is a process of obtaining academic transcripts which may vary by institution. Usually these are free of cost, but additional copies may be chargeable. If you are also applying to universities abroad and want details related to academic transcripts, then you are in the right place. We will discuss everything about academic transcripts, where they are needed, their use and importance.

Let us understand everything in this article about academic transcripts, along with covering all possible questions in and around academic transcripts for prospective international applicants. Do check out the sample academic transcript also for reference.

What is a Transcript?

Transcript meaning: A transcript is proof of education. The transcript has a detailed record of all the subjects you have studied with your scores in the form of marks or grades given by the institution of study. To understand the transcript definition, here is what Merriam Webster's transcript definition says:

meaning of TRANSCRIPT is a written, printed, or typed copy; especially: a usually typed copy of dictated or recorded material.

Thus, an academic transcript is an official document that is printed on the university's stamped, branded paper for other institutions to note the applicant's overall performance thus far.

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What is a Transcript of Records (ToR)?

A Transcript of Record (ToR) is merely another name for a Transcript or Academic Transcript. No difference exists between these two or any of the names correspondingly mentioned.

Documents known as Transcripts / Common Names of Transcripts

Transcripts are commonly known as mark sheets in India. Given below is a list of documents known as Academic Transcripts or other names of Transcripts:

• Consolidated mark sheet
• Mark List
• Academic Certificates
• Report Card
• Diploma Supplement
• Statement of Learning
• Record of Achievement
• Academic Record
• Cumulative Record File (CRF)
• Permanent Record
• Transcript of Records (ToR)

You don't have to possess all of the above. These are just other names for your academic transcripts, and you need to have some proof to certify the qualifications you have completed to prove your candidature.

Contents of Academic Transcript

An academic transcript includes multiple things like:

• Name of the institution
• Personal details of applicants - name, class, roll number (father's name in some cases)
• Subjects pursued over some time
• Grades or marks obtained in the subject
• Division, final percentage, GPA or CGPA of the grades obtained
• Signatures of HOD and the institution head like the dean or principal

These are essential aspects of an academic transcript. The reason being, that these minute details make them authentic and apt for use by universities abroad for admission.

Types of Academic Transcripts

There are two types of academic transcripts that are used for admission applications. Both of them are authentic and can be easily available from respective admin offices of schools, colleges or universities. Here are some details about the two different types of transcripts:

Unofficial Transcripts

Unofficial transcripts are available immediately after the exam. It is usually the marksheet of the results published after the exam. These can be printed and stamped by the admin office for authentication. These are used before the official transcripts are printed and issued by the admission office only. Applicants don't need to submit an application to get unofficial transcripts. They are readily available for free from the specific department or admin office. 

Official Transcripts

Official transcripts on the other hand is a more formal document printed and stamped by the admissions office. These are given in a sealed or unsealed university name envelope as well. Applicants have to put in a request to get official transcripts for admissions or for future use. Official transcripts may be chargeable in some cases, depends on the university.

What is the Purpose of Academic Transcripts?

The academic transcript covers a comprehensive analysis of the scores obtained per subject which gives the admission committee an overview of the applicant's overall performance. Apart from this, the purpose of academic transcripts is for:

1. Assessing the final scores of all your subjects.
2. To display your backlog history, your institution must provide you with a backlog certificate. Some universities require this certificate as proof of whether you have any backlogs. In some countries, backlogs have a huge impact on the chances of your admission. Read in detail at - Do backlogs matter to Study Abroad?
3. Academic achievement is proven based on the scores.
4. Acts as an official statement of record from institutions where applicants are applying to universities abroad. 

The experience of studying abroad differs from studying in India, and hence it is quite certain that the application process of studying abroad is also different from that of studying in India. It is always better to seek external help from industry professionals to create a practical application that can help bring your dream to life.

Where is Academic Transcript Used?

Academic transcripts are used for different purposes. They are not just used for admissions to higher education institutions but are also used for other purposes. These are as follows:

What is a Consolidated Marksheet?

Once a student completes their course, the university provides them with a consolidated marksheet. This mark sheet is also essential when applying for higher education elsewhere. It contains all academic scores/grades from all years or semesters of exams that a student has received. This is different from transcripts. Consolidated marsksheets are for semesters, annual scores and overall course scores.

Sample Academic Transcript

Just so you know, how an academic transcript looks like, we have given a sample. Here is what an actual transcript looks like:

This is an academic record example, which includes all subjects studied along with their corresponding grades and the year of study. Ideally, an academic of records is similar to an original academic transcript. 

What is the difference between a Degree, Diploma, and Transcript?

Though all the documents - Transcript, Degree, Diploma, Certificate, and Mark Sheet — are proofs of completing an education qualification, a Transcript is different than a Diploma or a Degree.

What is an Academic Transcript Cover?

Transcript meaning: A transcript must cover a complete list or table of yearly modules/subjects and practical work that we have studied and conducted throughout the study period. It consists of our marks or grades or in some cases the subject-wise credit value mentioned in it, considering the grading system followed by an institution.

A transcript must have the following information:

An academic transcript may or may not have the following information:

• The overall grade received by the student for the entire academic course/year
• The total number of students in the class (overall strength of the class to compare where a particular student ranks)
• The average grade of the class specifies where a particular student stands

Note: A transcript should always be signed with a stamp by the registry of the institution so that it may serve as an official letter-headed paper.

Check: Credential Evaluation: Why is it necessary?

When do students need a Transcript of Records? When to request one?

To attend a college or university abroad, the applicants must provide the admission committee with documents to support their previous academic qualifications. These documents include Academic Transcripts or Transcripts of Records. As proof of completing your school, undergraduate, or post-graduation, these documents are mandatory to justify your suitability for the programme that you aspire to pursue.

When and Why a Transcript is required? How to use it?

Students need to produce transcripts while applying to an overseas university to attend the course of their choice. Students should keep their documents handy as soft copies to upload them there and then to complete an application. Some abroad universities require their students to send out hard copies of their transcripts through couriers such as DHL services. It is recommended to read the university requirements thoroughly before sending out your documents.

Which Transcript is Needed for Which Course?

As per the general requirements, applicants need the transcripts of the previously completed course. Transcripts of previously completed course/exam will authenticate academic performance, which will be essential for admissions abroad.

• Those applying for a graduate degree abroad need academic transcripts from their undergraduate education.
• Those applying for an undergraduate degree abroad need academic transcripts of their Secondary School Education (12th grade) or Pre-University Education (Undergraduate Diploma). 
• For undergraduate studies, diploma courses abroad (if accepted), transcripts can be submitted. Also, those who are looking for a transfer to a bigger college can submit their associate degree transcripts 

However, in rare cases, the universities may ask for proof of your last two or more qualifications. In any case, the universities always specify what they require. Most graduate schools do not need your school transcripts for master's or MBA courses.

List of Documents Required to Apply to Get Transcripts

While the documents listed for procuring academic transcripts can vary per institution, the following is a list of common documents that will be required to be attached to the transcript procurement application:

• A photocopy of the passing certificate of the exams for which applicants are seeking transcripts.
• Photocopies of mark sheets of all semesters or consolidated mark sheets.
• Also, photocopies of degrees will be required when requesting transcripts.
• Application form along with application fee based on the number of transcript copies requested.

Some institutions need additional documentation apart from the above-mentioned ones along with the application form. Applicants can confirm the same from the institution itself.

How to Get Your Academic Transcript?

Requesting academic transcripts may require multiple steps. Applicants have to fill out a form, attach documents and put in their requests. There are two ways of getting an academic transcript, and they are as follows:

1. Request a transcript through the school or university's official website. Apply with your student details, upload any required documents, and submit your application along with the fee. The fee will be charged per copy of the transcript. Also, applicants can request the institution to directly post the transcripts to the universities they are applying to abroad.
2. Applicants can go to the respective institution, submit an application with the required identification and fee and wait for a call from the university to collect the transcripts when they are ready. The university will seal the transcripts in an envelope and hand them over to the applicant with the receiving signatures.

Manual transcript generation can take up to 1-2 weeks or a certain number of working days. Applicants can apply to get their transcripts based on application timelines. In case of an emergency, applicants can always request that the admin office expedite the process.

What to do about the transcript if you are in your final year?

Access to transcripts may be limited in the final year. In such cases, students should submit an interim/provisional transcript that can be applied to the institution of study with a detailed chart of scores or grades received so far.
For instance, if you are pursuing your final year of a bachelor's degree and intend to join a master’s degree program abroad, you should be able to provide the university with your second-year transcript (mark sheet) to establish your current academic status. Similarly, if you are pursuing your 12th grade and you aspire to pursue a bachelor's abroad, you should have your tenth or, in some cases, 11th grade mark sheet handy for the application.

Have additional queries about what is a transcript? Please write to us in the comments below. If you are looking for counselling, sign up for free at Shiksha Abroad Counselling and request a callback from our expert team of counsellors.