What are Academic Transcripts and How to get it?

With different names for certificates, it is natural to get confused about what a transcript is and how it differs from a degree or diploma. 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. These 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 abroad and want details related to academic transcripts, then you are in the right place. 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. So check it out!

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

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.

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What is a Consolidated Marksheet?

Once a student completes his or her course, the university provides a consolidated marksheet to him/her. This mark sheet is also essential while applying for higher education anywhere else. It contains all the academic scores/grades, of all years or semester exams, that a student has received. This is different from transcripts. 

Check: How To Plan Your Study Abroad Application Process

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 the transcripts while making an application to an abroad university to attend the choice of their course. Students should keep their documents handy as soft copies to upload then and there 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, you need the transcripts of the latest course studies.

• Those applying for a graduate degree abroad need academic transcripts for 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).

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:

Having learned about what is an academic transcript and how to get a transcript certificate, let us take a look at other documents required in the application process:

• Photocopy of 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. 

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Sample Academic Transcript

Here is what an actual transcript looks like:

This is an academic records 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. 

How to Get Your Academic Transcript?

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 receiving signatures.

Based on the situation or circumstances, applicants can apply to get their transcripts. 

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 from 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 twelfth grade and you aspire to pursue a bachelor's abroad, you should have your tenth or, in some cases, eleventh-grade mark sheet handy for the application.

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