Transcript of Record Guide – Everything You Need To Know

Transcript of Record Guide – When embarking on a study experience abroad, whether for a semester or a full degree program, there is a crucial paperwork process to complete. One essential document you need to handle with care is the transcript of records. In this blog post, we will unravel the significance of the transcript of records, its connection to the learning agreement plan, and provide you with a comprehensive understanding of its components and importance.

Understanding the Transcript of Record

The transcript of records, also known as academic records or student records, serves as a vital document during your application process at your future host university abroad. For students participating in exchange programs, an official transcript of recordTranscript of Record Guide – Everything You Need To Know is also required at the end of the study period, provided by the institution where courses were attended. This transcript comprises a comprehensive list of the course units taken, exams passed, and credits earned.

Components of the Transcript of Record

In the transcript of records, you will typically find the following information:

• Course unit code: The unique identifier assigned to each academic course by the host university.
• Course titles: The names of the courses you attended at the host university.
• Duration of courses: Indicates whether the course spanned one or two semesters.
• Local grade: Your exam mark, a critical factor for obtaining ECTS credits.
• ECTS credits: The credits earned upon successfully passing the exams.

For universities not utilizing the ECTS system, the transcript of records should include an explanation of the credit and grading systems employed – an example is the US grading system. If submitting the transcript online, it’s essential to describe the grading scale used during your study period, highlighting the highest and lowest grades.

Filling and Requesting the Transcript of Record

Depending on university regulations, the transcript of records can be completed by yourself, the home university, or the host university’s International Office. Typically, the transcript is finalized once you have successfully passed all exams listed in the learning agreement. Failed courses are usually omitted from the transcript.

To expedite the completion of your transcript, you can request your professor to include your exam result in the “Local Grade” section of a rough copy. The remaining sections should be filled by you with the necessary information. Once the transcript is complete, submit it to your home International Office alongside other required application documents.

Dealing with Delays and Interim Transcripts

In situations where you need to leave before the transcript of records is ready, particularly common among Erasmus students, there are solutions. Your home or host institution should be able to provide an official interim transcript that shows the grades you have achieved thus far. You can also contact your professors and request that they directly send the results to the International Office responsible for completing the transcript. Upon registration of your exam results, the university will send three hard copies of your transcript to the International Office, with one or two copies forwarded directly to you by your home university.

Verifying and Ensuring Accuracy

Once you receive your transcript of records, it is crucial to double-check that all the required fields are completed accurately. Pay special attention to the “Date,” “Signature of the administration officer,” and “Stamp of the Institution.” Incomplete transcripts may be rejected by the university, potentially causing unnecessary complications. Keep in mind that the layout of student records may vary across universities, so it is advisable to consult both your home and host International Offices if you have any doubts or questions.

The transcript of records plays a pivotal role in the academic recognition of your study abroad experience. Understanding its purpose, components, and proper handling is crucial for a smooth and successful transition. By ensuring the accuracy of your transcript, communicating with relevant parties, and adhering to the necessary procedures, you can navigate the paperwork process confidently and set the foundation for a rewarding educational journey abroad.

Transcript of Record FAQs

What is the transcript of records?

The transcript of records is an official document that provides a comprehensive record of the courses you have taken, exams you have passed, and credits you have earned during your study abroad program. It serves as a proof of your academic achievements and is often required during the application process at your future host university.

How is the transcript of records different from the learning agreement?

The transcript of records and the learning agreement are closely connected but serve different purposes. The learning agreement outlines the courses, research, and training/teaching activities you are expected to complete during your study abroad program. On the other hand, the transcript of records documents your actual academic performance, listing the courses taken, exams passed, and credits earned.

Who fills in the transcript of records?

Depending on university policies, the transcript of records can be completed by yourself, the home university, or the host university’s International Office. In some cases, the transcript is filled once you have passed all exams listed in the learning agreement, and failed courses are typically not included.

When should I request the transcript of records?

The transcript of records is usually one of the last documents to be filled in or requested since it contains the list of exams passed (or failed) during your study abroad program. To expedite the process, you can ask your professor to include your exam results in a rough copy of the transcript while you fill in the remaining sections with the necessary information.

What happens if my transcript of records is not ready before I leave? 

In cases where the transcript of records is not ready before your departure, your home or host institution should be able to provide an official interim transcript that shows the grades you have achieved up to that point. You can also ask your professors to directly send the results to the International Office responsible for completing the transcript.

What should I do if my transcript of records is incomplete?

It is essential to double-check your transcript of records upon receiving it. Ensure that all the required fields, such as the date, signature of the administrative officer, and stamp of the institution, are completed accurately. Incomplete transcripts may be rejected by the university, so it’s important to follow up with the respective International Offices to address any missing information.

Can the grading scale be different in the transcript of records?

Yes, grading scales can vary between universities. If your home university does not use the ECTS system, the transcript of records should include an explanation of the credit and grading systems used. When submitting the transcript online, you can describe the grading scale used during your study period, clarifying the highest and lowest grades.