Sending your academic records may seem straight forward, but sometimes it can be a bit more complicated. Below I’ve laid out some guidelines and advice for some trickier situations. In general, send your transcript(s) or WES evaluation to SOPHAS as early as possible after starting your application. We can add an updated academic record after your application has been submitted, but we can’t guarantee the committee will read the updated transcript.
Before Sending Academic Records
Before you send any academic records, you must start your SOPHAS application. On the Transcript Request form you will need to include your SOPHAS ID# when entering the SOPHAS mailing address. Not including a Transcript Request Form will delay the processing of your transcript. Also, make sure that you have listed the institution issuing the transcript under “Colleges Attended” prior to sending the transcript.
Paper Vs Electronic Transcripts
SOPHAS will only accept electronic transcripts via the Credentials Solutions (follow this link to the list of schools) and the Parchment service (follow this search for your school). If the school you’re requesting a transcript from does not participate than you must have a paper transcript sent. SOPHAS has full instructions on their webpage.
Will have Fall 2017 Grades and Program has a December 1 Deadline
This is probably the trickiest of all situations. Especially if you’re currently enrolled in a one year master’s program. In this case, you will need to submit a transcript to SOPHAS before you receive your grades. Even if the transcript is “in-progress” or is blank because of a one year program, submit it before the Fall 2017 grades so your application will be complete in time for review. If you send an updated transcript, Admissions Services can attach it to your application. We just can’t guarantee it will be read by the committee if it is attached to your application by Admissions Services since the committee may have started to review your application or completed the review of your application. If admitted, you will need to send a final transcript upon completing the program.
Will have Fall 2017 Grades and Program has a January 15 Deadline or Later
With a January deadline, you have more time for the US or English Speaking Canada transcript to arrive. Also keep in mind that registrar offices tend to close for at least a week between Christmas and New Year’s Day, so check with your institution on the timing of when the transcript will be sent out. If it is a transcript that needs evaluated by WES, do not wait for the fall grades as the evaluation process can take months.
Will NOT have Fall 2017 Grades
Once you start your application, send all your academic records as early as possible! Remember, SOPHAS has a special form to accompany your transcript and a code that needs included so the matching of the transcript with your application will be expedited. Keep in mind that December is the busiest time for SOPHAS and the Admissions Services Office which increases the processing time.
If you’re still have questions, don’t hesitate to e-mail us or call us between 8 a.m and 4 p.m. Eastern Standard Time at 410-955-3543.