What is the transcript of records?

Whether students choose to pursue higher education abroad or in any reputed college or university within the country, they must have documents. The verification of credentials in terms of a record of one’s previous academic qualifications is a central part of the application and admission process.

Therefore, the transcript of records is a crucial document that students must store and organize carefully, providing comprehensive information on their academic history. But what is a transcript of record? Let us have a look:

What is a transcript of record?

A transcript of record, or TOR, is an essential document that students must present during the application process for college or university admission. The document is an academic record that shows a list of course units, tests, or exams that the particular student has passed successfully.

Furthermore, TOR showcases the credit points that applicants have earned against each test or exam. The application reviewers (Institute admission staff) can see detailed information, including course titles, obtained grades, durations, and credit allocations, relying on exam results.

The document is the official record of one’s academic achievements, highlighting their educational journey from school to higher education. Hence, it holds significance for not only further education opportunities but also professional or occupational endeavors.

What Does the Transcript of a Record Contain?

The transcript of a record contains several documents, such as the following:

Difference between a Degree Certificate and a Transcript of Record

Students receive degree certificates and transcripts of records from educational institutes, and both are academic records. Hence, it can get quite confusing to differentiate between the two.

However, a degree is a formal qualification that institutes award to a student as a way of recognizing successful completion of a course, and it is a single document. On the contrary, a transcript of a record summarizes a student’s academic history, which includes the courses that the applicant took, grades received, GPA, and other relevant information.

How do you apply for a transcript of records?

The process of applying for a transcript of record in the Philippines might vary depending on the educational institute. Nevertheless, the general steps are as follows:

Contact Your Educational Institute

The first step is reaching out to your college, university, or school by getting in touch with the registrar’s office or administrative department. You can either check your institute’s official website or contact the authorized personnel directly.

Consequently, it will help you to gather important information related to the particular procedure of requesting a transcript of record.

Fill out the form

Institutes have digitalized or physical (paper-based) request forms for transcripts, which you need to fill out and provide the necessary details: full name, student ID or registration number, and contact details.

Pay the fees

A processing fee for the transcript of records is compulsory, which you can either pay in cash or through an online payment system.

Authorization Letter (optional)

If you are unavailable and fail to obtain the transcript of records and require someone else to pick it up on your behalf, you need to submit an authorization or consent letter. However, this is a formal step that is applicable according to the institute’s policy.

Waiting Period

The waiting period for the processing of the records varies between a few days and a couple of weeks. Hence, you must plan and submit your application in advance in case you have a deadline.

Pickup or Delivery

You can pick up your transcripts of records from the institute or request a delivery if the institute provides it through a courier service. Also, showing identification while picking up the document is crucial for verification.

Verification of the Document

You must carefully check the document whether you are at home collecting the transcript or at the institute campus. Moreover, you must ensure the accuracy of all the details, including your grades, courses, and other information.

Secure your transcripts

You must prioritize the safety of the transcripts; therefore, requesting your institute to provide digitalized ones is a good alternative. Many institutes provide both digitalized and physical records, so you can choose accordingly.

Steps and requirements for the application and retrieval process of the transcript of a record vary; therefore, you must follow your college’s guidelines. Also, maintain communication with the registrar’s office and the admin department to stay up-to-date with the regulations and smooth the transcript request process.

Advantages of Transcripts of Records

Proof of Academic Achievement

The record serves as an official document of your academic achievements, including degrees that you have earned, courses completed, and grades. Hence, it helps educational institutes assess your academic performance and determine your eligibility for the graduate or doctoral programs that you apply for.

Career-Related Benefits

Organizations and employers use your transcript to assess your academic background and check whether you meet the criteria of the job role. Simultaneously, they ensure whether or not you possess the relevant skills and competencies. A comprehensive transcript of record contributes to a smooth job application as it allows the employer to evaluate the necessary details conveniently.

A comprehensive transcript of record contributes to a smooth job application as it allows the employer to evaluate the necessary details conveniently.

How Can Institutes Provide Authentic Transcripts to Students?

Creating transcripts of records is a time-consuming activity that includes various steps, and executing them manually can be exhausting and tedious. That is why adopting digitalized solutions like the college management system is an ideal solution, as it helps to facilitate the following:

• Collect and maintain accurate and up-to-date student records, including academic history, personal information, course grades, etc.
• Access relevant student information from the institute’s student information system.
• Develop a standardized transcript template and fill in essential information: the student's name, the program of study, dates of attendance, courses that the student took, grades received, GPA, and any honors or awards.
• Review the generated transcript and double-check to verify the accuracy and consistency of student data.
• Signing the transcript by an authorized official, such as the registrar or dean of academic affairs, and stamping with the institute’s official seal to certify the authenticity.
• Determine the issuance method through physical, digital copies, or a combination of both.
• Storing the digitalized copies of the transcripts of record in the cloud-enabled ERP system to ensure easy processing and retrieval.
• Establishing a streamlined process for students requesting transcripts either in person, via mail, or both.