How to Send Transcripts to WES for Verification

Thousands of students choose Canada as their destination of choice every year, and the numbers keep increasing without fail.

In 2020, 530,540 international students enrolled in Canada’s finest universities and colleges. To study in Canada you will need to apply for a Canadian study permit, which needs to be submitted with various supporting documents. These documents include your transcripts, which will need to be evaluated by the World Education Services (WES).

Various Canadian institutions are accepting verified academic records in digital or electronic format as it not only speeds up the processing but also makes them more secure too.

WES offers credential evaluation services for education, professional license or certification, employment, and immigration.

How to Verify Your Transcripts Through WES

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1. Find out what type of evaluation you need

Before having your transcripts assessed, it's very important to ask your university or college what type of evaluation you need as well as whether they have an electronic transmission option available.

There are 3 different WES Evaluation reports offered for international students:

  1. Freshman Admissions;
  2. Graduate Admissions; and
  3. Transfer Admissions.

1. Freshman Admissions

WES recommends that first year international students have a document-by-document evaluation done. Your evaluation will identify and describe each document individually and will contain:

  • The name of the credential
  • The requirements for entry
  • The program length; and
  • The equivalent in terms of U.S. education standards.

Along with your report, you will get a WES digital badge which can be used on social media sites and platforms like LinkedIn.

Below is an example of a document-by-document WES evaluation report.

Sample WES document-by-document report | Study in Canada

2. Graduate Admissions

WES recommends that graduates have a course-by-course evaluation done. Your credential evaluation will identify and describe each of your credentials and will contain:

  • The name of the credential;
  • The requirements for entry;
  • The program length;
  • A list of all courses completed at the post-secondary level
  • A U.S. semester credit and grade equivalent for each course
  • A U.S. grade point average (GPA) on a scale of 4.0; and
  • A designation of the level (upper or lower) of each undergraduate course.

3. Transfer Admissions

WES recommends that transfer admissions students have a course-by-course evaluation done. 

Below is an example of a course-by-course WES evaluation report.

Sample WES document-by-document report | Study in Canada

2. Sending documents to WES

Your academic institution will need to send your documents to WES to be evaluated. Most institutions will either have their own online portals or will use third parties. A list of required documents which will be supplied. The types of documents you’ll need will depend on:

  • your home country;
  • the status of your education (ie. if you have completed your studies or not);
  • the type of education (eg. secondary or post-secondary education);
  • the type of institution attended;
  • type of qualification (ie. diploma, certificate, degree etc.)

There are three ways that you can submit your transcripts to WES.

  1. Online submission;
  2. Direct submission; or
  3. Email submission.

1. Online Submissions

Most transcripts are submitted via the WES online system, simply because it’s the fastest and most efficient way to do so. More than 7,500 institutions globally use the digital platform to submit transcripts online, but to do so, an account will need to be created.

Once logged in, all you’ll have to do is select WES as recipient. WES will then receive a link which will allow access to your transcripts and documents that need to be verified.

2. Direct Submissions

Sending your documents as a direct submission make take slightly longer that the online option but there are two ways that your institution can do this through a verified channel, which are both quick and safe:

  • Secure File Transfer Protocol (SFTP);
  • Application Programming Interface (API)

3. Email Admissions

Although online or direct submissions are usually recommended, WES does offer an email alternative as not all institutions are able to do so. Below are the requirements for email submissions:

  • WES must be able to verify the sender’s email on the institution’s website;
  • Departments that are responsible for sending documents are the Office of the Registrar; the Controller of Examinations; the Exams, Awards and Graduation Department; the Department of Student Services; or the Office of Academic Records;
  • Attached documents should be shared in a secure, immutable format (such as PDF);
  • Emails have to pass stringent anti-spoofing authenticity and security checks.

Do’s and Don’ts When Submitting Your Transcripts

Do: Check the required list of documents before starting the process.

Don’t: Give your documents a PIN or an expiry date as it will deny WES access to your documents.

Do: Keep your WES Reference Number at hand an include it wherever possible

Don’t: Give your personal WES login details to anyone.

Do: Follow the submission instructions carefully to avoid any delays in the verification process.

Don’t: Send your transcripts from your personal email address. They will not be accepted unless sent from an approved source.

Frequently Asked Questions: Sending Your Transcripts To Be Verified

1. How long does it take to get a WES certificate?

The verification process can take up to seven business days once documents and payment has been received. Immigration Refugees, and Citizenship Canada (IRCC) application can however take up to 35 business days, so it is best to submit your documents well in advance.

2. How much does a WES evaluation cost?

Most WES Credential Evaluations will cost about $220, excluding delivery. You will get an electronic and official paper report. The IRCC will have access to your report, which will be stored electronically for easy and future access.

3. Can I send documents to WES by myself?

No, WES no longer accepts documents sent directly by international students. Your institution will have to send your transcripts directly to WES on your behalf.

4. How long is a WES Educational Credential Assessment (ECA) valid for?

A WES ECA is valid for five years from the date that it is issued. This document can be used not only for your Canada student visa application but for Express Entry applications too.

Getting Assessed to Study in Canada

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Making sure that you have all your documents in order before submitting your application for a Canada study permit is extremely important. This will not only save you time but prevent any delays in the processing times. One of the most important steps to take when collecting your required documents is to make sure that all necessary documents are verified beforehand. This includes your transcripts.

Once you have your Educational Credential Assessment (ECA) it will be valid for up to five years. This means that you will not only be able to use it when applying to study in Canada, but for permanent residency too.

Ready to get the academic ball rolling and potentially an international career in Canada?

Why not get a little help from one of the Regulated Canadian Immigration Consultants (RCICs) that we’re affiliated with? Not only do they have personal experience with the immigration process, but they also work alongside student advisors, who will be able to guide and support you on every step of the academic application process. All you have to do is fill in your details and we’ll take it from there