Sending Transcripts to World Education Services (WES) For an ECA

August 12, 2024

Sinethemba Phongolo

Taking the time to understand the process of sending transcripts to World Education Services (WES) for an Educational Credential Assessment (ECA) can seem challenging. Still, it is a crucial step if you are seeking recognition of your foreign academic qualifications. The ECA is essential for various purposes, including immigration, employment, and further education. To ensure a smooth evaluation, following WES’s specific guidelines for transcript submission is essential. By understanding and following these requirements, you can facilitate a successful assessment of your educational credentials.

Are you preparing to have your transcripts submitted for accreditation by WES? We go through each method and step you need to take to receive an ECA by submitting documents to WES.

What is the World Education Services (WES)?

WES is a non-profit organization founded in 1974 that evaluates academic credentials from more than 48,000 institutions worldwide in 203 countries and territories. WES evaluates foreign educational credentials to determine their equivalency to United States (US) or Canadian standards. This service is essential for those seeking employment, pursuing higher education, or applying for immigration. The organization operates globally, assessing documents from over 200 countries and territories.

WES evaluations help institutions, employers, and governments make informed decisions about the educational qualifications of international applicants. The assessments include translating foreign grades and qualifications into a format understood within the U.S. and Canadian educational systems. WES's role is crucial in facilitating the integration of international professionals and students into North American academic and job markets.

How Can I Send Transcripts to WES?

If you decide to send your documents electronically, you can fast-track the completion of your credential evaluation. Electronically submitting your documents is the most secure and efficient way of assessing your academic records with WES. Institutions can share electronic documents with WES in three main ways: online platforms, direct transmission, and email.

Online Platform

Your academic institution responsible for sending your transcript documents may have its online platform or use a third-party provider platform. To share your documents on online platforms, you can follow the steps outlined below:

Log in to your account associated with the online platform,
Select WES as the recipient of your electronic documents, and
If you cannot use WES as the recipient for your documents, you can share your documents directly from your institution's online platform with the email addresses listed on the WES Required Documents page.

WES will only use your email address to retrieve documents. Once the WES receives the link to access the documents, they will retrieve them and proceed with your evaluation. The WES considers electronic documents official if they are directly submitted through your DLI or their third-party provider's official online platform.

Some of the online submission platforms that WES works with include:

Please note that many universities have their platforms for electronic transcripts and certificates. The best way to determine if your institution has one is to check its website.

Direct Transmission

WES works with thousands of institutions worldwide and third-party providers to receive electronic documents using verifiable channels. These secure channels enable Canadian DLIs to send documents directly to WES. WES has two options for secure and fast delivery of your documents: secure file transfer protocol (SFTP) and application programming interface (API). Here is how the most common option, SFTP works:

Step 1: Create and name the PDF file.
Step 2: Upload your PDF file onto the platform with a single click.
Step 3: Your file is transferred to the WES database via the secure, encrypted channel.
Step 4: You will receive an email confirming the WES receipt of your documents.
Step 5: Your chosen designated learning institution (DLI) will receive a report of the submission of your documents for verification.
Step 6: As a result of using SFTP, you will receive your evaluation report faster.

Email

WES recommends direct transmission channels (SFTP and API) for sending documents electronically. However, not all DLIs can support these options, so double check with your institution. If no other options are available, your institution can send your electronic transcript documents as email attachments. If so, they must be sent from an official institutional email account. Here are a few rules to keep in mind when emailing your documents to WES.

WES must be able to verify your email on your chosen DLI’s website.
Your DLI must be authorized to send academic records through the Office of the Registrar, Controller of Examinations, Graduation Department, Office of Academic Records, etc.
Attached documents should be shared in a secure, unchangeable format such as a PDF.
Emails must pass stringent anti-spoofing authenticity and security checks.

Several Canadian institutions can email academic documents directly to WES. These institutions typically include:

Email submissions should only be used to transmit documents if other options, such as digital platforms and direct transmission channels, are not possible.

What Should I Do and Not Do When Sending My Electronic Documents to WES?

The following table presents a brief list of what you should and should not do when sending your electronic documents to WES.

Things You Should Not Do	Things You Should Not DO
Start by checking the WES Required Documents page to learn if your institution offers the option of electronically submitting academic documents to WES.	If the Required Documents instructions specify that WES accepts documents from your institution through established digital channels, do not send the WES documents using any other method.
Iinclude your WES Reference Number when sending electronic documents whenever possible. Some online platforms provide a field for notes or comments where you can put your WES Reference Number.	Assign your documents a PIN or an expiry date. Doing so will block WES access to your documents.
Only send electronic documents to the email address provided exclusively for that purpose. Your documents will be delayed if they sent to the incorrect email address.	Share your personal login credentials with WES. Because of privacy concerns, WES cannot use them to retrieve your documents.
Upload your degree certificate and translated documents using the upload function in your WES My Account.	Unless it is specified in our required documents and instructions, do not send WES electronic transcripts or marksheets as attachments from your email account.

Which Documents Am I Required to Send to WES?

The exact documents required can vary based on your country of education, type of education, and the specific institution you attended. It is essential to use WES's Required Documents Tool for accurate and up-to-date information. However, there is a general list of documents commonly needed by WES:

Official Transcripts: Academic records from all post-secondary institutions attended. They must be sent directly from the institution or submitted in a sealed envelope if sent by the applicant.
Diplomas or Degree Certificates: Copies of diplomas or degrees awarded by each institution. These should also be sent directly from the institution or provided in a sealed envelope.
Proof of Identity: A clear copy of a government-issued ID, such as a passport, driver’s license, or national ID card.
Certified Translations: If the documents are not in English or French, certified translations of transcripts and degree certificates are required.
WES Reference Number: The unique number assigned to your WES application, used for tracking and identification.
WES Request Form: Completed application form submitted through the WES online portal, including details about your educational background and evaluation purpose.
WES Evaluation Fee Payment: Proof of payment for the evaluation service, which is completed online through the WES website.

With a clearer understanding of how to send the required transcript documents to WES, you can begin your journey to become an international student in Canada with the guidance of a Regulated Canadian Immigration Consultant (RCIC).

FAQs

How Can I Upload My Degree Certificates and Translations to WES?

You can upload your degree certificates and translations directly through the WES online application portal. Ensure all documents are scanned clearly and in the correct format as specified by WES. Follow the instructions on the portal to complete the upload process.

How Can I Send My Documents to WES in a Sealed Envelope?

Request that your educational institution sends your documents directly to WES in a sealed envelope, or seal them yourself if sending them personally. The issuing institution should sign or stamp the envelope across the flap for authenticity. Ensure that the envelope is sent using a secure and traceable mailing service.

Can You Use the Same Transcripts for Different Evaluations?

Generally, you can use the same transcripts for multiple evaluations if submitted according to each organization’s requirements. However, each evaluation service may have specific submission guidelines and require original or official copies sent directly from the institution.

Do You Need to Send Transcripts for Every Application?

Yes, you typically need to send transcripts for each application to ensure that each organization receives a complete set of your academic records. Each application, whether for employment, immigration, or further education, requires its own set of documents for evaluation.