5.6 Transcripts and Marksheets

Advice and assistance with transcript evaluation is available from the Faculty of Graduate & Postdoctoral Studies (GPS). Written assessment of individual transcripts will be supplied on request. GPS will hold informal training sessions on transcript evaluation if requested by departments.

For information pertaining to specific institutions, refer to the legends attached to official transcripts. These normally include information on the grading system, course weights, credit hours, etc.

For detailed information on transcript evaluation refer to Minimum Academic Requirements by Country on the GPS website.

For Canadian universities, the Registrar's Office produces the Undergraduate Grade Point Average and Grade Guide, which is available from GPS.

Information on determining admission for University of Alberta graduates who took courses under the old 9-point and the new letter grading system is available from GPS.

If university transcripts state that they are confidential and not to be released to the student, GPS will not copy these transcripts except for purposes internal to the University of Alberta.

Checking/Verifying Transcripts and Marksheets

Departments receiving transcripts should examine them according to the following:

  • Transcripts are required from all accredited postsecondary institutions that the applicant has attended. Official transcripts are available from all North American universities and from universities in most countries.
  • Transcripts should include all essential academic data. This includes: the dates of attendance, all courses taken, all grades and credits received, for all years attended, and all degrees awarded. It must be complete to the last date of attendance and may contain information related to the student's current status at the institution.
  • An official transcript is one that has been received directly from the issuing college or university. The envelope in which the document was mailed should bear an institutional postage meter mark rather than a postage stamp.
  • Transcripts from North American institutions should bear a recent date of issue, an authentic registrar's signature and an embossed university seal. Transcripts received that do not meet these requirements should not be considered official and should be rejected for any permanent use. This definition recognizes that the burden of acceptance lies with the recipient. It is the recipient who ultimately determines whether the document will be accepted as official.
  • Unofficial documents are records that may have been in the hands of the student, such as student-copy transcripts or letters, grade reports, diplomas, or graduation lists, and are not considered official.
  • If original transcripts cannot be obtained, applicants should supply certified true copies of original transcripts and certified statements confirming degrees awarded and academic standing achieved. Certification of transcripts and degrees must be effected by imprinting them with the official seal of the institution or by endorsing them by hand with the original signature of the responsible university officer (e.g., Registrar, Admissions Officer, President). Photocopies and faxed documents are not acceptable for official admission purposes.
  • Copies of transcripts certified by a notary public are not acceptable.
  • The transcript should be consistent with others received from the same institution.
  • The records submitted should be consistent with the person's employment background and with your own personal knowledge of the applicant.

Further information on verifying documents is available from GPS.