Transcript Guidance for Educators

Official Transcripts

Official transcripts are a requirement for most documents issued by the Commission. In order for transcripts to be considered official they must be: 

  • Printed on security paper directly and/or displaying an official raised seal from the college or university, per the institutions standard practice.

       OR

  • If the college or university uses a transcript clearinghouse agency for printed transcript copies, these must include a cover letter identifying the degree granting institution and show that the physical transcript copy was mailed directly to the educator. 

       OR

  • Electronic transcripts submitted directly to the Commission from a digital credential service are considered official transcripts. The Commission currently accepts these direct transmissions from eScrip-Safe and Parchment.

Additionally, the following applies to all official transcripts regardless of format:

  • Printed transcripts do not need to be kept in a sealed envelope. Opened transcripts are accepted so long as they follow the guidance listed here.
  • Transcripts must be issued from a regionally-accredited college or university. Further information can be found under Regional Accreditation Information.

Acceptable Coursework and Degree Information

  • When meeting a degree requirement, the official transcripts must clearly display the conferral date of the degree. It may also be listed as a degree granted date, or a degree issued date.
  • Matriculation date is not the same as the conferral date. If a transcript only shows a matriculation date for a program it will not qualify as evidence of earning a degree. Similarly, if a transcript lists the program name and the date of enrollment into the program, this is not evidence of degree conferral. 
  • Any coursework submitted for evaluation must be non-remedial and be passed with a grade of C or better. 
  • Coursework that is designated as “Pass” or “Credit” in lieu of a letter grade is acceptable as long as the student earned degree-applicable units for the course.

Transcript Guidance for Employers and Colleges or Universities

All transcripts submitted to the Commission for any purpose must have been issued by a regionally-accredited college or university. For further information, please review the Regional Accreditation Information.

Verified True Copies

Employers have the ability to submit verified true copies of official transcripts. Verified true copies are marked with a stamp, signature, or other notation from the employer or IHE to verify that what is submitted is a true and unaltered copy of an official transcript. File dating an application form also indicates that all photocopied documents included in the packet were copied from original documents. 

If submitting an electronic transcript PDF which was transmitted directly to the college/university or employer, we require the submission of verification that the PDF was sent directly to the college/university or employer, not the educator. This is usually noted in an email sent as part of the distribution process or the cover page of the transcript itself listing the recipient. 

The Commission maintains the right to request an official transcript through a traditional method if there is any reason to doubt the authenticity of the submission. Photocopies of diplomas, Word documents, and Registrar letters are not acceptable for degree verification.

Uploads through CTC Online

If a program sponsor is also the degree granting institution for the educator we can accept uploaded copies/screenshots from that IHE’s internal systems showing the conferral of a degree. These are considered “unofficial transcripts” and uploading through CTC Online is the only time such documents are accepted. The documentation must be uploaded during the online recommendation process. Recommenders should note that the CTC Online system caps attachment size at 10MB and will reject any larger file. 

If the educator earned a degree through another institution “unofficial transcripts” are not accepted. The Commission maintains the right to request an official transcript through a traditional method if there is any reason to doubt the authenticity of the submission. Photocopies of diplomas, Word documents, and Registrar letters are not acceptable for degree verification. 

Electronic Transcripts

If submitting an electronic transcript PDF which was transmitted directly to the college/university or employer, we require the submission of verification that the PDF was sent directly to the college/university or employer, not the educator. This is usually noted in an email sent as part of the distribution process or the cover page of the transcript itself listing the recipient. 

Regional Accreditation Information

The Commission can only accept course work and degrees completed at regionally accredited institutions. Degrees and course work must have been completed while the institution was regionally accredited in order for the Commission to consider them for credentialing purposes. Course work completed in other states is acceptable as long as the institution holds regional accreditation through one of the accrediting bodies listed below. Course work and degrees completed outside of the United States must be evaluated by a Commission-approved foreign transcript evaluation agency before it may be used for credentialing purposes.

To determine the accreditation status of any college or university, the Commission uses a publication entitled Accredited Institutions of Postsecondary Education (AIPE) to verify accreditation. To obtain a copy, please visit the AIPE website at www.acenet.edu. This publication is revised and published annually. This book also contains institutions accredited by agencies that are NOT approved by the Commission for credentialing purposes in California.

The acceptable regional accrediting bodies are:

  • Middle States Association of Colleges and Schools (MSA)/Commission on Higher Education (MSCHE)
    Website: www.msche.org
    States represented by MSA: Washington DC, Delaware, Florida, Maryland, New Jersey, New York, Pennsylvania, Puerto Rico, U.S. Virgin Island, and Overseas
  • The Northwest Commission on Colleges and Universities (NWCCU) (formerly Northwest Association of Schools and Colleges or NASC)
    Website: www.nwccu.org
    States represented by NWCCU: Utah, Idaho, Washington, Alaska, New York, Oregon, Nevada, Montana, and Costa Rica
  • Higher Learning Commission (HLC) (formerly North Central Association of Colleges and Schools or NCA)
    Website: www.hlcommission.org
    States represented by HLC: Arizona, Arkansas, Colorado, Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, New Mexico, North Dakota, Ohio, Oklahoma, South Dakota, West Virginia, Wisconsin, and Wyoming
  • New England Commission of Higher Education (NECHE) (formerly New England Association of Schools and Colleges or NEASC-CIHE)
    Website: www.neche.org
    States represented by NECHE: Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont and Overseas
  • Southern Association of Colleges and Schools/Commission on Colleges (SACS-COC)
    Website: www.sacscoc.org
    States represented by SACS-CC: Alabama, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, South Carolina, Tennessee, Texas, Virginia, and Latin America
  • Western Association of Schools and Colleges/Accrediting Commission for Community and Junior Colleges (ACCJC)
    Website: www.accjc.org
    States represented by WASC-JR & SR: California, Hawaii, Guam, American Samoa, Federated States of Micronesia, Republic of Palau, Commonwealth of Northern Marianas Islands, Pacific Basin and East Asia
  • Western Association of Schools and Colleges/Senior College and University Commission (WSCUC)
    Website: www.wscuc.org
    States represented by WASC-JR & SR: California, Hawaii, Guam, American Samoa, Federated States of Micronesia, Republic of Palau, Commonwealth of Northern Marianas Islands, Pacific Basin and East Asia

Electronic Transcripts

The Commission is able to receive electronic transcripts directly from digital credential services. Currently, the Commission receives direct transcripts from e-Scrip Safe and Parchment. If a different digital credential service agency would like to begin submitting transcripts directly, please email etranscripts@ctc.ca.gov. This email address is only for digital credential services. Any other questions not from a digital credential service will be deleted without a response. 

Foreign Transcript Evaluations

Individuals who have completed college or university course work at an institution in a country other than the United States must obtain a complete evaluation of foreign transcripts, degrees*, and other relevant documents prior to applying to the Commission for a California credential, permit, or certificate. Foreign transcripts must be evaluated by one of the approved organizations listed below in order to be accepted by the Commission. These organizations are private enterprises who charge a fee for their services. Individuals seeking a foreign transcript evaluation must follow the procedures outlined by the organization providing the evaluation. 

  • A detailed, course-by-course, foreign transcript evaluation is required any time foreign course work is used to meet any credential requirement, even if the foreign course work has been accepted by a college or university in the United States. The only exception to this is for those individuals applying for an Emergency 30-Day Substitute Permit, for which a general report is sufficient.
  • All of the listed evaluation agencies offer rush services at an additional cost. Contact the agency for more information on fees and other requirements for the evaluation.
  • In all instances, original, official documentation will be required when requesting the evaluation.

*The bachelor’s degree requirement for California certification refers to the equivalent of a four-year (or more) college-level program. Individuals who obtained a credential or teaching certificate in a jurisdiction outside of the United States should also submit a photocopy of that document to the evaluating agency.

Agencies Approved by the Commission for Foreign Transcript Evaluation

Academic & Professional International Evaluations, Inc. (APIE)
P.O. Box 5787
Los Alamitos, CA 90721-5787
Telephone: (562) 594-6498
Email APIE
APIE Website

Academic Credentials Evaluation Institute, Inc. (ACEI)
723 W University Avenue, Suite 110-151
Georgetown, TX 78626-2663
Telephone: (310) 275-3530  
Email ACEI
ACEI Website

Academic & Credential Records, Evaluation & Verification Services (ACREVS)
California (Silicon Valley – San Francisco – Bay Area)
1776 Clear Lake Avenue
Milpitas, California 95035-7014
Telephone: (866) 583-4834 Toll Free or (408) 719-0015
Fax: (510) 252-0876
Email ACREVS
ACREVS Website

American Education Research Corporation (AERC)
382 East Rowland Street
Covina, CA 91723-3154
Telephone: (626) 339-4404 
Fax: (626) 339-9081
Email AERC
AERC Website
 

Educational Credential Evaluators, Inc. (ECE)
P.O. Box 514070 
Milwaukee, WI 53203-3470
Telephone: (414) 289-3400
Fax: (414) 289-3411
Email ECE 
ECE Website

Educational Records Evaluation Service (ERES)
2480 Hilborn Road, Suite 106
Fairfield, CA 94534
Telephone: (866) 411-3737 or (707) 759-2866 
Email ERES 
ERES Website

Foreign Credential Services of America (FCSA)
1910 Justin Lane
Austin, TX 78757
Telephone: (512) 459-4565
Fax: (512) 459-4565
Email FCSA 
FCSA Website 

Foreign Credential Services of America West, Monterey, CA (FCSA-WEST)
798 Lighthouse Ave, Suite 140
Monterey, CA 93940
Telephone: (831) 372-1466
Fax: (831) 372-1441
FCSA-WEST Website


International Education Research Foundation, Inc. Credentials Evaluation Service (IERF)
P.O. Box 3665 
Culver City, CA 90231-3665
Telephone: (310) 258-9451
Fax: (310) 342-7086 
Email IERF 
IERF Website  
Request a Detailed Report. On an IERF’s application, Section 2, please check the following: 
     1. Professional Licensing/Certification. 
         Field: Teaching 
         State: CA

World Education Services (WES)
P.O. Box 5087
Bowling Green Station
New York, NY  10274-5087
Telephone: (212) 966-6311
Fax: (212) 739-6100
Email WES
WES Website

(CLOSED) Institute for International Credentials Evaluations at California State University, Fresno (IICE)
5150 North Maple Avenue, M/S JA56
At California State University, Fresno
Fresno, CA 93740-8026
NOTE: IICE closed June 30, 2014. Individuals in need of reports that were completed before this date can consult the Fresno State web page for directions.


 









Updated August 24, 2020