WES continues to receive academic documents from institutions around the globe, including 7,500 that now send us secure digital files. For updates, visit our notifications page.

WES Advisor Blog

Trusted Advice for Academic and Professional Success

UPDATED: How to Send Electronic Academic Records to WES

Tuesday | January 21, 2020 | by Dragana Borenovic Dilas

electronic documents WES

A growing number of institutions worldwide are making their academic records available in a digital or electronic format. World Education Services (WES) now partners with institutions to accept electronic documents from official, verified, and secure sources.

Sending documents electronically can expedite the completion of your evaluation report. It is the most secure and efficient method to share your academic records with WES. In this article, you can learn about the methods available to share digital documents with WES.

First, please ask your sending institution if they already have an electronic transmission option. Even if they don’t currently support this option, we may still be able to accept electronic documents from them. We encourage institutions to Contact Us to learn about sending digital documents to WES.

Please note: To set up electronic document submission, you must have an institutional email address that can be easily verified.

Sharing Your Documents with WES

Before sending electronic documents to WES, it is important to review your academic institution’s website and our Required Documents.

There are three main methods for sharing electronic documents with WES:

  • Online Platform
  • Direct Transmission Channels
  • Email

Read about each of these options below.

Online Platform

An online platform is the most common way of sharing electronic documents with WES. The academic institution that issues your documents may have its own online platform or it may use a third-party provider. The electronic documents are issued as digitally signed and certified PDFs.

To share documents from online platforms, follow these steps:

  1. Log in to your account associated with the online platform.
  2. Select WES as the recipient of your electronic documents.
  3. If you cannot choose us as your recipient, you can send the documents to the email address listed on our Required Documents page. Sending documents to any other email address will cause delays in processing your documents.

Please note: We only use these email addresses to retrieve documents. If you have other questions, contact Customer Service.

Once we receive the link that allows us to access the documents, we will retrieve them and proceed with your evaluation. We consider electronic documents official only if they are sent directly through the official online platform of your academic institution or third-party provider.

Some of the online platforms we work with include:

This is not a comprehensive list. Many universities have their own platforms for electronic transcripts and certificates. The best way to find out if your institution has one is to check its website.

Direct Transmission Channels

WES partners with hundreds of international institutions and third-party providers in order to receive electronic documents through verified channels. These closed, secure channels enable institutions to directly transmit documents to WES.

WES offers two options for fast and secure delivery of documents: secure file transfer protocol (SFTP) and application programming interface (API). If the institution that issued your documents already has an agreement with WES, please ask them to use the verified channel to transfer your documents to WES.

Currently, some of the institutions that partner with us include:

This is not a comprehensive list. Contact your institution to learn if this arrangement already exists with WES.

Email

WES recommends direct transmission channels (SFTP and API) for sending documents electronically. But we understand that not all institutions can use these options. If no other options are available, your institution might be able to send its electronic documents as email attachments. If so, they will need to be sent from an official institutional email account.

Here are a few rules for emailing documents:

  • WES must be able to verify the sender’s email on the institution’s website.
  • The sender has to be authorized to send academic records. Typically, the 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.

Some institutions that currently email us documents include:

This is not a comprehensive list. Contact your institution to learn if this arrangement already exists with WES.

Please note: Email is only used to transmit documents if other options (digital platform or direct transmission channels) are not possible.

6 Dos and Don’ts for Sending Electronic Documents to WES

  • Do: Start by checking our Required Documents page to find out if your institution already has the option to electronically transmit your documents to WES.
  • Do: Follow the instructions on our website, and the website of your academic institution, to learn the right steps for sending your documents to WES.
  • Do: Whenever possible, include your WES Reference Number when sending electronic documents. Some online platforms provide a field for notes or comments; this is a good place to add your WES Reference Number. Other platforms let you send additional documents with an academic transcript or degree certificate; you can write your WES Reference Number on this additional document.
  • Do: Only send electronic documents to the email address that is provided for this purpose. There will be delays if your documents are sent to the incorrect email address, even if it is still sent to WES.
  • Do Not: Assign a PIN or an expiry date to your documents. Doing so will block our access to your documents.
  • Do Not: Share your personal login credentials with WES. Because of privacy concerns, we cannot use them to retrieve your documents.
  • Do Not: Sent us electronic transcripts or marksheets as attachments from your personal email account. This will not satisfy our document requirements. WES only accepts electronic academic records from our list of vetted and approved sources.

Related Reading

How to Upload Your Degree Certificates and Translations to WES

How to Send Your Documents to WES in a Sealed Envelope

Understanding WES Required Documents

Dragana Borenovic Dilas

Dragana Borenovic Dilas is the Evaluation Documentation Specialist at World Education Services.