University Transcripts — EPIK & Public School Applications
Your university transcript is the second-most-rejected document in EPIK applications after criminal background checks. The rules are simple — but one missing seal, one opened envelope, and the whole submission stalls. Here is exactly what EPIK wants, and how to get it right the first time.
Official
Sealed Only
Registrar
Original Issuer
English
Or Translated
Unopened
Submit Sealed
What Counts as an Official Transcript
EPIK draws a hard line between "official" and "unofficial" transcripts. Only one version is accepted — and knowing the difference will save you weeks of rework.
Official (Accepted)
- •Issued directly by your university registrar
- •Signed by an authorized registrar
- •Bears an official stamp or embossed seal
- •Enclosed in a sealed envelope with registrar's signature across the flap
- •Envelope remains unopened until EPIK reviews
Unofficial (Rejected)
- •PDF downloaded from the student portal
- •Screenshot or photocopy of grades
- •Opened envelope (even once, for any reason)
- •Document without registrar signature or seal
- •Self-printed from advisor email or PDF
In-progress degree? If you have not yet graduated at the time of application, order your current in-progress official transcripts. Once you graduate, you must order and submit new official transcripts with your apostilled diploma — the new transcripts must reflect your graduated status.
How to Request Yours
Four steps from registrar portal to EPIK submission — typically 1-2 weeks end to end.
Contact Your Registrar
Log into your university's online student portal, call the registrar's office, or visit in person. Most US and Canadian schools use Parchment or the National Student Clearinghouse for online orders. UK and Irish universities typically have a Student Records online form.
Pay the Fee
Official transcripts typically cost $10-30 USD per copy (or £10-25 in the UK). Rush processing costs more. International mailing adds $15-30. Pay online by credit card at the time of order.
Specify 'Sealed, Official'
When placing the order, explicitly select 'Sealed Official Transcript' and provide the mailing address — either Korvia's office, your home address, or directly to EPIK HQ (your Korvia recruiter will confirm the current address). Mark it as 'International - Signed For' if shipping from overseas.
Forward Unopened to Korvia
When the sealed envelope arrives, DO NOT OPEN IT — opening the envelope revokes its 'official' status and EPIK will reject it. Ship the unopened envelope to Korvia (or upload a scan of the sealed envelope's exterior for pre-review). Your recruiter confirms chain-of-custody before onward submission.
Accepted Languages
EPIK accepts English-language transcripts natively. If your transcript is in another language, a certified translation is required — and the translation must itself be sealed by an authorized body.
English-Native Degrees
Universities in the US, UK, Canada, Ireland, Australia, New Zealand, and South Africa issue English transcripts by default. No translation required — order sealed directly from the registrar and submit as-is.
Non-English Degrees
If your transcript is originally in another language (e.g., German, French, Spanish, Japanese), you must provide a certified English translation. The translation must be performed by a sworn or court-recognized translator, sealed/stamped, and submitted alongside the original sealed transcript. Translations done by the student or a non-certified translator are rejected.
Dual-Language Transcripts
Some international universities (e.g., in the Netherlands, Nordic countries, India, Philippines) issue transcripts in both the local language and English. These are accepted as-is — no additional translation required, as long as the English section is signed and sealed by the registrar.
How Many Should You Request?
Order at least 2 sealed originals. EPIK retains one as part of your permanent file, and you want a backup in case the first is damaged in mail, rejected for any technical issue, or needed for a second submission (e.g., a GEPIK, SMOE, or GOE application). Registrar fees are $10-30 per copy — paying for a second while you're in the system is much cheaper than a second round-trip international shipping delay months later.
Teachers applying to multiple programs (EPIK + hagwon, or transferring to GOE next cycle) may want 3 sealed copies.
Attended More Than One School?
Transfer students who attended two or more universities for their degree must submit EITHER an all-inclusive transcript from their latest school (containing grades and credits from all previous schools), OR separate sealed transcripts from each institution attended.
When Does This Apply?
This requirement kicks in only if you attended your final, degree-granting school (the one that issued your diploma) for less than 2 years. If you spent your final 2+ years at the degree-granting institution and the transcript already consolidates your full credit history, a single sealed transcript from that school is sufficient.
Common Mistakes That Get Transcripts Rejected
Every cycle, Korvia handles rejected transcripts. Here are the four most common issues — all avoidable.
Opened Envelope
The single most common rejection. Once the sealed envelope is opened — even to 'just check' the contents — EPIK considers the transcript unofficial. Always forward the envelope unopened, and take a photo of the sealed envelope before shipping.
Unofficial Portal Screenshot
A PDF downloaded from your student portal, a screenshot of your grades, or a printed unofficial copy does NOT qualify. These are for personal use only. Only registrar-issued, signed, stamped, and sealed transcripts are accepted by EPIK.
Expired or Too-Old Seal
Sealed transcripts sitting in a drawer for 3+ years may still be valid in theory, but the physical seal often degrades, envelopes become damaged, and EPIK reviewers flag them. Always order a fresh copy for your current application cycle.
Missing Registrar Signature or Stamp
Some schools issue simple printed copies without a registrar's signature or embossed/raised seal. EPIK requires both — the document itself must carry the registrar's authentication marks, not just be sealed inside a generic envelope. Confirm 'Official Transcript' is printed on the document.
If Your University Closed
Academic records of closed institutions are transferred to a successor or state/provincial education authority. You will not lose access to your degree — you just need to know where the records went.
State / Provincial Archives
In the US, each state's Department of Education or Higher Education Commission holds records from closed institutions. Canadian provincial ministries do the same.
National Student Clearinghouse (US)
The NSC (studentclearinghouse.org) maintains records for many closed US schools and can issue certified transcripts electronically.
Successor Institutions
When a university closes, its records often transfer to a nearby accredited institution that agrees to serve as the official custodian. Call the successor's registrar directly.
Frequently Asked Questions
Does my GPA affect my EPIK application?
Not directly. EPIK does not set a minimum GPA and recruiters do not rank applicants on cumulative grade point average alone. What EPIK verifies from transcripts is that the degree is real, that coursework was completed in English (for applicants from non-English-native countries), and that the degree-granting institution is accredited. A stronger GPA can help for competitive regions, but a 2.5 with a clean record is far stronger than a 3.8 with red flags. Your essay, interview, and teaching attitude matter more than decimal points.
Is a transcript the same as a diploma?
No — they are two separate documents and EPIK requires both. A diploma (or degree certificate) is a single-page document proving you graduated. A transcript is a multi-page record listing every class you took, credit hours earned, and grades received. Transcripts show the content of your education; diplomas show the outcome. Submit both, and note that the diploma typically needs an apostille while the transcript only needs to be sealed and official.
Does EPIK accept digital or e-transcripts?
EPIK's preference is a physical sealed paper transcript forwarded unopened to Korvia. Some universities now issue 'certified digital transcripts' through services like Parchment or the National Student Clearinghouse — these can be accepted in limited cases, but they must be sent directly from the institution to an EPIK-designated email address, not downloaded by the student and forwarded. When in doubt, order the sealed paper version — it is universally accepted.
Is there a minimum number of credit hours EPIK wants to see?
EPIK requires a fully conferred bachelor's degree of at least three years of full-time study — exact credit hours vary by country and institution. US degrees typically total 120+ semester credit hours, UK honours degrees 360 credits, Australian and NZ bachelor's degrees 3 full years. If your degree was earned through an accelerated, online, or part-time route, the registrar transcript is what proves total hours met. Associate degrees and certificate programs do not qualify.
How old can my transcripts be?
Transcripts themselves do not expire — a transcript from a 2005 graduation is still valid proof of coursework. However, EPIK wants sealed copies dated reasonably close to your application (typically issued within the past year) to ensure the seal is intact and the record is current. If you graduated 10 years ago, you can still order a fresh sealed copy from your registrar — they keep permanent records. Just do not reuse a 5-year-old sealed envelope you have lying around.
What if my courses were pass/fail instead of letter-graded?
This is acceptable. Many universities use pass/fail or narrative evaluation systems (common at liberal arts colleges in the US, and at some UK institutions). EPIK reviews the transcript to confirm coursework completion and degree conferral — the specific grading convention is not a barrier. If reviewers ask for clarification, your registrar can usually issue a one-page grading-system explanation letter that accompanies the sealed transcript.
Ready to Apply?
Once your transcripts are ordered, start your Korvia application — we'll walk you through the full document checklist.