For anyone with foreign academic credentials, understanding a document-by-document evaluation is a crucial step toward achieving your professional or educational goals in the U.S. This type of report is a vital tool used to verify the authenticity and overall standing of your foreign degree, diploma, or other academic achievements.
In simple terms, a document-by-document evaluation provides a basic U.S. equivalency of your academic credentials. It confirms that your degree is legitimate and holds a similar academic value to one from a U.S. institution.
Unlike a more detailed report, it doesn’t break down individual courses, credits, or GPA. This makes it an ideal, cost-effective choice for many situations, but not all.
In this guide, we will walk you through everything you need to know, from its purpose and how it differs from other reports, to the step-by-step process of getting one.
Understanding the Purpose of a Document by Document Evaluation
This type of evaluation is a fundamental tool for anyone with foreign academic credentials seeking to have them recognized in the U.S. Unlike more detailed reports, its core purpose is to verify the authenticity and overall standing of your degree.
Think of it as a stamp of approval that confirms your degree is legitimate and holds a similar academic value to a U.S. degree. It’s the most common and cost-effective option for situations where a detailed course-by-course breakdown isn’t necessary.
For General Employment and Job Applications
Many U.S. employers require a document-by-document evaluation when they’re considering a candidate with a foreign degree. They use this report to quickly verify your degree and understand its U.S. equivalency, for example, confirming that your “Bachelor of Commerce” from a university abroad is equivalent to a “Bachelor of Science in Business Administration” in the U.S.
This simple verification helps them meet their hiring requirements without needing to dive into the specifics of your coursework or GPA. It’s a straightforward way for them to confirm you meet the educational qualifications for the job.
For Immigration and Visa Purposes
Government agencies, especially U.S. Citizenship and Immigration Services (USCIS), often require a document-by-document evaluation for various visa and green card applications. This is a critical step to prove you meet the educational requirements for a specific visa category or job offer.
The report provides a clear, official statement that your foreign degree is equivalent to a U.S. degree, satisfying the necessary criteria. This is a fundamental part of the process and ensures your application is processed smoothly.
For Freshman Admissions
If you’re an international student applying to an undergraduate program as a first-year student, a document-by-document evaluation is often all that’s needed.
Since you won’t be transferring any credits from your previous studies, the school just needs to confirm the overall validity and equivalency of your high school diploma or other pre-university credentials.
This evaluation gives the admissions office the confidence they need to review your application, without the added cost and complexity of a more detailed report.
Distinguishing it from a Course by Course Evaluation
This is a critical distinction to understand before you order your report. A document-by-document evaluation provides a simple equivalency of your degree and the school you attended. It does not include a course-by-course breakdown, your GPA, or a list of credits earned.
Here’s a quick comparison to make it clear:
- Document-by-Document: Verifies your degree and the institution. Think of it as a “general” report.
- Course-by-Course: Provides a detailed breakdown of every course you took, the credits earned, and your GPA. This is a “specific” report.
Who Needs a Document by Document Evaluation?
Understanding whether this specific type of evaluation is right for you is the most important step before you apply.
Since it’s a more general and less expensive report, it’s not the right fit for every situation. You should check the requirements of the institution, employer, or government agency you’re submitting your credentials to.
However, there are some common scenarios where a document-by-document evaluation is the perfect choice.
Checklist for Deciding
Use this simple checklist to determine if a document-by-document evaluation is likely what you need:
- Are you applying for a job that requires a certain academic degree, but not a specific GPA or list of courses?
- Is your primary goal to meet the general educational requirements for an immigration or visa application?
- Is a course-by-course evaluation specifically not required by the recipient of your report?
- Are you applying to an undergraduate program as a first-year student and not transferring any previous college credits?
- Are you a foreign-trained professional, such as a teacher, who needs to verify the basic equivalency of your degree to a U.S. bachelor’s or master’s degree?
Real-World Scenarios
To make this even clearer, here are some practical examples of when this evaluation is the best option:
Scenario A: Immigration
An immigrant is applying for a visa that requires a U.S. equivalent of a bachelor’s degree. The USCIS only needs to see that the applicant has a legitimate bachelor’s degree, not the details of every course they took. A document-by-document evaluation fulfills this requirement perfectly.
Scenario B: Employment
A professional from abroad is applying for a job at a tech company in the U.S. The job posting requires a four-year university degree. The employer wants a simple report to verify that the applicant’s foreign degree is indeed a four-year bachelor’s degree in the U.S. educational system.
Scenario C: General Admissions
A student who completed high school in another country wants to apply to a U.S. community college as a new student. Since they aren’t transferring any college-level courses, the admissions office only needs a general evaluation to confirm that their high school diploma is equivalent to a U.S. high school diploma.
The Step-by-Step Process: How to Get a Document by Document Evaluation
Navigating the evaluation process can seem complex, but it’s a straightforward series of steps. By preparing your documents and understanding the process, you can ensure a smooth and timely experience. The most important thing is to follow the instructions of your chosen evaluation service carefully.
Step 1: Research and Choose a Credible Service
The first and most crucial step is to select a reputable credential evaluation service. The most widely accepted organizations are members of NACES (National Association of Credential Evaluation Services).
Government agencies, universities, and employers across the United States recognize these organizations. Choosing a NACES member ensures your report will be considered valid and trustworthy.
Step 2: Understand the Required Documents
To complete your document-by-document evaluation, you will need to provide specific academic records from your home country. Gathering these documents ahead of time can save you a lot of time. The two essential documents are:
- Official Transcripts: These are the detailed records of your courses and grades. They must be sent directly to the evaluation service from the university or educational institution you attended.
- Degree/Diploma Certificates: A copy of your official diploma or degree certificate is required to prove that you were awarded the degree.
It’s important to note that if your documents are not in English, you will also need to provide an official translation.
Step 3: Submitting Your Application and Documents
Once you’ve chosen a service, you’ll need to fill out their online application form and pay the required fee. The service will then give you detailed instructions on how to submit your official documents.
In most cases, your educational institution must mail the documents directly to the evaluation service in a sealed, stamped envelope to ensure their authenticity. You should not open the envelope yourself.
Step 4: Awaiting and Receiving Your Report
After your application is submitted and your documents are received, the evaluation service will begin its assessment. Processing times can vary depending on the service and the country of origin of your documents, typically ranging from a few days to several weeks.
You can often choose a rush service for an additional fee. Once the evaluation is complete, the service will send the final report directly to you and, if you request it, to the university or employer you specified in your application. The final report will officially state the U.S. equivalency of your foreign degree.
Factors to Consider When Choosing an Evaluation Service
Choosing the right credential evaluation service is a critical decision that can impact your budget, timeline, and the acceptance of your report.
While most reputable services, especially those in NACES, follow similar standards, there are key differences that can influence your choice. Being an informed consumer ensures you get the right report for your specific needs.
Cost
The price for a document-by-document evaluation can vary significantly between different services. Most providers have a base fee for the evaluation itself, but they may also charge for additional services like sending physical copies of the report to multiple institutions or offering expedited processing.
Because this type of report is more general, it is almost always more affordable than a detailed course-by-course evaluation. Always review the fee schedule carefully to understand the total cost before you begin your application.
Processing Time
Your timeline is often a major factor in choosing an evaluation service. If you have an urgent deadline for an immigration or job application, a service’s processing time can make all the difference. Most services offer a standard processing time, which can range from a few weeks to a month.
However, almost all providers also offer a “rush” or “expedited” service for an additional fee, which can significantly reduce the waiting period. Be sure to check the estimated processing times on the service’s website.
Recognition and Acceptance
The most important factor to consider is whether your chosen service is recognized and accepted by the organization you are submitting the report to. As mentioned earlier, members of NACES are widely accepted across the U.S. This is a crucial trust signal.
If you are applying to a specific university, it’s a good practice to check their admissions website or contact the office directly to confirm which evaluation services they accept. Using a recognized service ensures the credibility of your report and prevents delays.
Customer Support and Communication
Throughout the process of gathering and submitting your academic records, you may have questions. A service with strong, responsive customer support can make a big difference.
Before you commit, you may want to check for their contact information, typical response times, and whether they have helpful resources like FAQs or online guides. Knowing you can get help if you encounter any issues with your documents or application provides peace of mind.
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FAQs (Frequently Asked Questions)
How long does it take to get a document-by-document evaluation?
The processing time for a document-by-document evaluation can vary depending on the service provider and how quickly they receive and verify your official documents. On average, a standard evaluation typically takes anywhere from 10 to 20 business days once all documents are received.
How much does a document-by-document evaluation cost?
The cost varies between different credential evaluation services. Generally, a document-by-document evaluation is the most affordable type of report, with prices typically ranging from $100 to $200. This base fee often does not include additional charges for services like expedited processing, sending extra copies of the report, or international courier fees. Be sure to review the full fee schedule on the provider’s website to get an accurate total.
Can I submit photocopies of my documents for the evaluation?
No, with very few exceptions, evaluation services require official documents. Your academic transcripts and degree certificates must be sent directly to the evaluation service from the issuing institution in a sealed, tamper-proof envelope. However, consult with your provider once before submitting any documents.
What if I have multiple degrees from different countries?
You can still get an evaluation. Most credential evaluation services will evaluate multiple degrees from different countries within a single application. You will need to provide all the required documents, official transcripts, and degree certificates from each of the institutions you attended. The final report will provide a U.S. equivalency for each of your academic qualifications, helping to present a complete picture of your educational history.