You must submit:
- A full set of original or official documents. If the organization you are applying to requires official document, please make arrangements for these documents to be sent directly to ICES from your educational institution. These documents must confirm the award of the credential and completion of each individual course taken. (Note, the official confirmation of the award of the completed credential can arrive in letter form from the appropriate authority accompanying the official transcript of records.)
- Certified translations of all original documents submitted. If translations of official documents are required, clients will be contacted once official documents arrive to ICES.(Notarized copies are not always necessary nor do they replace the need to submit original documents. In some cases they can be acceptable for translation purposes only.) Please see more information about translations below.
Important Note: If you are planning to use your evaluation report for a specific organization or educational institution, original documents may not be accepted. Many organizations and educational institutions require ICES reports to be completed on the basis of official documents only (see below). It is your responsibility to find out which documents will be required before you complete the ICES application form. Please click Organizations using ICES to find out information about the document requirements for specific organizations and educational institutions.
A full set of documents for a completed educational credential normally contains at least two parts:
- The academic record, showing the courses or subjects studied, the grades earned, and the hours of study or number of credits for each course (may be called a transcript, detailed marks card, releve de notes, examination report, extract, student's book, index, academic record, mark sheet, diploma supplement or other name depending on the country from which it is issued).
- The document awarded upon completion of the credential (may be called a diploma, diplom, degree certificate, certificate, or other name depending on the country from which it is issued). In many countries, people hang this document on their wall. This document is required even though it may be laminated, framed or mounted.
In order for the document to be considered official:
- It must be sent by the registrar, or other appropriate authority from the educational institution that awarded the credential, directly to ICES and must bear the proper seals, signatures, and/or postal markings.
- Please note that any official documents addressed to ICES are the property of ICES and will not be released to the client. If you wish to have a set of official documents, ICES recommends that you forward the request to your institution directly.
If it is not possible for an institution to re-issue official transcripts and certificates, you may submit original documents instead; however, you will also need to request an official letter sent by the institution that awarded the credential to confirm the courses and grades you want evaluated. This official confirmation letter must be sent directly to ICES and be signed by the registrar (or similar authority) of the institution.
If you do not submit a complete set of official or original documents, ICES may still be able to complete an evaluation report. However, your report will include the following statement.
IMPORTANT NOTE: Document Authentication - ICES recommends all official or original documents be submitted for evaluation. Since official or original documents were not submitted for evaluation, authentication of this credential is not possible.
Your report may be unacceptable to some institutions, organizations, or employers if your evaluation was not completed with official or original documents.
If, after ICES has completed your evaluation, you submit additional documents in order to revise the content of the completed report, a fee of $50.00 will be charged. This includes the submission of original documents to replace photocopies, the submission of additional course outlines/syllabuses, and other similar situations.
ICES has documents with information on specific document requirements for the following countries:
Document Storage and Return
As many ICES clients cannot obtain duplicate copies of educational documents, ICES stores the original documents in a locked room and handles them with great care. Original documents submitted to ICES by the applicant will be returned upon completion of the ICES evaluation. Photocopies submitted to ICES will be kept for our records.
Please note all official documents received by ICES from the issuing institution(s) and or appropriate authority are for use by ICES and will not be given to the applicant. These documents are considered ICES property.
If any of your educational documents are not in English or French, they must be accompanied by a complete word-for-word (literal, not interpretive) English translation. If you are submitting your documents from outside Canada and cannot obtain a translation from a Canadian-certified translator, you may submit a translation from an official translator in your home country. This translation must also be completely accurate or ICES will require a new translation from a Canadian certified translator.
To obtain a list of certified translators in Canada, please contact your local immigrant serving agency or:
Canadian Translators, Terminologists and Interpreters Council (CTTIC)
1, rue Nicholas Street, bureau 1202
Ottawa, ON Canada K1N 7B7
Tel: 613-562-0379, Fax: 613-241-4098
Items such as mark sheets, transcripts, diplomas, certificates, and grade books must be translated in entirety, including any information that appears on the reverse side of any document. For calendars, course outlines, and syllabuses, only those pages describing courses and other information specific to your credential need to be translated.
Translations may be conducted from original documents or copies of those documents. In either case, the translator must attach to each translation a signed copy of the educational document(s) on which the translation is based. The document copy or copies accompanying the translation will be verified against the original documents submitted to ICES. All document copies submitted for evaluation must be stamped with the translator's official stamp.
Note: The original credentials in the original language must also be submitted to ICES.