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Uploading or Sending Transcripts

A critical part of every college application in the US is submitting your transcripts from 9th grade onwards. This applies to both the original German documents and the English translations. It is important that the universities receive these official documents directly from the school or through a verified system to ensure authenticity.

In this section, you will learn how to properly submit your transcripts - both by uploading them to an application portal and by sending them via email.

1. When do transcripts need to be uploaded?

Many universities have their own application portals where you can upload your transcripts as PDF files. This process is relatively straightforward and is particularly well-suited when you have organized all the documents yourself. As a rule, both the German-language original transcripts and the English translations are required.

Here's how you go about the upload:

  1. Download the transcripts as PDF files on your computer.

    • Clearly separate the files: e.g., "9th Grade DE.pdf" and "9th Grade EN.pdf".

    • Make sure the files are clearly labeled to avoid confusion.

  2. Log in to the university's application portal.

    • Look for the corresponding upload function in the "Supporting Documents" or "Upload Transcripts" section.

  3. Upload both the originals and the translations.

    • Make sure the file does not exceed the maximum allowed size.

    • After uploading, check to ensure that all files are correctly visible and legible.

  4. Confirm the upload and save the process.

    • Take a screenshot of the uploaded documents as proof.

Note:

If the portal does not accept the transcripts (e.g., due to file size restrictions), contact the university's technical support or reach out to us for assistance.

2. When must transcripts be sent from the school?

Some universities insist that the transcripts be sent directly from the school by email to the Admissions Office. This guarantees that the documents are authentic and have not been altered. In this case, the submission of the transcripts must not be done by you, but only from an official school email address (e.g., info@school.de).

Here's how you organize the sending of the transcripts:

  1. Speak with your school about the process.

    • Clarify in advance whether the school is willing to send the transcripts by email.

    • It is important that the transcripts are sent from an official school email address like @school.de or @gymnasium.de, and not from a private email address like @gmail.com.

  2. Provide the school with the correct email address of the university.

    • You can usually find this on the university's website under "Undergraduate Admissions" or in your application portal.

    • If you are unsure, ask the university or contact us, and we can check this for you.

Example email for your school:

To: admissions@university.edu
BCC: Your own Recruiting email address)
Subject: Transcripts of [Your Name | Your Date of Birth] for Admission Review

Dear Admissions Team,

Attached to this email, you will find the official transcripts (both German original and English translation) for our student [Your Full Name], who is applying to your university. Please note that these transcripts include all academic records from 9th grade onwards.

If you need any additional information or have further questions, please feel free to reach out to us directly at [official school email].

Best regards,
[Name of the Contact Person at the School]
[Position/Title, e.g., Head of the Counseling Department]
[Name of the School, Address, Phone Number]

Important Notes:

- Add your own email address as a BCC so that you receive a confirmation when the email is sent.

- The english translations must be certified. Make sure that all subjects, grades, and comments are accurately transferred.

3. Follow-up after sending

After the school has sent the email, it is important to ensure that the university has received it.

  1. Check your application status in the university's portal.

    • If the transcripts are not marked as "Received," contact the university and request confirmation of receipt.

  2. Follow up with the school:

    • Ask 1-2 days later if there was any feedback or if the email was delivered.

  3. Contact us for support:

    • If you do not receive any feedback from the university, we will be happy to help and contact the Admissions Office.

Careful and timely submission of your transcripts is an essential step in the application process. Follow this guide and reach out to us if you have any questions - the Smarthlete team is here to support you.

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