Getting ready to leave for home? Don’t forget your academic records!

You are in your last few weeks in your exchange program. There’s a lot to do and of course you’ve been thinking about your studies the whole time! However, before you think that all is said and done and start saying your farewells, make sure that you have your academic records in hand or that you have arranged to have them sent to you as soon as possible in the summer months.

Academic records are invaluable. They confirm what you have been doing since you have been away from home. Academic records are required for academic verification at the education ministry and schools in your home country. They can be required for job applications, scholarship applications, and school admissions. They are as valuable as your passport.

Is bringing your academic records back home with you enough? The short answer is “no.” The steps you need to take to obtain academic records differ for whether you are on a high school exchange or a bachelor’s/master’s/doctoral program. Here are a few tips for high school exchange students.

First, meet the people who are responsible for issuing academic records at your school. It’s important that you know the office because you don’t know how many more copies you may need later on.

Keep a record of the contact information (address, phone and fax numbers, and email) for the office in your school that issues academic documents. You may need to request that the office sends official copies again in the future.

Second, arrange for at least three official (“stamped”) copies of your academic records. You should keep one of the copies for your records and another to file with your school or national education office.

If your school doesn’t have the sets ready in time for your departure, then you have to arrange to have a copy of your official papers sent to your exchange organization, and then, if possible, to your address in your home country. (It’s usually a good idea to provide an envelope with an adequate amount of postage on it if you really want to try to have sets sent home.)

Third, get an academic letter from your school principal or other official responsible for academics. The letter should let people know that the transcript that you received is official, and the letter should also explain the school’s grading system. This letter is important for transitioning back home.

Students sometimes forget to collect contact information and the academic letter when they are studying overseas or on an exchange program. There are two primary reasons to do both: Asking for the letter and contact information gives you a chance to meet school officials and let them know about your experience as an exchange student at the school; and the letter gives your home country and school at home more information about your past year for its educational planning purposes. It can be very difficult to have it sent after you’ve left the country you’re studying in, so don’t forget to follow this crucial step.

Good luck and congratulations on your successful exchange!