Grades and Transcripts

If you have recently returned to the U.S. from your college-level study abroad program, welcome home! If you are planning to continue your travels or studies abroad, we wish you every success.

This FAQ is intended to provide an explanation for CIEE college-level study abroad students about how and when academic records from study abroad are reported. Please read all of the following information carefully:

Q: HOW DOES THE GRADE REPORTING PROCESS WORK?

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A: Upon completion of your program, CIEE resident staff send final grade reports, along with an official transcript from the host institution when available, to the CIEE Portland, Maine office. A CIEE Academic Record (CAR) is then created, issued, and forwarded to your home institution, along with the official transcript from the host institution, when available.

Note that you, as the student, will not be sent a copy of your CAR or grades from CIEE, since it is your home institution or School of Record that designates whether (and how) your credits and grades will transfer to your degree program. If you attended a CIEE program during or after Spring 2018, you may view your grades in your online CIEE account under “Course Registration & Grades” once they have been sent to your sending institution.

The CAR, approved by the CIEE Academic Consortium, lists each course title, along with the language of instruction, hours of instruction, recommended semester hours of credit and suggested U.S. grade equivalency. In addition, each CAR is accompanied by an academic guide that includes detailed information on the host institution, admissions requirements, nature of the courses offered at that location, the academic calendar, and a grade conversion chart (when applicable).

Q: HOW LONG WILL IT TAKE FOR MY GRADES TO BE PROCESSED?

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A: Grade reporting at most overseas institutions does not happen as quickly as it does in the U.S. Students’ home institutions typically receive final grades from CIEE within 10 to 12 weeks after the program ending date. Please be aware, however, that some sites take much longer to report grades to the CIEE Portland office. This is primarily the case for some programs offering direct enrollment courses (e.g. but not limited to programs where students take courses directly at host institutions in Amsterdam, Barcelona, Buenos Aires, London, and Seville), due to the fact that collection of these final grades depends on local institutions and their individual grade reporting procedures.

If you participated on the program through CIEE’s School of Record, Tulane University, please note that it typically takes an additional 2 – 3 weeks for your grades to be processed and forwarded to your home school. CIEE sends the CIEE Academic Record to Tulane University, who then creates and sends an official transcript to your home institution. As a service to you, Tulane University will send an official copy of your transcript to your permanent address at the same time that they send an official copy to your home school, since the recorded grades with Tulane University are an official record of your study abroad. Please keep in mind that if you break the seal across the envelope closure of the transcript copy, it will no longer be considered “official”.

Q: WHAT HAPPENS AFTER CIEE PORTLAND SENDS THE GRADE REPORT TO MY US SENDING SCHOOL?

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A: After receiving the CIEE Academic Record, information is entered onto the transcript at your home institution per their own policies and procedures—or onto the transcript offered through CIEE’s School of Record (SOR), if you applied to the program requesting to study through an SOR—and this becomes the official record of your participation in a CIEE program. Please keep in mind that your US sending school ultimately determines how credits and grades are counted and transfer into their system.

Q: WHAT IF I STILL OWE MONEY TO CIEE FOR MY PROGRAM FEES OR FOR A DEBT I INCURRED WHILE ON MY PROGRAM THAT WENT UNPAID AFTER I RETURNED TO THE US?

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A: CIEE Academic Records are not released when participants have outstanding financial obligations to the CIEE Portland office or to the program site. If you owe any funds to CIEE, you will be sent a bill for those outstanding fees via your online account shortly after the debt is reported to the Portland office. In many cases, these debts are reported prior to CIEE Portland’s receipt of the grade reports to allow you time to make the payment in full before the grades are fully processed, so you can avoid any delays in having your grades sent to your home school. Any balance must be paid in full (with cleared funds) to the CIEE Portland, Maine office for grades to be released to home schools or to any other recipient.

Q: HOW DO I REQUEST A COPY OF MY CIEE ACADEMIC RECORD OR SCHOOL OF RECORD TRANSCRIPT AND WHAT WILL BE INCLUDED?

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A: If you participated on the program through CIEE’s School of Record, you may request your official transcript from them directly. (Note only about 10% of CIEE students participate via School of Record. If you’re not sure if you were a School of Record student, please contact CIEE at registrar@ciee.org to verify before contacting the schools below.)

  • Students studying with CIEE from Fall 2016 to present: Contact Tulane University. You may request a copy of your Tulane University transcript here.
  • Students who studied between Spring 2004 and Summer 2016: Contact Spelman College. You may request a copy of your Spelman College transcript here.

If you participated on the program as a CIEE Academic Record student (or were a School of Record participant from earlier than Spring 2004), you may submit a request using the information below under REQUEST YOUR TRANSCRIPT.

Once you submit a transcript request, we will provide the following:

  • An official copy of your CIEE Academic Record (CAR)
  • A CAR guide that includes a grading rubric
  • A letter of explanation to accompany the CAR

Our CAR lists only a recommended number of earned credits and grades during your program. Final authority for awarding of credit to you rests with the appropriate authority at your home institution or School of Record (SOR). Once credit is awarded, the home institution’s (or SOR) transcript becomes the official permanent record of your participation in the program.

The official CAR is individually signed and sealed across the envelope closure. If you request that the documents be sent to you directly, please be aware that if the seal is broken, the CAR immediately becomes unofficial.

Note that in order to obtain an official grade report for courses taken through a Host University, you will need to request that record directly through the Host University. CIEE can also provide copies of original Host Institution documents, when available.

REQUEST A COPY OF YOUR CIEE ACADEMIC RECORD

To request an official copy of your CIEE Academic Record (CAR) (in addition to the original that is automatically mailed directly to your home school or School of Record upon program completion), please print and complete the CIEE Transcript Request Form (pdf) and return it to the CIEE U.S. Office via scanned email attachment, fax, or mail as instructed on the form. Once we receive your request, we will reply and send a follow up confirmation once your request has been processed.

  • We are not able to provide official electronic copies of your CIEE Academic Record.
  • An unofficial copy of your CIEE Academic Record can be emailed directly to you, free of charge. The CIEE Transcript Request Form (pdf) must be completed for this as well. Standard processing time for unofficial copies is 10 business days. Stand-alone expedited service is not available for unofficial copies. However, if you are requesting an unofficial copy in addition to (and at the same time as) a “Standard” or “Expedited” official transcript request, the unofficial copy will be processed in the same timeframe as the official documents.
  • Payment may be made by credit card (Visa or MasterCard only), or by check or money order (payable to CIEE).
  • If you have an outstanding financial or administrative obligation to CIEE, your request will not be processed until the balance has been paid in full with cleared funds and/or outstanding paperwork has been received.
  • Please be sure to include any additional instructions or required forms specific to your needs (e.g. LSDAS/LSAC form or AMCAS form, if applicable) with your request.
  • Email and phone requests will not be accepted, as an official signature from the student is required.

ALUMNI ACADEMIC RECORD REQUEST PROCESSING TIMES

SERVICE ECONOMY* STANDARD EXPEDITED**

Processing time

10 business days

7 business days

2 business days

Mailing method

USPS mail (no tracking)

Overnight US (with tracking)

Overnight US (with tracking)

Fee

$15 per transcript

$15 per transcript + $25 per mailing address

$15 per transcript + $50 per mailing address

* CIEE is not responsible for USPS Economy Service deliveries that do not reach the indicated destination.
** Expedited service is not available for any dates older than spring 2003.

Please note, CIEE may not be able to provide academic records for program participation prior to the spring 2003 semester. We will contact you to explore alternative documentation in the rare instance that this occurs. When available, CIEE sends out copies of the original grade report that were forwarded to your sending institution (the school through which you were granted permission to participate on the program). While CIEE administers the study abroad programs, your sending institution officially grants the credits earned on the program, and as such they issue the official transcript of record for your study abroad. These copies, when available, come with a letter of explanation and are signed and sealed, and the copies are generally accepted as supplemental, detailed documentation to your home school transcript.

Contact Information:

CIEE
ATTN: Study Abroad Registration
300 Fore Street
Portland, ME 04101
Tel: 800.40.STUDY
registrar@ciee.org