Glossary of Terms

This glossary has been created to help clarify terms often used in the evaluation process. It is also intended to assist with understanding the types of documents that may be requested by IERF for evaluation.

I. Types of Academic Records and Documents

Academic Record
A document that reports a student’s progress and / or achievements. A common example is the transcript which lists the subjects studied or examined, along with the grades earned. Another example is the certificate or diploma, usually indicating the award of a qualification. An academic record should also include the name of the institution and, ideally, the dates of attendance or date of completion / award.

Apostille
A legalization certificate created to accompany public documents, such as birth certificates and diplomas, for their recognition and use abroad. IERF does not require an apostille. However, if it is available from the Ministry of Education, obtaining the apostille is encouraged.

Attested Copy
See certified copy.

Certificate
A document that represents the completion of a program, the passing of an examination and / or the award of a qualification

Certificate of Graduation / Graduation Certificate
A document that typically represents the award of a qualification. It should bear the name of the qualification and the awarding institution, as well as the date of completion or conferral. For degree programs in China, however, it only represents the completion of the major program requirements, but not the conferral of the degree (e.g., Bachelor, Master, Doctor).

Certified Copy / Certified True Copy
A copy certified as being a true copy of the original. An ink seal is often applied to the photocopy, along with a signature of the certifying representative. A certified copy should be issued by the appropriate body, who can confirm the authenticity of the record, such as an official representative of the school or Ministry of Education. In these cases, certified copies are accepted by IERF. May also be referred to as an attested copy.

Course Description
A statement or paragraph that describes the focus of a particular course. Course descriptions are typically required for IERF reports for licensure in barbering & cosmetology.

Degree Certificate
A document that represents the award of a degree. It should bear the name of the qualification, the awarding institution, and the date of conferral.

Digital Record
An academic record that is issued electronically rather than as a physical document, or a physical record that is intended to enable automatic verification by electronic means. Scanned images or photographs of academic records, however, serve only as reproductions and are not regarded as digital records for evaluation purposes.

Diploma
A physical document that represents the award of a qualification. It should bear the name of the qualification, the awarding institution, and the date of completion or conferral. Depending on the country, Diploma may also refer to a type of qualification (e.g., a 2-3 year degree in Canada, a university degree in parts of Europe…).

Diploma Supplement
A supporting record of study that explains the qualification that was awarded. Most commonly found across Europe as a recognition tool. Not to be confused with an Attachment to the Diploma, which is a transcript found in many Russian-based educational systems.

Examination Certificate
A record indicating that a particular examination has been passed. It may include the actual examination results (subjects examined and grades earned) or the results may be issued as a separate, accompanying record.

Fraudulent Document
A record that has been falsified and is not true or genuine

Mark Sheet / Statement of Marks
A record of study common to countries in South Asia, such as India and Pakistan. It lists the subjects studied and the marks / grades received, semester by semester, or year by year. There are also consolidated mark sheets that provide a summary of the subjects that were successfully passed.

Notarized Copy
A copy signed by a notary public certifying the identity of the holder of the document. A notary does not authenticate the contents of the documents. As such, notarized copies are not accepted by IERF in lieu of original, official academic records, when they are required.

Official Record of Study
A record of study that is issued by the appropriate body, bearing the appropriate signature(s) and seal(s) for external use. The results recorded on the document are permanent and cannot be changed.

Original Record of Study
A record of study, such as a diploma or transcript that is issued as a first-generation document and is not a copy or scan. In some countries, only one original academic record is issued. In such cases, attested or certified copies are usually available.

Photocopy
A physical reproduction of a document, rather than the original

Provisional Certificate
A preliminary document that is issued preceding the final certificate or diploma. Depending on the country and credential, the provisional certificate may bear the same weight as the final degree certificate. In other instances, the provisional certificate is presenting the preliminary student results only and is an unofficial record of study. In the case of the latter, the provisional certificate may not be used as proof of award of the degree.

Results Slip
Typically, a record of study that is issued to the student for internal use rather than official use. Commonly refers to a student’s examination results. Results slips are not accepted by IERF.

Reissue
An “original” diploma or certificate that is reproduced by the school as a replacement for the original. Such records are commonly labeled as duplicates or reissued documents. An “original” reissued record is accepted by IERF.

Scan
An image, or digital reproduction, of a document

Sealed
Describes a record of study that is issued in an envelope from the institution of study. The envelope typically bears the name and address of the institution of study and is closed with adhesive. The flap may also bear the seal of the institution or the signature of its representative.

Syllabus
A document that provides detailed information about a course, such as the learning objectives, course content / breakdown of topics covered, and the design and structure of the course (how students are instructed and assessed, including theoretical vs practical hours of instruction). Syllabi are typically required for IERF reports for licensure in physical therapy.

Temporary Diploma or Certificate of Graduation
A document that is often issued before the final graduation certificate is awarded. Depending on the country, there may or may not be other outstanding requirements after completion of the coursework (e.g., social service or military service). If there are other requirements that have not yet been met, then the Temporary Diploma or Certificate of Graduation may not be used as proof of award of the degree.

Transcript
A record of a student’s performance in a program of study, typically listing the subjects studied and the grades received. It should also include the name of the institution and, ideally, the dates of attendance or the date of completion.

Unofficial Record of Study
A record of study that is issued for internal use, such as student advising. It often does not bear the appropriate signature(s) and seal(s). Additionally, in some countries, for a designated period of time, the results may be contested (and changed). These are not accepted by IERF.

II. Credentials Evaluation Terms

Credentials Evaluation / Credentials Assessment / Evaluation
A report that explains the educational equivalency of an individual’s studies that have been completed in a different country. IERF’s standard evaluation report may be used for a variety of purposes, including access to further education, employment, and visa certification. Not to be confused with translation (see definition below).

Nostrification
Procedure for recognizing qualifications acquired abroad. Term commonly used in eastern Europe.

III. Translation Terms

Translation
A document that renders a record issued in one language into another language. Not to be confused with credentials evaluation (see definition above). Required by IERF for records not officially issued in English.

Certified Translation
A translation accompanied by a statement attesting that the translation is accurate to the best of the translator’s knowledge. Not required by IERF.

Certified Translator
An individual who passed an examination for professional translators and is certified as such by a professional organization

Notarized Translation
A translation that is completed by any translator (professionals and non-professionals), but is certified by a notary as a true copy of the original. The identity of the translator is also certified. A notarized translation is not required by IERF.

Professional Translation
A translation that is issued by an individual who produces translations as a professional service. This individual is trained as a translator and is formally paid for his/her translation services. Required by IERF for records not officially issued in English.

Sworn Translation
A translation completed by a sworn translator, who has taken an oath under a court of law. A sworn translator is typically authorized by a particular office to perform this service, such as a Ministry of Foreign Affairs or Department of Justice. Not required by IERF.