An applicant should preserve two connected records: a source record and a submission record. FAU Libraries recommends tracking sources in a research log or on note cards; when submitting a transcript, an applicant should also retain a copy or precise description of the document, its sending route, and any available confirmation.
What to preserve alongside the document
| Record | What to keep | Purpose |
|---|---|---|
| Source trail | Source details in a research log or on note cards | Shows where the information or document came from |
| Document identity | A complete copy, or a precise description of the version submitted | Distinguishes the submitted document from other versions |
| Submission trail | The intended recipient, sending route, submission date, and confirmation if available | Supports later follow-up |
| Requirement check | Notes on the current instructions for each institution | Prevents a general recommendation from being mistaken for a universal rule |
If an original document must leave the applicant’s possession, keeping a complete copy beforehand can help the applicant identify exactly what was sent. An applicant should not assume that a delivery record proves acceptance; it only records the attempted or reported submission.
Why transcripts require particular attention
EducationUSA states that an original transcript or certified copy sent by the applicant’s secondary or high school is generally required for each institution. That makes it important to preserve enough information to distinguish the transcript submitted, identify where it was sent, and locate any resulting confirmation.
The word “generally” matters. This guidance does not establish that every institution follows an identical process, so an applicant should confirm the current instructions separately for each intended institution.
What the applicant must still confirm
Before relying on a submission record, the applicant should verify:
- Whether the institution currently requires an original transcript or a certified copy.
- Whether the secondary or high school is expected to send it.
- Whether the sending method matches the institution’s current instructions.
- Whether the institution requires a separate submission for each application.
- Whether the applicant needs to retain or provide any additional documentation.
FAU Libraries’ research-log recommendation concerns source tracking, not a universal admissions requirement. Likewise, EducationUSA’s statement is general guidance rather than a substitute for an institution’s own application instructions. The safest approach is to preserve the source and submission evidence while leaving the final requirements check to the applicant and the relevant institution.