Getting your foreign academic records evaluated for use in the United States is rarely as simple as mailing a few papers and waiting. For many applicants, the process goes smoothly, but for others, it hits a wall. Your file gets flagged, a notice lands in your inbox, and suddenly the university program or job opportunity you’ve been working toward feels like it’s slipping away.
Here’s what you should actually know: a flagged file is not the end of the road. Most cases that get paused or returned are fixable, sometimes quickly. The key is understanding what the notice actually means, why it happened, and what steps to take next. That’s exactly what this guide covers.
"Incomplete" vs. "Rejected": They're Not the Same Thing
These two terms often get lumped together, but they describe very different situations. Knowing which one applies to your file changes how you respond.
An "Incomplete" Status
Think of this as a temporary hold, not a verdict. When Educational Records Evaluation Service (ERES) or any evaluation agency marks a file incomplete, it means work has started on your application, but something is missing before the review can continue.
Common reasons include a missing degree certificate, a scan that came through too blurry to read, or a registrar’s signature that wasn’t included. It has nothing to do with the quality of your education. It’s an administrative gap, and once filled, the review picks up where it left off.
A "Rejected" Status
This one carries more weight. A rejection means the agency reviewed your complete submission and determined it doesn’t meet U.S. equivalency standards. That can happen for a few reasons, the institution may not be recognized by the accrediting body in its home country, or the documents raised questions about their authenticity.
What’s worth knowing: “rejected” often means “not yet,” not “never.” Many applicants successfully resolve rejections once they provide the right supporting documentation or work through the right channels. At ERES, we try to explore every available option to verify credentials before a rejection is finalized.
The Most Common Reasons Files Get Flagged
Credential evaluation agencies in the United States follow strict documentation standards. When a file gets paused, it almost always comes down to one of the following:
- Documents weren’t sent directly from the institution. This is probably the single most common stumbling block. For an evaluation to proceed, official documents: transcripts, diplomas, degree certificates, they typically need to come straight from the issuing institution to the evaluation agency. A scan you send yourself, even if it’s a perfect copy, generally won’t qualify. Some agencies have digital portals that make this easier, but in most cases, the institution has to send documents directly.
- The degree certificate itself was missing. A lot of applicants send their transcripts like detailed records of every class and grade, but forget to include proof that the degree was actually conferred. Transcripts show coursework. The degree certificate proves you completed the program. Most U.S. evaluations require both.
- The translation wasn’t done by a certified translator. If your documents aren’t in English, they need to be translated, but not by you — and not by a friend or family member who speaks English. ERES uses certified translators who specialize in academic documents, and other reputable agencies do the same. Self-translated materials are routinely flagged and returned.
- The institution isn’t recognized by its home country’s accrediting authority. Private colleges and newer institutions are sometimes the issue here. If an evaluating agency can’t confirm that your school holds legitimate accreditation in its own country, establishing a U.S. equivalency becomes much harder. This type of issue may require additional documentation directly from the institution.
Steps to Take When Your File Is Flagged
If you receive a notice about your evaluation, the worst thing you can do is nothing. Here’s a practical approach to getting things back on track:
- Read the notice carefully, twice. The language in these requests is specific on purpose. If they’re asking for a syllabus, sending another copy of your transcript won’t resolve it. Sending extra unrequested documents can actually slow things down, because reviewers still need to work through everything in the file.
- Contact your institution’s registrar by phone if possible. Email often doesn’t cut it when you’re dealing with a university abroad. Response times can stretch into weeks, and what you actually need is for someone to take action. A phone call, or sending a family member in person if feasible, often produces results faster than any digital message will.
- Ask about the evaluation methodology if you’re disputing a finding. If you believe the outcome doesn’t accurately reflect your credentials, for example, if you feel your three-year degree should be recognized as equivalent to a U.S. four-year program, you have every right to ask how the agency reached that conclusion. Most reputable agencies will walk you through their reasoning.
- Know that switching agencies isn’t always the answer. If your file was rejected due to a documentation issue, a different agency may process things differently. But if the underlying problem is that your school lacks recognized accreditation, the outcome is likely to be the same regardless of where you apply. Address the root issue first.
Frequently Asked Questions
How long does it take to resolve an incomplete file?
Once the missing document arrives, most evaluations can move forward within 5 to 10 business days. If you’re working against a deadline, an application due date, a license exam window: ask about rush processing. ERES offers expedited service that can cut that turnaround significantly.
Can I submit photocopies?
In most cases, no. Unless the agency has a specific secure digital portal connected to your institution, they’ll require original documents that are physically stamped and sealed. Check directly with ERES or your evaluating agency before assuming a copy will be accepted.
How do I know I've submitted everything required?
The safest approach is to verify directly with the agency at each stage of the process. ERES publishes documentation requirements on our website, but requirements can vary depending on the country your credentials come from and what the evaluation is being used for. When in doubt, reach out before you submit.
Working Through It with ERES
At Educational Records Evaluation Service (ERES), we’ve processed credential evaluations from applicants across dozens of countries. We understand that the paperwork requirements can feel overwhelming especially when your application to a school, a licensing board, or an employer is on the line.
When something comes up with a file, our team works to find a path forward whenever one exists. That might mean verifying institutional records through our own channels, guiding an applicant on exactly what their registrar needs to send, or explaining in plain terms why a document doesn’t meet the standard and what would.
If your evaluation was flagged or you’re unsure whether your documents are ready to submit, contact ERES at edu@eres.com or call +1 (707) 759-2866. Our office is open Monday through Friday, 10:00 AM to 4:00 PM PST.
References
U.S. Department of State. (2026). Evaluation of Foreign Degrees. https://www.state.gov/global-community-liaison-office/family-member-employment/family-member-employment-in-the-d-c-area/evaluation-of-foreign-degrees
National Association of Credential Evaluation Services (NACES). (n.d.). About NACES. https://www.naces.org
Educational Records Evaluation Service (ERES). (2023). Unlocking Borders: Translating Your Diploma into English for US Recognition. https://eres.com/blog/how-to-translate-my-diploma-into-english
Association of International Credential Evaluators (AICE). (2026). Standards for Official Documentation and Verification.
