We try to produce documents within the advertised timescales wherever possible, though in some cases during our busy periods (May to August and December to February), or if further investigation with your department is necessary, it may take longer to process document requests. Whilst the times below are guidelines we do not guarantee documents will always be produced within these time frames. Please ensure you allow plenty of time if requesting a document for a deadline.
|Document||Fee||Standard processing time|
Transcript for current students
Transcript for graduates/alumni post January 2010
Information request for graduates/alumni pre January 2010
|Validation of a certificate
(resending an original certificate if returned to us in the mail)
(certification of study, introduction to a bank, council tax exemption etc)
Please note that the University of York validates awards for programmes studied at other institutions. These include, and have included, Dyslexia Action, the Guildhall School of Music & Drama and Scarborough College. If you studied at one of these, or another of our affiliated insitutions, we may not be able to provide a complete set of the above documents for you. It is unlikely we will be able to produce a transcript for you, as the affilited instituions rarely provide us with detailed module mark breakdowns, just the details of your final award. Please submit a request for the document you require and we will look into what can be provided. This may require us to request details of your record from the affiliated institution; by submitting your request you are acknowledging that your details may be exchanged in this way and consenting to this. If you have any queries regarding this please contact email@example.com before submitting your request.
An academic transcript is a full record of an individual programme of academic study at the University of York and includes any available marks plus your award date and award result. All students will receive a free final transcript at graduation. Additional transcripts can be purchased at any other time. If you have not yet completed your course and purchase a transcript, an interim transcript will be produced which will show the marks you have available so far. If you have not yet completed your course you may wish to have a print-out of your marks validated (see below) instead of paying for an official transcript. Credits from exchange programmes will be shown on your transcript, but modules taken at other universities will not. These can be obtained from the relevant institution.
As transcripts relate to individual programmes of study, please note that if you studied more than one programme (eg a BA and then an MA) you will need to purchase a separate transcript for each.
Transcripts can be collected (by yourself or a nominated other) from the Student Hub, or can be posted to you. You will be asked to select one of these options when you place your order. If you have any specific requirements as part of your transcript order (for example you would like a reference number to be included on the envelope), you can add this information as part of your order in the notes box at the end of the order form. If these requirements relate to any additional documents (eg a cover sheet that needs to be included with your transcript) you must email the document(s) to firstname.lastname@example.org within 24 hours of placing your order. It will not be possible for the University to source any such additional documents on your behalf.
Transcripts are posted to UK addresses via standard Royal Mail delivery and there is no additional fee for this.
Transcripts can be posted to overseas addresses for an additional fee of £10 per address. This must be purchased separately in addition to the transcript fees. Transcripts will be sent via Royal Mail's International Signed For service. If you have ordered multiple transcripts to be sent to different addresses you must purchase overseas mailing for each address. It is your responsibility to ensure this is paid - failure to do so will result in delays to the processing of your request.
Transcripts can be posted to anywhere you request, for example you may wish for them to be sent directly to another institution to which you are applying. If you are not going to be the recipient you must include in the address section a name as well the address for the transcript to be sent to. For security reasons we reserve the right not to send your document to a generic address (eg an admissions office) without a named recipient. This can result in documents being lost, and as we take the security of your data very seriously we do not wish to risk this. If you cannot provide a receipient name, but wish for your document to be sent without one, please let us know. By doing so you are acknowledging there is a greater risk of your document being lost or undelivered.
We are unable to arrange delivery by courier, however if you wish to do this yourself please let us know when you place your request. You must make all arrangements and bear all costs for this.
If you have any queries please contact email@example.com.
You will be emailed when your transcript is ready to be collected. You (or your nominated collector) will need to bring photographic ID to the Student Hub to collect your transcript.
Transcripts awaiting collection will be kept for a maximum of three months. Any transcripts uncollected after three months will be destroyed and refunds will not be made.
Important note for students who graduated before 2010:
Not all departments hold comprehensive archived records for previous graduates, and as such we are unable to guarantee that a complete set of detailed module information has been retained for all former students in all departments. Whilst we will make every effort to obtain your past marks in order to produce a transcript, we can only do so if your department has retained this information.
If a full list of modules and marks is unavailable, we will produce a confirmation letter listing any modules we could obtain as well as general details of your studies on official letter headed paper in place of a transcript.
Current students - you can access your available marks through your e:Vision account, using the 'View my Results' option. Remember that it may take time for all of the marks to become available. You can print out these marks and Student Support will validate the print-out to confirm the marks are correct. This is free of charge. This may be accepted as proof of your marks in lieu of an official transcript, for instance, to accompany an application for a job or further study. If supplying this to another organisation or institution, please check with them that it will be acceptable. Bring your print-out and student card to the Student Hub in Market Square. You may have to wait up to ten minutes for your document to be checked and validated. Please note that the print-out must be a screen shot of exactly what is shown on the whole of the e:Vision page with no text added or removed. If any information has been added or removed (including the wording about your marks being provisional) it will not be validated.
You will be presented with your original award certificate at your graduation ceremony. It is not possible to receive your certificate before then, as it is not until that point that your award is conferred upon you. If you choose not to attend your ceremony your certificate will be posted to your registered home address by recorded delivery (free of charge) in the month following graduation.
If your award is not conferred at a graduation ceremony (for instance, Certificates/Diplomas of Higher Education, some Postgraduate Certificates) your certificate will be posted to you as soon as your award is ratified, which will be a short time after completion of the programme.
Please allow a reasonable amount of time for your certificate to reach you, particularly if it is being sent to an overseas address. If your certificate has not arrived 3 months after your graduation/programme completion please advise us using one of the following email addresses:
If you are unsure whether or not your award was conferred at graduation, or have any queries about this please contact firstname.lastname@example.org
Your award certificate is a valuable document that is proof that your award was conferred on you. The loss or destruction of your certificate is a serious matter and you should make all attempts to preserve your original certificate. A replacement award certificate can only be issued if your original certificate has been lost or destroyed. Under no circumstances will the University issue a replacement certificate to anyone still in possession of their original certificate. If you still have your original certificate and require copies (eg to send off with applications for employment or further study) please request validated copies (see below) rather than replacement certificates.
If you are certain your original certificate is lost or destroyed you can request a replacement. Replacement certificates will be issued at the University’s discretion, and the University reserves the right not to issue a replacement certificate or to specify reasons for this decision.
Replacement certificates have the same standing as the original which they replace. Only one version of your certificate is valid at any one time. Therefore if a replacement certificate is produced your original certificate will be invalidated, even if it was lost but you subsequently find it. Replacement certificates are produced in the format currently used by the University, and thus may not be an identical copy of the original.
The cost of a replacement certificate is £40.
All certificates are sent by registered delivery and will require a signature on receipt. Please provide an address at which the delivery can be signed for. Undelivered certificates are returned to the University by the Post Office. If your certificate is returned to us there will be a £10 charge for it to be resent to you. We will contact you by email to advise you of this. You will be required to pay the £10 mailing fee and confirm the address to which you would like it sending. This can be anywhere in the world. Alternatively you can collect your certificate from the Student Hub, or nominate someone to do so on your behalf. Your certificate will be held at the University for a maximum of six months. If you do not pay the mailing fee or arrange for your certificate to be collected within this period your certificate will be destroyed. To obtain your certificate after this you will be required to purchase a replacement certificate.
Certificates lost in the post: We have a 3 month waiting period to see whether a certificate is delivered or returned to us in the post before we would produce a replacement for non-delivery. If more than three months have passed since the posting date and your certificate has neither been delivered to you nor returned to us in the mail we will produce a replacement free of charge. Please note that if your certificate has been lost because you provided an incorrect/incomplete/outdated address (or you failed to register for graduation when requested, and thus did not register an up to date address for your certificate to be sent to) you will be required to purchase a replacement certificate - a free replacement will not be produced. Please contact email@example.com for further information including confirmation of the posting date if required.
You must be in possession of your original certificate in order to request validated copies of it. The cost of certificate validation is £3 per certificate - for this you will receive three validated copies. If you require more than one certificate validating (eg an undergraduate and a postgraduate programme) you must complete a separate request for each.
This service is for University of York award certificates only - we do not validate any other documents, including transcripts.
Once you have placed your request through the online store you need to send a copy of the certificate that you require validating to the Exams Office, either by posting a hard copy to the address below or sending a scanned copy via email. Please note that copies/scans must be of good quality and all the information should be clearly readable, including the reference number at the bottom right hand corner if there is one.
University of York
How to request these documents
Current students can request these documents through e:Vision
- Log into e:Vision using your IT Services username and password.
- Email firstname.lastname@example.org stating which document you require. Please include your full name, date of birth, programme of study and dates of attendance in the email.
- Please also confirm how you would like to receive your document. You can collect it from the Student Hub (9am-5pm, Monday-Friday), authorise another person to collect it on your behalf, or you can have it posted to you at an address you supply.
We are pleased to announce the implementation of the Higher Education Degree Datacheck (HEDD) online verification service for employers and agencies to verify University of York awards. Please note that this service is only for third parties.
The system has been developed by Graduate Prospects, in consultation with universities, employers and screening agencies. Funded by the Higher Education Funding Council for England (HEFCE) and launched by Graduate Prospects, HEDD is now being rolled out to institutions throughout the UK.
The online candidate verification service allows registered enquirers to input data provided by applicants (name, date of birth, institution, year of graduation, qualification classification etc).
To make an enquiry you need to register with HEDD by visiting www.hedd.ac.uk. Select ‘University of York’ from the list of UK higher education institutions and choose the option to 'verify a degree award'. There is a charge of £12 per enquiry. If you require further assistance, please email email@example.com. You will also be required to upload a consent form.
You’ll need the individual’s name, date of birth, course and qualification. For graduates you'll also need their year of graduation and degree result. If you require dates of attendance, please request this at the time of making the enquiry.
We recommend that you ask to see the degree certificate if there is one, and use that as the basis of your verification enquiry, or ask individuals to give you their data as they believe it’s recorded in the student records system. If the information submitted is an exact match to the information held within the student record, your request will automatically be verified. If the information does not match all fields, then the enquiry will go to the team at York for manual verification, with a five working-day turnaround time
All your enquiries are stored in the system and can be exported as an MS Excel or CSV file. You can sort your enquiries according to status:
Pending – this means we couldn’t automatically verify your enquiry and you’re waiting for a response from the University
Not verified – where the University has responded in the negative
Partially verified – where the University has verified some but not all of the data, eg the wrong year of graduation has been submitted
Please note that the University of York validates awards for programmes studied at other institutions. These include, and have included, Dyslexia Action, the Guildhall School of Music and Drama and Scarborough College. If the candidate studied at one of these, or another of our affiliated insitutions, we may not be able to provide a complete education reference for them. Please submit a request as usual and we will look into what can be provided. This may require us to request details of the candidate's record from the affiliated institution; by submitting your request you are acknowledging that the candidate's details may be exchanged in this way - please ensure you have attained consent from the candidate for this. If you have any queries regarding this please contact firstname.lastname@example.org before submitting your request.
If you have any problems or queries, please email email@example.com, including your phone number if you would like a call back.
If your query has not been answered in the frequently asked questions, please contact us:
|Transcriptsfirstname.lastname@example.org||+44 (0)1904 324864|
|Certificatesemail@example.com||+44 (0)1904 322145|
|Any other firstname.lastname@example.org||+44 (0)1904 324643|
Current students - please include your 9 digit student number in all correspondence.
Former students - please include your full name, date of birth, dates of study and programme title (eg BA in English).
Yes. When you place your order on the online store you will be able to specify this. You will be emailed when your document is ready for collection. You will need to bring photographic ID such as your passport or student card when you come to collect it.
If you do not collect your document within 3 months it will be destroyed. If you wish to obtain it after this you will need to purchase a new copy at full price.