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Submitting Your Transcripts

Submitting Your Transcripts and Academic Records

UC Davis graduate programs are no longer accepting paper transcripts as a part of the application process.  Instead, all applicants must upload PDF versions of their transcripts or academic records directly to our system.  Here is how that process works:

  1. Complete and submit your UC Davis online application for graduate admission and fellowships.
    In the "Academic History" section of the application, you must be certain to list every college-level institution you have attended or are currently attending (including community college, transfer coursework, study abroad, summer session, etc.).

  2. After you submit your application you will receive an email from UC Davis Graduate Studies with instructions for uploading your transcripts.
    You will be sent an email with the subject heading "Check Your UC Davis Application Status and Upload Transcripts". This email will provide you with a link to your UC Davis Application Status Checklist.

  3. Follow the instructions below to prepare your transcripts for upload.
    It is very important that you follow the instructions included below. If your transcripts are not properly prepared for upload it will delay your application from being considered.

  4. Log in to the UC Davis Application Status Checklist and upload your transcripts/academic records.
    Using the personalized link provided in the email you received from Graduate Studies, log in to your Application Status page and upload your transcripts/academic records.
Note: Current and former UC Davis students are not required to upload UC Davis transcripts. The university will automatically retrieve an official copy of your transcript and add it to your application record on your behalf. However, you are still required to upload transcripts for any other college-level institutions you have attended.

Instructions for Preparing Your Transcripts for Upload

  • The UC Davis system will only accept PDF documents. You must upload one PDF for each institution you listed in the Academic History section of your application.  If your academic record has multiple pages, they must all be included in a single PDF file (*not* a PDF portfolio).
  • UC Davis will accept scanned copies of original paper transcripts, unofficial advising transcripts, or even web portal-based transcripts. The PDFs you upload do not need to be "official" electronic transcripts issued by your institution. However, the document you upload must include all of the same information that would appear on an official transcript (your name, the institution name, and all of your courses, grades, units, terms, etc.).  If the document you upload is not sufficient, the graduate program will contact you via email to provide you with additional information and ask you to upload a corrected version.
  • If you are scanning your own transcripts, use the lowest possible resolution while still ensuring that the PDF is legible (we recommend scanning using a resolution between 100 and 300 dpi).
  • If you have obtained a PDF version of your transcript from your institution, make certain that it is not password protected or encrypted before you try to upload it.
  • Color documents are not required - grayscale or black and white documents are perfectly acceptable as long as they are clearly legible.
  • The maximum PDF file size that our system can support is 15 MB.  However, we recommend that you keep your file size as small as possible without sacrificing clarity.  As an example, a four-page transcript scanned in grayscale at 300 dpi will still most likely be less than 1 MB.
  • Make certain that the institution name and all other identifying marks are visible and clearly legible.
  • Your transcript must appear so the text of the pages is legible without having to rotate the pages (i.e. the text must already be facing the right way up).  If this is not the case, you must rotate any pages of your transcript before you submit it. Transcripts with pages in which the text appears sideways or upside down will not be accepted.
  • Unless the back of your transcript is completely blank (no stamps, signatures, grade or course information, etc.), you must scan the front and back of every page of your transcript.
  • If you need assistance, please note that public libraries, office supply stores (FedEx Kinko's, OfficeMax, Office Depot, Staples, etc.) and other services can create scanned PDFs for you.

Additional instructions for U.S. applicants:

Although most U.S. colleges and universities no longer display Social Security Numbers (SSNs) on their transcripts, be sure to check your transcript carefully to make sure that no part of your Social Security Number is included in the PDFs you provide to our office.  It is your responsibility to remove your Social Security Number from any documents submitted to UC Davis as part of the application process.

If your transcript includes Social Security Number information and you are scanning it yourself: Use ink, white-out, correction tape, etc. to ensure that information is not visible when you scan it.  Double-check the PDF after you have scanned it to make certain that no part of your SSN is visible.

If your transcript includes Social Security Number information and you have received a PDF from your institution: Print out the PDF, cross out the SSN using the methods suggested above, scan it as a PDF and double-check the PDF after you have scanned it to make certain that no part of your SSN is visible.

Additional instructions for applicants with international transcripts or academic records:

If your transcripts or academic records are in a language other than English, you must upload a PDF which includes BOTH the original language documents *and* English translations. The English translation must be performed by one of the following: 1) the college or university which has issued the documents, 2) a transcript evaluation service (e.g. WES, ECE, IERF), or 3) a government certified translator.

If you have earned a degree from an institution, you must provide complete documentation of your earned degree as well.

Final Notes

DO NOT send paper transcripts to UC Davis graduate programs or UC Davis Graduate Studies unless you have been specifically told to do so. Paper transcripts or academic records which are sent to UC Davis before they have been requested will not be retained by UC Davis or returned to applicants.
  • If Graduate Studies or the graduate program identifies a problem with the transcripts or academic records you have submitted, you will be contacted via email and asked to upload a corrected version.  Please check your email and your Application Status page frequently for updates.

  • If you have already uploaded your transcripts but would like to reupload corrected or updated versions, please contact the graduate program directly to inquire about whether they will accept new versions.

  • If you have applied to more than one graduate program and you have entered information consistently on all applications, the transcripts you uploaded for your first application will be matched to any additional applications.

  • Applicants who are offered admission to a UC Davis graduate program will be required to send official paper copies of their transcripts or academic records to UC Davis Graduate Studies. This is a required step for accepting the admission offer. If you are admitted, you will be provided with detailed instructions regarding where to send your records and what specific documents are required.

  • Verification of Credentials: If necessary, University officials may contact the schools of selected applicants to verify their documents. If we are unable to verify transcripts or academic records, UC Davis reserves the right to cancel the application or withdraw an offer of admission.

If you have additional questions about your transcripts/academic records, please visit our Frequently Asked Questions page.