Test Scores and Transcripts: Don’t Drop the Ball on Your Graduate School Applications

One of the most challenging parts of applying to graduate school — especially when applying to multiple programs — is keeping track of every piece of each application.

Typically, you can expect to submit application forms, test scores, transcripts, letters of recommendation, resumes, personal statements and supplemental essays, and possibly writing samples or a portfolio.

Anxiety about having everything in order before you hit submit is real and valid.

These are questions that kept me up at night during the grad school application process:

• Did I request the right transcripts? Does that college credit course from high school count? (It does).

• Are my 5 transcripts actually being sent? How will I know?

• Did my GRE score arrive yet? Should I have waited to submit and taken it again for a better score?

• Am I positive everything was submitted correctly and received before the application portal closes?

If you’ve asked yourself any of these questions recently, you’re in the right place.

When you’re already questioning your value as an applicant, the stress of ensuring you’re not eliminated for a clerical error outside of your control can be a lot to handle.

Do yourself a favor and start the application process strong with an organization strategy that will help you sleep soundly.

Here’s what we’re covering today:

1. Gather your transcripts… and check them for accuracy

2. Submit test scores (the right way)

3. Create a time-saving tracking process for your graduate school applications

p.s. Want to skip the creation process and get instant access to a complete application organization system? Check out The Ultimate Application Tracker for Graduate School. (Been there, done that, made an 11-tab spreadsheet for you to skip the frustration — bye, application anxiety!)

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1. Gather your transcripts… and check them for accuracy

Requesting transcripts seems like it should be the most straightforward part of your application process, especially compared to writing a personal statement.

It’s not.

In reality, getting your transcripts in order can be a complex process, especially if you have college credits from multiple places (including high school and community college) .

Every school may have a slightly different transcript request process, associated cost, and timeframe for how quickly they’re sent.

Note: Graduate schools need a copy of your official transcript, not an unofficial version you can view, save or print yourself — this prevents plagiarism.

That said, if you have access to an unofficial transcript, it’s worth double-checking for errors before requesting an official transcript in case you need corrections to be made. (This is why it’s beneficial to start the process early!)

Types of errors to check for on your transcripts:

• Incorrect grades

• Missing or duplicate courses

• Wrong course titles or course codes (ex. 1101 instead of 1101)

• Credit hour discrepancies* (ex. listed as 3 credit hours instead of 4)

• Inaccurate GPA calculation

• Mistakes for courses marked as withdrawal or incomplete, especially if you completed them at a later date

• Incorrect dates of attendance/enrollment

• Outdated, incorrect or misspelled information

*Why is credit hour accuracy important?

Story time: I completed my doctorate in 3 years instead of 4 due to having 1 additional credit hour from an elective master’s degree course that transferred. Without it, I would have been in school for another full year!

There’s a 99% chance everything will be correct on your transcript — but do your future self a favor by making sure everything is accurate.

The last thing you want is to miss your graduate school application cycle because of a correctable issue that you could’ve handled earlier.

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2. Submit admissions test scores (the right way)

After establishing which standardized test you need to take for your graduate program, look up how frequently tests are offered and how scores are submitted.

For the majority of the most common graduate school admissions tests, during the test period you can choose which schools to send your scores to for free.

If you’re happy with your score, the best* — and cheapest — way to submit it for your application is right when you complete the test.

*Before you do this, if you haven’t started the application process yet, double check with the graduate program if you need to create a profile in their application portal first.

Some universities can accept scores before you start your application and connect them later, others may not.

Additionally, some programs may request that you input your test score into their application portal along with formally submitting it through the testing agency.

Alternative test score submission option:

If you’re not happy with your score immediately after finishing the test and plan to retake it, you have the option of not sending your test score to any university. 

Story time: An MBA admissions leader once told me they wished students would not submit low scores if they planned to retake the test and do better, because that initial low score would be forever attached to their application file. Including if the applicant reapplied in future years.

While a lower score doesn’t automatically disqualify an applicant who tests better later, the truth is that human reviewers will still see the initial score and it could subconsciously affect their view of the applicant.

Whenever and however you choose to submit your test score, always contact the university (or check the application portal) to ensure it is received on time for the application window.

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3. Create a time-saving tracking process for your graduate school applications

To keep anxiety and frustration at bay, it’s vital that you put together some type of document, spreadsheet or system to keep track of everything you need to submit, when it needs to be received, and any special instructions along the way.

Your tracking system can be as simple or complex as you need to ensure every piece of your applications are complete and submitted on time.

I’ve helped prospective graduate students by creating a comprehensive application tracker (especially loved by working professionals who live for a thoughtfully-designed spreadsheet), and know others who have a series of post-it reminders on their desk. Whatever works best for you and gets the job done with minimal worry is perfect!

Pro tip: Set reminders on your calendar for key dates or to check and make sure certain parts of your application have been received.

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Quick recap

1. Make sure you check every transcript for accuracy and request it as early in your process as possible.

2. Be intentional with test score submission timing. If you’re happy with your score and your graduate program is ready and able to receive it, request it to be sent to there immediately (for free) when you take the test. Otherwise, request to have it sent once you’ve started an applicant profile or after you’ve retaken it for a better score.

3. Have a tracking plan ready for your application process. There are multiple moving parts and pieces — some in your control, others not — so you’ll need a way to know what is ready to send where and when, plus a space to track when it’s been received.

If it’s any consolation, I’ve heard from a number of applicants-turned graduate students that the application process was more emotionally and mentally strenuous than graduate school itself.

If you can make it to the finish line and hit submit, you’re doing better than you think.

Good luck, you’ve got this!

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