How to Get Your University of Ghana (UG) Transcript Evaluated by SpanTran: A Complete Guide

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How to Get Your University of Ghana (UG) Transcript Evaluated by SpanTran: A Complete Guide

Applying to universities or for professional licensing in the US, Canada, or the UK often requires your Ghanaian academic transcript to be evaluated and converted into a format recognized by their systems. If you graduated from the University of Ghana (UG), SpanTran is one of the evaluation services you might need to use.

This comprehensive guide will walk you through the different ways UG handles transcript requests specifically for SpanTran evaluation.

First Crucial Step: Your SpanTran Account and Case Number

Before contacting UG, your first step is to engage with SpanTran:

Create an Account: Visit the SpanTran website (https://spantran.com/ or the specific portal required) and create your account.
Start Your Application: Follow their instructions to begin your evaluation application and upload any initial documents they request.
Pay for Evaluation & Obtain Case Number: Complete the payment for the evaluation service. Upon successful application and payment, SpanTran will assign you a unique Case Number or Reference ID (e.g., 002215029). This number is essential for UG to correctly direct your transcript. You cannot proceed with the UG transcript request without this SpanTran Case Number.

Method 1: Applying for Your Transcript Online (Through the UG STS Portal)

This is often the most convenient method for graduates of the main University of Ghana campus.

Log in to UG STS Student Portal: Access your portal using your student credentials.
Navigate to “Request Transcript”: Find the section related to academic records or transcript services.
Select Document Type: Choose “Transcript”.
Specify Number of Copies: Indicate the required number (usually one electronic copy is sufficient for SpanTran, but follow their specific instructions).
Enter Recipient Details (Crucial):
- SpanTran Email Address: Enter the exact email address provided by SpanTran for receiving electronic transcripts. Double-check this carefully.
- SpanTran Case ID: Accurately enter the Case Number/Reference ID you received from SpanTran.
- Recipient Address (If Required): The portal might ask for a physical address even for electronic submission. Enter the SpanTran physical address only if explicitly required by both the portal and SpanTran’s instructions for electronic delivery. Primarily, the email and Case ID are key for electronic submission.
Submit and Pay: Follow the prompts to submit the request and make any associated payments through the portal.
- Accuracy is vital here. Incorrect email addresses or Case IDs will lead to significant delays or nondelivery.

Method 2: Physical Application for Your Transcript (Visiting UG Campus)

If you prefer or need to apply in person:

Visit the Academic Affairs Directorate: Go to the UG Academic Affairs Directorate.
Locate the Cash Office: Find the designated cash office to make payments.
Obtain and Fill Transcript Form: Get the official transcript application form. Complete all sections accurately. Ensure you clearly write:
- Your full details (Name, Student ID, Program, Graduation Year).
- Recipient Name: SpanTran
- Recipient Email: SpanTran’s designated email for transcripts.
- SpanTran Case ID/Reference Number: Write this clearly in the recipient details section.
- Recipient Physical Address: Include SpanTran’s physical address.
Pay the Application Fee: Make the required payment at the cash office and obtain an official receipt.
Submit Form and Receipt: Take the completed form and the payment receipt to Room D2 of the Academic Affairs Directorate.
Sending the Transcript: Once processed, UG will prepare the official, sealed transcript. For physical applications, you will typically need to arrange and pay for a courier service (like DHL, FedEx, EMS, etc.) to send the sealed transcript directly from UG to SpanTran’s physical address. Confirm this final step with the transcript office.

Method 3: Applying for Graduate Transcripts

Graduate transcripts are processed at the School of Graduate Studies. Contact the School of Graduate Studies at: sgstranscript@ug.edu.gh

Important Reminders for All Applications:

Verify SpanTran Requirements: Always double-check SpanTran’s website or your application portal for their exact requirements on how transcripts must be sent (electronically direct from UG vs. sealed physical mail) and what information (Case ID, specific email) must be included.
Double-Check Your Information: Errors in your Name, Student ID, SpanTran Case ID, or SpanTran’s email address are the most common causes of major delays. Proofread everything.
Keep Records: Save copies of your application forms, payment receipts, Case ID, and any important email communication with UG and SpanTran.
Be Patient: Transcript processing takes time. Allow adequate time, especially during peak application seasons.
Follow Up Appropriately: If processing time exceeds the standard duration significantly, politely follow up with the relevant UG transcript office, providing your application details and payment receipt information.

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