Is it alright to ask for a copy of your diploma or transcript of records from your HR Department?

manpreet Best Answer 2 years ago

I am currently in the process of applying to another employer, and it looks like the hiring manager wants a copy of my transcript and diploma.

I am currently employed, and I think I sent out the original copies to my current employer. Would it be bad to ask for scans of those? Wouldn't they know I am applying for another job? Wouldn't this mean bad things for me?

The company I'm applying for asked me for these documents one day before the interview, and if I get these documents from my school it would take a lot of days.

manpreet 2 years ago

You can ask, but why you don't have the originals already is very curious. Most companies don't want original documents, as they then become liable if the documents are misused or stolen. They should have copied the documents that you gave them and then returned the originals.

In fact, that's how you should address the matter. You should tell them that you mistakenly gave HR your only copies of your degree and your transcript and that you'd like to "rectify your mistake" and allow them to retain copies for their records while your originals are returned to you.

Side note: You should probably not send a copy of your degree and your transcripts ahead of receiving simply an interview. An interview is not a guarantee of employment and the target company may not have the internal controls necessary to keep your personal information from being misused.

If you are seriously in the running as a candidate, the proper order of things would be for the company to first tender you an offer based upon the successful completion of a background check, including educational accomplishments.

In my experience (which I'll admit is limited to companies in North America) which "pre-check" employees before even interviewing them are far less likely to then hire many of those individuals.