An institution answers a missing documents request efficiently by reading it as a list of precise tasks, assigning each to a named person, replying completely and in the order asked, explaining honestly what does not exist and keeping a record of what was sent. EAHEA expects institutions to answer its requests within 15 days, so speed depends on organization more than on effort: most delays come from questions that travel between offices, not from the work of answering them.
Requests for further documents are normal in accreditation, and they do not signal a problem. Reviewers grade each standard on the application and its attachments, and when the evidence for a standard is incomplete, unclear or inconsistent, they ask. This guide sets out a routine for responding well to such a request from the European Association for Higher Education Advancement (EAHEA), and for avoiding the follow-up questions that a weak answer creates.
Why Requests Happen
- A document is missing, unreadable, unsigned or undated.
- Two documents disagree, for example on dates, names or numbers.
- A standard cannot be graded on the evidence given, because it shows a policy but no practice.
- A statement in the Self-Study Report has no supporting document.
- Eligibility is unclear, for example on ownership or financial management.
Each request is an opportunity to improve the grade of a standard, so treat it as help and not as criticism.
Step 1: Read and Log the Request
Read the request in full with the coordinator and one senior person. Break it into numbered items and write each in your own words: what is asked, which standard it concerns and what a good answer would look like. If an item is unclear, ask for clarification at once, in writing, rather than guess. Note the date of receipt and the deadline, which is 15 days unless the request says otherwise.
Step 2: Assign Owners and Deadlines
| Item | Owner | Source | Internal Deadline |
|---|---|---|---|
| 1. Copy of the lease for the main campus | Facilities manager | Contracts archive | Day 3 |
| 2. Minutes of the council for the last year | Secretary of the council | Council file | Day 4 |
| 3. Explanation of the difference in student numbers | Registrar | Student system | Day 5 |
Set internal deadlines well before the real one, and plan for review by the coordinator and approval by the signatory.
Step 3: Gather and Check
- Get the actual document, current version and complete.
- Check readability, dates, signatures and stamps.
- Check consistency with the rest of the application.
- Remove unneeded personal data.
- Translate or summarize documents in other languages.
- Name the files so that each can be matched to the item it answers.
Step 4: Handle What Does Not Exist
Sometimes the document asked for does not exist. Say so plainly, and do not create a backdated document. Explain why it does not exist, what the institution does instead, and what it will do about it, with an owner and a date. If a policy is being written, provide the approved draft and the date of approval. An honest explanation is better received than a document that looks fabricated. See how universities present quality assurance evidence.
Step 5: Write the Reply
- Start with a short summary: “We attach documents for items 1 to 5 and an explanation for item 6.”
- Answer each item in the order asked, using the same numbers.
- For each item, state the document name, its date and what it shows, in one or two sentences.
- Where the answer is an explanation, keep it factual and short.
- List attachments at the end.
- Have the signatory approve the reply.
Step 6: Send and Record
Send through the channel EAHEA specifies, and keep proof of sending. Record in a log: date received, date answered, items, documents sent and any open points. Keep a copy of the full reply in the application file. If EAHEA replies with further questions, repeat the routine. See evidence folders: how to organize documents for a review.
If You Need More Time
If a document will take longer than 15 days, for example because it must come from a government office, tell EAHEA before the deadline, with the reason, what has been done and a realistic date. Send what you already have. Silence is the worst response. An institution that communicates is treated differently from one that does not answer. Failure to answer EAHEA’s requests is a compliance matter for accredited institutions as well.
Mistakes That Create More Questions
- Answering only part of the request.
- Sending an unrelated mass of documents without saying which answers what.
- Sending documents that contradict the application.
- Unreadable scans or missing signatures.
- Replying from an unmonitored address, or by someone without authority.
- Changing facts in the application without saying so.
See common reasons a university accreditation application is delayed and documents typically required in an accreditation application. Fees follow the World Bank country income classification and are listed on the Service Fees page. Contact the Secretariat if you do not understand a request.
Services This Guide Covers
Frequently Asked Questions
EAHEA expects institutions to answer its requests within 15 days.
Say so plainly, explain why and what the institution does instead, and describe what it will do with an owner and a date. Do not create backdated documents.
With a short summary, answers in the order asked using the same numbers, the name and date of each document and a list of attachments, approved by the signatory.
Tell EAHEA before the deadline, with the reason, what has been done and a realistic date, and send what you have.
No. Requests are normal when evidence for a standard is incomplete, unclear or inconsistent. A good answer can improve the grade.
A coordinator, with the approval of the signatory, from a monitored address, keeping a log and copies.