The documents typically required in an EAHEA accreditation application fall into four groups: proof of legal status and authorization, proof of ownership, operation and finances, descriptions of what is taught and who teaches it, and the institution’s own account in a Self-Study Report. The application form asks the applicant to upload “proof files,” and the exact list depends on the service and the case, so this guide describes what is usual and not a fixed official list.
The aim is to help applicants prepare before they open the form. The European Association for Higher Education Advancement (EAHEA) publishes forms, the Accreditation Handbook and the Standards for Accreditation on the Documents and Forms page, and the online form states what it needs at each step. Where this guide and the form differ, follow the form.
Institutional Accreditation
For Full and Online Accreditation:
| Group | Typical Documents |
|---|---|
| Legal | Registration or incorporation certificate, license or authorization to operate, statutes or bylaws |
| Ownership and governance | Ownership documents, organization chart, governing body terms and minutes, conflict of interest policy |
| Operation | Enrollment records, graduation lists, credentials issued, timetables |
| Finance | Annual accounts or equivalent for the last full year, budget, proof of premises or platform access |
| Academic | List of programs with level, mode and workload, program specifications, syllabi, assessment regulations, samples |
| Staff | Faculty and administrative personnel information, qualifications, appointments |
| Student services | Admissions, complaints and appeals procedures, support services, alumni contact |
| Quality | Quality assurance policy, feedback, improvement records |
See international accreditation requirements for universities: a document checklist, which explains each group.
Program Accreditation
- Evidence that the applicant is an eligible institution or provider authorized to offer the program.
- The program specification: title, level, duration, workload, entry requirements, outcomes, structure and assessment.
- A curriculum map and syllabi for the courses.
- Faculty table with qualifications and the courses taught.
- Assessment regulations, samples of marked work and grade information.
- Information on learner support, resources and the program’s review.
See program accreditation for business programs: a planning guide.
Course Accreditation
- Evidence of the provider’s legal standing.
- The course outline or syllabus: aims, outcomes, content, hours, methods, assessment.
- Instructor information and qualifications.
- Samples of materials and assessment.
- Learner feedback and support arrangements.
- A sample certificate and its wording.
See what a reviewer expects in a course syllabus.
EAHEA Forms and Declarations
EAHEA publishes forms that applicants complete, depending on the service: the application for institutional accreditation, the Academic and Administrative Personnel Form, the Application for Program Accreditation and the Application for Course Accreditation, the Contact Declaration and Update Form, the Code of Ethics Declaration Form and the Logo and Emblem Usage Guidelines. Accredited institutions must comply with the Code of Ethics Declaration Form and the Logo and Emblem Usage Guidelines.
If the Institution Is New
A newly established institution that does not yet meet the continuous operation and graduating class requirement, the ownership or control requirement or the financial management requirement may submit a goodwill letter, describing its establishment, ownership, activities, finances and plans and confirming its commitment to EAHEA standards. A sample is on the Documents and Forms page. See goodwill letters for new institutions.
File Practicalities
- Use common formats such as PDF for documents and JPG or PNG for scans and images, within the size limits shown on the form.
- Scan at readable quality, with full pages and no cropped stamps or signatures.
- Name files clearly: “01-registration-certificate.pdf,” not “scan0034.pdf.”
- Combine multi-page documents into one file.
- Include dates, signatures and stamps where the document normally has them.
- Remove unneeded personal data, such as student names in samples.
Translations and Language
Reviewers must be able to read the documents. Provide a faithful translation or a clear summary of documents in another language, and say who prepared the translation. Keep the original too. Use the same translation of names, titles and terms in all documents. The application form states any further language requirements.
Consistency Checks
- The institution’s legal name and address are identical in all documents and on the form.
- Student, staff and program numbers agree between documents.
- Dates of establishment, ownership changes and graduation match.
- Financial figures agree with the accounts and the description.
- Documents are current, signed and approved where required.
Inconsistency is a leading cause of delay. See common reasons a university accreditation application is delayed and evidence folders. Fees follow the World Bank country income classification and are listed on the Service Fees page. Apply online or contact the Secretariat.
Services This Guide Covers
Frequently Asked Questions
Typically proof of legal status and authorization, ownership, operation and finances, descriptions of what is taught and who teaches it, and a Self-Study Report. The online form states what it needs for each service.
The online form uploads are described as proof files, and the exact list depends on the service and the case. Follow the form and the Accreditation Handbook.
On the Documents and Forms page, including the personnel form, the Contact Declaration and Update Form, the Code of Ethics Declaration Form and a sample goodwill letter.
Reviewers must be able to read them, so provide a faithful translation or summary of documents in another language.
Incomplete or inconsistent documents. Check names, dates and figures across all documents before submitting.
It may submit a goodwill letter describing its establishment, ownership, activities, finances and plans, and EAHEA decides at its discretion whether to accept the application.