Savanna Hoffman
International students often need to get their diplomas notarized for official use in their home countries. The process of doing this can vary depending on the state and country in question, but generally, it involves getting a copy of the diploma certified by a notary public or other authorized official. In some cases, the original diploma must be presented to the notary, who will then make a copy and certify it as a true and accurate copy. This process is known as copy certification and can be done by a notary public or a school official, depending on the state and institution. Once the document has been notarized, it may need to be apostilled or authenticated, which is a process defined by the Hague Apostille Convention that certifies the document for legal use in other countries that are signatories to the Convention.
| Characteristics | Values |
|---|---|
| Who can notarize a diploma? | A notary public or a school official (principal/registrar) |
| What is required? | The original diploma, a copy of the diploma, and a completed diploma notarization request form |
| What is the process? | The notary will make a copy of the diploma and state that it is a true and correct copy, then sign and date it |
| Where can it be done? | At a local notary office, the school office, or the local US embassy/consulate if outside the US |
| What is the cost? | There may be a small fee for the service, and additional costs for verifying documents |
| What is an Apostille? | An international treaty that certifies a copy of a diploma and/or transcript is authentic and notarized |
| Who issues an Apostille? | The Secretary of State or the Oregon Secretary of State's office, depending on the state |
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What You'll Learn
Understanding the apostille process
The apostille process authenticates documents for use in foreign countries. It is a legal procedure that certifies a document's authenticity, such as a diploma or transcript, and is typically required when presenting these documents to official bodies or educational institutions outside of the country where they were issued.
The process involves several steps and can vary depending on the country and the specific requirements of the requesting institution or authority. Here is a general overview of the process:
- Contact the educational institution: Get in touch with the relevant department, such as the registrar's office, and inform them of your need for a notarized or certified copy of your diploma for apostille purposes. They will guide you on their specific procedures.
- Obtain a notarized copy: Depending on the school's requirements, you may need to submit your original diploma or transcript for notarization. A notary public will then make a copy of the document and certify that it is a true and correct copy. This step may vary; in some cases, the school official may issue the copy and sign a statement in the presence of a notary.
- Apostille or authentication: Once you have the notarized documents, you will need to get them apostilled or authenticated. This step is typically handled by a government body, such as the Secretary of State, and verifies the authenticity of the notary public's signature. The exact process may differ depending on the state or country.
- International use: After obtaining the apostille, your documents can be used internationally. However, some countries may have specific requirements or be part of agreements like the Hague Treaty, which simplifies the process. Always check with the institution or country requesting the documents to ensure you meet their specific requirements.
It is important to carefully follow all instructions and requirements to avoid delays or rejections. The apostille process can be complex, and it is recommended to allow ample time for completing each step. If in doubt, consider seeking professional assistance from document notarization services.
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Getting an enrollment verification letter
An enrollment verification letter, also known as a letter of enrollment, is an important document that confirms your student status. This document is often required for various administrative procedures, such as visa applications, scholarship requests, employment, and securing student discounts.
To obtain an enrollment verification letter, you must request it from your university or educational institution. The process may vary depending on the institution, but it typically takes around 5-10 business days to receive the letter after submitting your request.
The letter of enrollment will include essential information such as your full name, student ID, course title, enrollment dates, and enrollment status (full-time or part-time). It will also include the university's contact information and official letterhead with a signature to ensure its authenticity.
In some cases, you may need to provide additional documentation or meet specific requirements. For example, international students on F-1 or J-1 visas may need to submit a verification letter to confirm their immigration status or activities in the country. This can be necessary when applying for a Social Security Number in the US or a Social Insurance Number in Canada.
It is important to carefully review your enrollment verification letter once you receive it. If there are any errors or discrepancies, contact your university immediately to request corrections.
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Contacting the school's registrar office
When reaching out to your school's registrar office, it is important to understand the process of notarization and the requirements for international students. Here is a step-by-step guide to help you:
- Contact the Registrar's Office: Get in touch with your school's registrar office and inform them of your request for a notarized/certified copy of your diploma for international use. Inquire about the specific procedures and requirements, as each school may have its own processes.
- Provide Necessary Information: During your communication with the registrar's office, provide them with detailed information about your request. Specify that you require a notarized copy of your diploma for apostille or authentication purposes, especially if it is intended for use in a particular country.
- Submit Required Documents: The registrar's office will likely request that you submit certain documents. This typically includes the original diploma. If you do not have the original diploma, you may need to follow the process for ordering a replacement or reissued diploma, which varies from school to school.
- Complete Necessary Forms: The registrar's office may require you to fill out specific forms, such as a Notarized Document Request Form or a Notary Service Request Form. These forms are crucial for processing your request and ensuring that your documents are properly notarized.
- Understand the Notarization Process: In some cases, the school official, such as the registrar, will issue a copy of your diploma and sign a statement confirming its authenticity. This statement must be signed in the presence of a notary. Some schools may have notaries available within the registrar's office, but if not, you may need to arrange for a mobile notary to visit the office or use a notary service outside of the school.
- Follow-Up and Retrieval: After submitting your request and required documents, inquire about the expected timeline for processing. Ask about the options for retrieving your notarized diploma, whether it can be mailed to you or if you need to pick it up from the office.
Remember to carefully review the instructions provided by your school's registrar office and adhere to any specific requirements or procedures they may have. Each institution may have slightly different processes, so it is essential to communicate directly with them to ensure your notarization request is handled accurately.
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Notarizing in the US vs. abroad
The process of notarizing a diploma for international students can vary depending on whether you are in the US or abroad. Here is a detailed guide comparing the process in both scenarios:
Notarizing in the US
In the US, the process of notarizing a diploma for international students typically involves the following steps:
- Contact the School: Contact the school office and inform them that you need a notarized or certified copy of your diploma for apostille or authentication purposes.
- Obtain a Copy: The school official, such as the principal or registrar, will issue a copy of your diploma and sign a statement indicating that it is an original document or a true and correct copy.
- Notarize the Document: This statement must be signed in the presence of a notary, who can often be found in the registrar's office. The notary will verify that the copy is authentic.
- Apostille or Authentication: After obtaining the notarized copy, you may need to get it apostilled or authenticated, especially if it is intended for use outside the United States. This process can be complicated, and it is recommended to seek professional assistance.
- State-Specific Requirements: It is important to note that requirements may vary by state. For example, in Texas, you can get a statement notarized online affirming that a copy of your diploma is a true copy. Meanwhile, in Montana, a notary public can make a copy of the original diploma and certify its authenticity.
Notarizing Abroad
If you are an international student seeking to notarize your diploma while abroad, here are the general steps:
- Contact the US Embassy or Consulate: Make an appointment with the local US embassy or consulate to request notarization services. Consular officials can provide similar functions to a notary public in the US.
- Prepare the Documents: Prepare a copy of your diploma in advance, or the notary may make a copy for you. You will need to sign an affidavit in front of the notary, affirming that the copy is true and accurate.
- Country of Origin and Destination: If both the country of origin and the country of destination are part of the Hague Treaty, the process is typically smoother and can be completed in the state of origin.
- Authentication: After obtaining the notarized copy, you may still need to work with the relevant authorities, such as the Secretary of State's office, to complete the authentication process, as seen in the process at Lewis & Clark College.
- Shipping: When sending notarized documents to international addresses, you may need to provide a prepaid shipping label.
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Costs and payment methods
The cost of notarization varies depending on the state and the type of document. Notary fees are set at the state level, and a notary can charge any fee up to the maximum allowed in that state's fee schedule. For example, Notarize charges $25 per document and $10 per additional notary seal.
To save money on notary costs, it is recommended to get multiple documents notarized together. Notarization can be done through banks, law firms, UPS, and online directories. AAA, tax preparers, auto tag and license service centers, photocopy shops, universities, and libraries often have a notary as well. If traveling to a notary is not possible, you can hire an independent mobile notary to come to you. Mobile notaries can be found through an online search or your state's Notary Public database. Virtual notary services like Notarize, FedEx, NotaryCam, and DocVerify are also available, although not every state allows remote notarizations.
If you are an international student outside of the US, you can make an appointment with the local US embassy or consulate to request a notarization service. Consular officials can provide a service similar to the functions of a notary public in the US.
It is important to note that the apostille and authentication process can be complicated, and it may be beneficial to hire a professional to handle the process.
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Frequently asked questions
You will need to submit your diploma to the relevant office, such as the Office of the Registrar, for notarization. If you are unable to submit your diploma in person, you can send it by mail.
If you graduated before a certain date, you will need to submit your original diploma to get a notarized copy. If you graduated after that date, the office may already have a copy of your diploma. Check with your school to see what the cutoff date is.
The Apostille treaty is an international treaty drafted by the Hague Conference on Private International Law. It defines how documents issued in one signatory country can be certified for legal purposes in another. An Apostille is a legal document that certifies that a copy of a diploma and/or an official transcript is authentic and notarized.
The cost of notarization varies depending on the institution and location. Some institutions offer this service for free, while others charge a small fee. There may also be additional costs for verifying documents at the local and state levels.
