OREGON STATE UNIVERSITY

Diploma/Transcript Notarization & Apostille

Who needs this service? Is this an apostille?

Students who apply for jobs or admission to universities in other countries often need a notarized diploma or transcript in order to submit them to the Oregon Secretary of State to obtain an Apostille. This is the first step in the Apostille process. Some employers in the U.S. may also ask for a transcript or diploma to be notarized for authenticity. Only the Office of the Registrar can certify Oregon State University diplomas and transcripts.

What do I need to do to get my diploma or transcript notarized?

Complete and sign the Notary Service Request form and include it with your documents to be notarized. It is required that the original documents are present—an official transcript must be ordered or an original diploma presented or mailed to the Office of the Registrar. We cannot notarize scanned or printed copies of your documents. The Office of the Registrar will make a certified copy of the diploma to send with the notary certificate to the address you provide and return the original to you. The official transcript will remain sealed and sent with the notary certificate to the address you provide. For original diplomas and transcripts, processing takes about one business day and is free of charge.

What if I don’t have my original diploma for you to notarize?

If you do not have access to your original diploma, a duplicate diploma may be ordered for a $40 fee. We cannot notarize scanned copies of a diploma. If ordering a duplicate diploma, please allow 2–3 weeks for processing.

How long does the notarization process take?

Processing takes about one business day for original documents. If ordering a duplicate diploma, please allow 2–3 business days for processing. All documents returned via mail are sent through USPS First Class mail.

What happens after the Office of the Registrar notarizes my diploma or transcript?

To obtain an Apostille, the Oregon Secretary of State will also require you to complete a request form found here: http://sos.oregon.gov/business/Documents/notary-forms/notary-request-for-authentication.pdf.

The Oregon Secretary of State asks for payment as well as a self-addressed stamped envelope for the return of your documents.

Will you forward my documents to the Oregon Secretary of State?

The Office of the Registrar will only send the notarized documents to the Secretary of State and will not coordinate payment or return for you. To ensure the timely and safe return of your documents from the Oregon Secretary of State it is highly recommended that you request your diploma and transcripts be returned directly to you from our office. You can then give them to the Oregon Secretary of State with your payment and the request form in one package.

Will you notarize other documents?

To keep this service free of charge our notary only notarizes documents generated by the Office of the Registrar.