[Busmgrs] Executive Memo # 004-2009-10 -- Apostille Process

[WILTFONG Michael]

MEMORANDUM NO. 004-2009-10 -- Procedure for authenticating a transcript, diploma and/or other school related documents to be sent to a foreign country (Apostille)

TO: Superintendents, Principals, Business Managers and Registrars
FROM:  Ed Dennis, Deputy Superintendent of Public Instruction



SUMMARY:
Some foreign countries require a student's transcript, diploma, and/or other school related documents to be notarized and authenticated.  Some countries call the authentication an apostille.

The records office of the school or district can certify the record in the presence of a notary, who then notarizes the certification.  The notarized record is then mailed or brought in person to the Secretary of State's (SOS) office for an authentication/apostille.

PROCESS TO FOLLOW:
If you receive a request for an apostille, please follow the instructions below from the Secretary of State's Office for authenticating a record.  Please DO NOT send them to the Department of Education.

You can also find this information on the Secretary of State's website at http://www.sos.state.or.us/corporation/notary/schoolcert.htm.



Secretary of State's Office Instructions for authenticating a transcript, diploma and/or other school related documents:

When a person needs an Oregon diploma, transcript, and/or other school related documents authenticated, they must have the person in charge of the records (normally the registrar) sign on the record a statement certifying to its authenticity.  The signature must be notarized.

The person sends the original, notarized document to the SOS office, or takes it to the SOS Corporation Division Notary, Public Section, 255 Capitol St. NE, Suite 151 Salem, OR 97310.

Fees & Requirements

SOS will charge $10 for each apostille; the person will need a different apostille or authentication for each notarized document. If the person takes it to the SOS office, SOS will do the apostille/authentication while they wait (normally less than 20 minutes). If they mail or express mail it, they should include:

1.  A brief cover letter stating the country the document is going to, their name, phone number, and other contact information (if they are paying by Visa/MasterCard SOS will need the credit card number and expiration date);

2.  Each notarized document which SOS needs to authenticate;

3.  A personal or business check or money order made payable to the State of Oregon, if they are not paying by credit card; and

4.  A return self-addressed stamped envelope so that SOS can mail the documents precisely to the place they desire.


You may also be interested in learning the process for becoming a notary public, which can be found online at:  http://www.filinginoregon.com/notary/index.htm.



The Secretary of State's contact information is:

Corporation Division
Notary Public Section
255 Capitol Street, NE Suite 151
Salem, OR 97310
Phone: (503) 986-2593
E-mail: oregon.notary at state.or.us<mailto:oregon.notary at state.or.us>

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