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<DIV dir=ltr align=left><FONT face="Times New Roman" size=3><SPAN
style="FONT-SIZE: 12pt"><o:p> </o:p></SPAN></FONT></DIV>
<DIV class=Section1>
<DIV>
<P class=MsoNormal><FONT face=Arial color=black size=4><SPAN
style="FONT-SIZE: 14pt; COLOR: black; FONT-FAMILY: Arial">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)<o:p></o:p></SPAN></FONT></P></DIV>
<DIV>
<P class=MsoNormal
style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto"><FONT
face="Times New Roman" size=3><SPAN
style="FONT-SIZE: 12pt"> <o:p></o:p></SPAN></FONT></P>
<P class=MsoNormal
style="mso-margin-top-alt: auto; mso-margin-bottom-alt: auto"><B><FONT
face=Arial color=black size=3><SPAN
style="FONT-WEIGHT: bold; FONT-SIZE: 12pt; COLOR: black; FONT-FAMILY: Arial">TO:</SPAN></FONT></B><FONT
face=Arial color=black><SPAN style="COLOR: black; FONT-FAMILY: Arial">
Superintendents, Principals, Business Managers and Registrars<BR><B><SPAN
style="FONT-WEIGHT: bold">FROM: </SPAN></B>Ed Dennis, Deputy
Superintendent of Public Instruction<BR><BR><BR><o:p></o:p></SPAN></FONT></P>
<P class=MsoNormal><FONT face=Arial color=black size=3><SPAN
style="FONT-SIZE: 12pt; COLOR: black; FONT-FAMILY: Arial"><o:p> </o:p></SPAN></FONT></P>
<P class=MsoNormal><B><FONT face=Arial color=black size=3><SPAN
style="FONT-WEIGHT: bold; FONT-SIZE: 12pt; COLOR: black; FONT-FAMILY: Arial">SUMMARY:<o:p></o:p></SPAN></FONT></B></P>
<P class=MsoNormal><FONT face=Arial color=black size=3><SPAN
style="FONT-SIZE: 12pt; COLOR: black; FONT-FAMILY: Arial">Some foreign countries
require a student’s transcript, diploma, and/or other school related documents
to be notarized and </SPAN></FONT><FONT face=Arial><SPAN
style="FONT-FAMILY: Arial">authenticated. Some countries call the
authentication an apostille.</SPAN></FONT><o:p></o:p></P>
<P class=MsoNormal><FONT face="Times New Roman" size=3><SPAN
style="FONT-SIZE: 12pt"><o:p> </o:p></SPAN></FONT></P>
<P class=MsoNormal><FONT face=Arial size=3><SPAN
style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">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.</SPAN></FONT><o:p></o:p></P>
<P class=MsoNormal><B><FONT face="Times New Roman" size=3><SPAN
style="FONT-WEIGHT: bold; FONT-SIZE: 12pt"><o:p> </o:p></SPAN></FONT></B></P>
<P class=MsoNormal><B><FONT face=Arial size=3><SPAN
style="FONT-WEIGHT: bold; FONT-SIZE: 12pt; FONT-FAMILY: Arial">PROCESS TO
FOLLOW:<o:p></o:p></SPAN></FONT></B></P>
<P class=MsoNormal><FONT face=Arial size=3><SPAN
style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">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.</SPAN></FONT><o:p></o:p></P>
<P class=MsoNormal><FONT face="Times New Roman" size=3><SPAN
style="FONT-SIZE: 12pt"><o:p> </o:p></SPAN></FONT></P>
<P class=MsoNormal><FONT face=Arial size=3><SPAN
style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">You can also find this information
on the Secretary of State’s website at <SPAN class=a2><A
href="http://www.sos.state.or.us/corporation/notary/schoolcert.htm">http://www.sos.state.or.us/corporation/notary/schoolcert.htm</A>.<B><SPAN
style="FONT-WEIGHT: bold"><o:p></o:p></SPAN></B></SPAN></SPAN></FONT></P>
<P class=default style="MARGIN: 0in 0in 0pt"><FONT face="Times New Roman"
size=3><SPAN style="FONT-SIZE: 12pt"><o:p> </o:p></SPAN></FONT></P>
<P class=default style="MARGIN: 0in 0in 0pt"><B><FONT face=Arial size=3><SPAN
style="FONT-WEIGHT: bold; FONT-SIZE: 12pt; FONT-FAMILY: Arial">Secretary of
State’s Office Instructions for </SPAN></FONT></B><B><FONT face=Arial><SPAN
style="FONT-WEIGHT: bold; FONT-FAMILY: Arial">authenticating a
</SPAN></FONT></B><B><FONT face=Arial><SPAN
style="FONT-WEIGHT: bold; FONT-FAMILY: Arial">transcript, diploma and/or
</SPAN></FONT></B><B><FONT face=Arial><SPAN
style="FONT-WEIGHT: bold; FONT-FAMILY: Arial">other school related documents:
</SPAN></FONT></B><B><FONT face=Arial><SPAN
style="FONT-WEIGHT: bold; FONT-FAMILY: Arial"><o:p></o:p></SPAN></FONT></B></P>
<P class=pa1><SPAN class=a2><FONT face=Arial size=3><SPAN
style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">When a person needs an <U1:STATE
u2:st="on"><U1:PLACE u2:st="on"><st1:State w:st="on"><st1:place
w:st="on">Oregon</U1:PLACE></U1:STATE></st1:place></st1:State> diploma,
</SPAN></FONT></SPAN><FONT face=Arial color=black><SPAN
style="COLOR: black; FONT-FAMILY: Arial">transcript, and/or other school related
documents<SPAN class=a2> authenticated, they must have the person in charge of
the records (normally the registrar) </SPAN></SPAN></FONT><SPAN
class=a3><U><FONT face=Arial size=2><SPAN
style="FONT-SIZE: 10pt; FONT-FAMILY: Arial">sign on the record a statement
certifying to its authenticity</SPAN></FONT></U></SPAN><SPAN class=a2><FONT
face=Arial><SPAN style="FONT-FAMILY: Arial">. The signature must be
notarized.</SPAN></FONT></SPAN><FONT face=Arial color=black><SPAN
style="COLOR: black; FONT-FAMILY: Arial"><o:p></o:p></SPAN></FONT></P>
<P class=pa2><SPAN class=a2><FONT face=Arial size=3><SPAN
style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">The person sends the original,
notarized document to the SOS office, or takes it to the SOS
</SPAN></FONT></SPAN><FONT face=Arial><SPAN
style="FONT-FAMILY: Arial">Corporation Division Notary, Public Section,
<U1:ADDRESS u2:st="on"><U1:STREET u2:st="on"><st1:address w:st="on"><st1:Street
w:st="on">255 Capitol St. NE, Suite 151</U1:STREET></st1:Street> <U1:CITY
u2:st="on"><st1:City w:st="on">Salem</U1:CITY></st1:City>, <U1:STATE
u2:st="on"><st1:State w:st="on">OR</U1:STATE></st1:State> <U1:POSTALCODE
u2:st="on"><st1:PostalCode
w:st="on">97310</U1:POSTALCODE></U1:ADDRESS></st1:PostalCode></st1:address>.<B><SPAN
style="FONT-WEIGHT: bold"> </SPAN></B></SPAN></FONT><FONT face=Arial
color=black><SPAN
style="COLOR: black; FONT-FAMILY: Arial"><o:p></o:p></SPAN></FONT></P>
<P class=pa1><B><FONT face=Arial color=black size=3><SPAN
style="FONT-WEIGHT: bold; FONT-SIZE: 12pt; COLOR: black; FONT-FAMILY: Arial">Fees
& Requirements</SPAN></FONT></B><FONT face=Arial color=black><SPAN
style="COLOR: black; FONT-FAMILY: Arial"><o:p></o:p></SPAN></FONT></P>
<P class=pa1><SPAN class=a2><FONT face=Arial size=3><SPAN
style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">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: </SPAN></FONT></SPAN><FONT
face=Arial color=black><SPAN
style="COLOR: black; FONT-FAMILY: Arial"><o:p></o:p></SPAN></FONT></P>
<P class=pa3 style="MARGIN-LEFT: 30pt; TEXT-INDENT: -1pt"><SPAN class=a2><FONT
face=Arial size=3><SPAN style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">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);
</SPAN></FONT></SPAN><FONT face=Arial color=black><SPAN
style="COLOR: black; FONT-FAMILY: Arial"><o:p></o:p></SPAN></FONT></P>
<P class=pa3 style="MARGIN-LEFT: 29pt"><SPAN class=a2><FONT face=Arial
size=3><SPAN style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">2. Each notarized
document which SOS needs to authenticate; </SPAN></FONT></SPAN><FONT face=Arial
color=black><SPAN
style="COLOR: black; FONT-FAMILY: Arial"><o:p></o:p></SPAN></FONT></P>
<P class=pa3 style="MARGIN-LEFT: 30pt; TEXT-INDENT: -1pt"><SPAN class=a2><FONT
face=Arial size=3><SPAN style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">3. A
personal or business check or money order made payable to the State of <U1:STATE
u2:st="on"><U1:PLACE u2:st="on"><st1:State w:st="on"><st1:place
w:st="on">Oregon</U1:PLACE></U1:STATE></st1:place></st1:State>, if they are not
paying by credit card; and </SPAN></FONT></SPAN><FONT face=Arial
color=black><SPAN
style="COLOR: black; FONT-FAMILY: Arial"><o:p></o:p></SPAN></FONT></P>
<P class=pa3 style="MARGIN-LEFT: 29pt"><SPAN class=a2><FONT face=Arial
size=3><SPAN style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">4. A return
self-addressed stamped envelope so that SOS can mail the documents precisely to
the place they desire. </SPAN></FONT><o:p></o:p></SPAN></P>
<P class=default style="MARGIN: 0in 0in 0pt"><FONT face="Times New Roman"
size=3><SPAN style="FONT-SIZE: 12pt"><o:p> </o:p></SPAN></FONT></P>
<P class=MsoNormal><FONT face=Arial size=3><SPAN
style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">You may also be interested in
learning the process for becoming a notary public, which can be found online
at: </SPAN></FONT><A
href="http://www.filinginoregon.com/notary/index.htm"><FONT face=Arial><SPAN
style="FONT-FAMILY: Arial">http://www.filinginoregon.com/notary/index.htm</SPAN></FONT></A><FONT
face=Arial><SPAN style="FONT-FAMILY: Arial">.<o:p></o:p></SPAN></FONT></P>
<P class=default style="MARGIN: 0in 0in 0pt"><FONT face="Times New Roman"
size=3><SPAN style="FONT-SIZE: 12pt"><o:p> </o:p></SPAN></FONT></P>
<P class=pa2 style="TEXT-ALIGN: center" align=center><SPAN class=a2><FONT
face=Arial size=3><SPAN style="FONT-SIZE: 12pt; FONT-FAMILY: Arial">The
Secretary of State’s contact information is: </SPAN></FONT></SPAN><FONT
face=Arial color=black><SPAN
style="COLOR: black; FONT-FAMILY: Arial"><BR><BR></SPAN></FONT><FONT
face=Arial><SPAN style="FONT-FAMILY: Arial">Corporation Division <BR>Notary
Public Section <BR>255 Capitol Street, NE Suite 151 <BR>Salem, OR 97310
<BR>Phone: (503) 986-2593 <BR>E-mail: <SPAN class=a4><A
href="mailto:oregon.notary@state.or.us">oregon.notary@state.or.us</A><o:p></o:p></SPAN></SPAN></FONT></P></DIV>
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