Academic Credentials Certification: Getting Your Degrees Notarized for International Use | Minute Notary Blog | Minute Notary
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January 11, 202510 min read
Academic Credentials Certification: Getting Your Degrees Notarized for International Use
Complete guide to notarizing academic credentials for international education, employment, and immigration. Learn the process for degrees, diplomas, transcripts, and certificates.
MN
Minutes Notary
Notary Public • Ottawa, ON
Your academic credentials represent years of hard work and dedication. When pursuing opportunities abroad—whether for further education, employment, or immigration—you'll need to prove that your degrees, diplomas, and transcripts are authentic. Notarizing and certifying your academic documents is often a crucial step in this verification process.
This comprehensive guide walks you through everything you need to know about getting your academic credentials notarized and certified for international use.
Understanding Academic Credential Verification
Academic credential verification is the process of confirming that educational documents are genuine and accurately represent your qualifications. This process becomes essential when:
Applying to foreign universities
Seeking employment abroad
Immigrating to another country
Applying for professional licensure
Participating in exchange programs
Why Is Verification Necessary?
Reason
Explanation
Fraud prevention
Diploma mills and fake credentials are a global problem
Standards comparison
Different countries have different education systems
Quality assurance
Employers and institutions need confidence in qualifications
Legal requirements
Many countries mandate credential verification for immigration
Types of Academic Documents That Require Notarization
Primary Academic Documents
Degrees and Diplomas:
Bachelor's degrees
Master's degrees
Doctoral degrees (PhD, EdD, etc.)
Professional degrees (MD, JD, MBA)
College diplomas
Graduate certificates
Transcripts:
Official university transcripts
College transcripts
High school transcripts (for some purposes)
Continuing education records
Supporting Academic Documents
Verification Letters:
Enrollment verification
Degree conferral confirmation
Academic standing letters
Letters of completion
Supplementary Documents:
Course descriptions
Syllabus documents
Research publications
Thesis or dissertation abstracts
The Credential Verification Process
Step 1: Obtain Official Documents
Before notarization, ensure you have proper official documents:
From Your Institution:
Official sealed transcripts (in original sealed envelope)
Original degree/diploma (or certified copy from institution)
Verification letters on institutional letterhead
Any supplementary certificates
Document Requirements:
Documents must be originals or institution-certified copies
Transcripts should be in sealed envelopes
Documents must bear official seals/stamps
Recent verification letters (within 6 months)
Step 2: Certified True Copies
For many purposes, you won't send original documents. Instead, you'll need certified true copies:
What is a Certified True Copy?
A certified true copy is a photocopy that a notary public has verified matches the original document exactly. The notary attaches a certificate stating the copy is a true and accurate reproduction.
Elements of a Certified Copy:
Clear, complete photocopy of original
Notary's certificate of authenticity
Notary's signature and seal
Date of certification
Statement that copy matches original
Step 3: Notarization
The notarization process for academic documents:
Bring original documents to your notary appointment
Present valid government ID for identity verification
Notary reviews documents for completeness and authenticity
Copies are made or provided by you
Notary certifies that copies match originals
Notarial certificate is attached with seal and signature
Step 4: Authentication (If Required)
For international use, additional steps may be needed:
Apostille (Hague Convention Countries):
Single-step international authentication
Processed by Global Affairs Canada
Recognized by 120+ member countries
Processing time: 10-20 business days
Embassy Legalization (Non-Hague Countries):
Requires authentication by Global Affairs Canada first
Then legalization by destination country's embassy
Processing time varies (2-8 weeks)
Additional fees apply
Country-Specific Requirements
Different countries have varying requirements for academic credential verification:
United States
For employment or further study:
Notarized copies usually acceptable
Many employers use third-party verification services (WES, ECE)
Some states require specific credential evaluation
Requirements:
Certified copies of degrees and transcripts
Credential evaluation from recognized agency
Translation (if documents not in English)
United Kingdom
For employment or study:
NARIC evaluation often required
Notarized copies for immigration purposes
Universities may verify directly with institutions
UCAS applications:
Certified copies of transcripts
Predicted grades or final results
English language proficiency proof
Australia
Skilled migration:
Skills assessment required for most occupations
Notarized copies of all academic documents
Official translations if not in English
Study visas:
Confirmation of Enrolment (CoE)
Notarized previous qualifications
Financial documentation
European Union
Bologna Process countries:
Credential recognition generally streamlined
Notarized copies for official purposes
Apostille authentication accepted
Employment:
Varies by country and profession
Professional degree recognition may require additional evaluation
Middle East (UAE, Saudi Arabia, Qatar)
Strict requirements:
All documents must be notarized
Authentication by Global Affairs Canada
Attestation by destination country's embassy
Ministry of Foreign Affairs attestation in destination country
Healthcare and education professionals:
Additional professional body verification
Licensing examinations may be required
China
For employment or study:
Authentication by Global Affairs Canada
Legalization by Chinese embassy
CDGDC degree verification (for employment)
Working with Credential Evaluation Services
When You Need a Credential Evaluation
A credential evaluation (or assessment) is different from notarization. While notarization confirms document authenticity, evaluation determines how your credentials compare to the destination country's education system.
Official sealed transcripts (sent directly from institution)
Copies of degrees/diplomas
Course-by-course evaluation (if requested)
Official translations (if not in English/French)
Verification form (completed by institution)
Special Considerations
Documents Not in English or French
Translation requirements:
Certified translation by accredited translator
Both original and translation notarized
Some countries require sworn translations
ATIO (Association of Translators and Interpreters of Ontario) certified translators recommended
Older Credentials
Institutions that have closed or merged:
Contact provincial ministry of education
Check if records were transferred to another institution
National archives may hold records
Statutory declaration may supplement missing documents
Electronic Credentials
Digital diplomas and transcripts:
Many institutions now issue digital credentials
Some can be verified through blockchain or secure systems
May need to print and notarize for traditional verification
Check if destination accepts electronic verification
Grade Conversion
Understanding grade equivalencies:
Canadian Grade
Letter
US Equivalent
UK Equivalent
90-100%
A+
4.0
First Class
85-89%
A
4.0
First Class
80-84%
A-
3.7
Upper Second
77-79%
B+
3.3
Upper Second
73-76%
B
3.0
Lower Second
70-72%
B-
2.7
Lower Second
Note: Conversion varies by institution and purpose
Cost Breakdown
Service
Typical Cost
Notarization (per document)
$25-50
Certified true copies
$20-40 each
Official transcript request
$10-25
Credential evaluation (WES)
$200-300
Global Affairs authentication
$35 per document
Embassy legalization
$50-300+
Translation (per page)
$25-50
Example total cost for comprehensive package:
Simple notarization package: $100-200
With evaluation: $300-500
Full international authentication: $500-1,000+
Common Mistakes to Avoid
1. Sending Original Documents
The Problem: Originals can be lost in transit
The Solution: Always send certified copies, keep originals safe
2. Outdated Transcripts
The Problem: Some institutions require recent transcripts
The Solution: Request new official transcripts if yours are more than 5 years old
3. Missing Translations
The Problem: Documents in other languages rejected
The Solution: Get certified translations before notarization
4. Wrong Evaluation Service
The Problem: Not all evaluation services are accepted everywhere
The Solution: Verify which services are recognized by your destination
5. Insufficient Copies
The Problem: Running out of notarized copies for applications
The Solution: Get extra copies notarized during initial appointment
Preparing Your Documents Checklist
For University Applications Abroad
Official transcripts in sealed envelope
Notarized copy of degree
Credential evaluation report
English language proficiency scores
Letters of recommendation
Statement of purpose
For Immigration Applications
Notarized copies of all degrees
Official sealed transcripts
Educational Credential Assessment (ECA) report
Professional licenses (if applicable)
Identity documents
For International Employment
Notarized degree copies
Transcript summaries
Professional certifications
Reference letters on letterhead
Employment history verification
Timeline for Credential Verification
Plan ahead—the process takes time:
Step
Estimated Time
Requesting transcripts
1-3 weeks
Credential evaluation
3-8 weeks
Notarization
Same day - 1 week
Global Affairs authentication
2-3 weeks
Embassy legalization
2-8 weeks
Total (comprehensive)
8-20 weeks
Maintaining Your Credentials
Keep Records Updated
Store original documents securely
Keep digital scans of all credentials
Update records when earning new qualifications
Maintain copies of notarized documents
Regular Verification
Some professions require periodic verification
Immigration status may require updated documents
Professional licenses may need annual confirmation
Frequently Asked Questions
Can I notarize a diploma that's in a frame?
You'll need to remove the diploma from the frame for notarization, as the notary must examine the entire document.
How long are notarized academic documents valid?
The notarization itself doesn't expire, but receiving institutions may require documents notarized within a specific timeframe (often 6-12 months).
What if I lost my original degree?
Contact your institution's registrar office. Most can issue replacement diplomas or official letters of completion. You may also need a statutory declaration explaining the loss.
Can I get my foreign credentials notarized in Canada?
Yes, a Canadian notary can certify copies of foreign academic credentials. However, you may also need evaluation to determine Canadian equivalency.
Related Notary Services
Minutes Notary offers comprehensive services for academic credential verification:
Certified Copies: Official certified copies of your degrees, diplomas, and transcripts
Notarizing Signatures: Authentication of institutional letters and verification documents
Your education is one of your most valuable assets. Proper notarization and certification ensures your qualifications are recognized and respected wherever your academic or professional journey takes you.
Expert Academic Document Services
Contact Minutes Notary to schedule your appointment. We provide professional, accurate certification services to help you present your credentials with confidence to universities, employers, and immigration authorities worldwide.
This article is for informational purposes only. Requirements vary by destination country, institution, and purpose. Always verify current requirements with the relevant authorities before beginning the credential verification process.
