Skip to main content

Oregon State Flag An official website of the State of Oregon »

Oregon Secretary of State Corporation Division

Notarization of Transcripts and Diplomas by Schools

The home countries of foreign exchange students often want their students' records certified by the school they have attended and then authenticated by the state.

The following process often works:

  1. The school records office certifies to the record in the presence of the notary.
  2. The notary public notarizes that statement.
  3. The notarized transcript or diploma is sent to the Secretary of State Corporation Division for authentication/apostille.

Below are sample procedures that often work in these instances. We aren't guaranteeing they are appropriate for your situation, nor are we advising you to adopt these methods. For the best outcome, check with an official of the destination country before getting school records certified and authenticated.



Apostille and Authentication Resources

How to Get an Apostille or Authentication.

Apostilles and Authentications FAQ

  Apostilles and Authentication Services Brochure (Services, fees, delivery instructions)

The ABC's of Apostilles from the Hague Conference, source of the official Apostille Convention.

National: U.S. Department of State, Authentications


Short Form for Witnessing a Signature of a School Official

Required Elements

  • Jurisdiction where the document was notarized.
  • Statement by school official (principal/registrar) as to the authenticity and type of document being notarized.
  • Signature of the school official. The document must be signed in the notary's presence.
  • Statement by the notary indicating who signed the document and the date the document was signed.
  • Signature line for the notary.
  • Clear and legible imprint of the notary seal/stamp with the notary's name, commission number and expiration date on it.

Example

I, _____________, the (school registrar/principal) of _____________ (name of school) hereby certify that this is the true and original (diploma/school transcript) for _____________________ (student's name).

______________________

Signature of School Official

State of Oregon

County of __________

This _____ day of ______________, ___________, before me personally appeared _______________ (school registrar/principal) and signed the above statement.


____________________________

Notary Public for the State of Oregon

Short Form Photocopy of Document in Possession

  • Jurisdiction where the document was notarized.
  • Date of notarization.
  • Statement to the effect and type of document in possession. Notary should make photocopy of the diploma/grade transcript to insure this is a true and correct photocopy.
  • Signature line for the notary.
  • Clear and legible imprint of the notary seal/stamp with the notary's name, commission number and expiration date on it.

Example

State of Oregon

County of __________

On this _____ day of ______________, ___________, I hereby certify that this is a true and correct photocopy of the (diploma/grade transcript) for _______________________ (student's name) in the possession of ______________________ (name of the person or school).


____________________________

Notary Public for the State of Oregon