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. Obtaining a notarized diploma/transcript 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 notarize Oregon State University diplomas and transcripts.

What do I need to do to get my diploma or transcript notarized?
  1. Complete and sign the Notary Service Request form
  2. Submit your completed Notary Service Request form, along with your documents to be notarized, if applicable. You will be required to present photo ID to submit your request in person. Requests submitted by mail or electronically must be accompanied by a scanned copy of your OSU or state-issued photo ID. It is required that the original documents are present.
    1. For notarized transcripts, you will need to Order Online a Paper Transcript, Picked Up at https://registrar.oregonstate.edu/transcripts.
    2. For notarized diplomas, an original diploma must be presented or mailed to the Office of the Registrar, or you must order a duplicate diploma. We cannot notarize scanned or printed copies of your documents.
  3. Within two weeks of receipt of the request and accompanying documents, notarized documents will be mailed or ready for pick-up. Notarized documents cannot be emailed.
  4. Students who must obtain an apostille from the Oregon Secretary of State will need to send or deliver the notarized documents as per the instructions outlined at the Secretary of State Authentication/Apostille web page. The university does not arrange for delivery to the Secretary of State.
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 up to two weeks for original documents. If ordering a duplicate diploma, please allow 2–3 weeks for processing. Processing may be longer if the request is awaiting degree conferral.

How long does the notarization process take if I am graduating?

Two weeks prior to the end of their final term, students must submit requests for any needed notarized documents to the Office of the Registrar. Advanced notice is required to ensure that a Notary Public is available once official transcripts and/or diplomas showing conferral are ready for notarization. Students must be aware that:

  • Transcripts displaying a graduation date are ready usually one week after the end of term for graduate students and two weeks following the end of term for undergraduate students.
  • Undergraduate diplomas are ready according to this timeline. Graduate diplomas are ready according to the timelines published here.
  • Students who must obtain authentication via their embassy or sponsor will need to send the notarized documents to that embassy or sponsor and, in many cases, will need to overnight documents and/or include a return envelope with overnight delivery to have documents returned to them in a timely manner. These overnight deliveries are often needed to meet immigration rules and timelines. Students are responsibile for making these arrangements to meet sponsor and/or immigration rules and regulations.

Note:  The Office of the Registrar will make every effort to arrange for a Notary Public to be available as soon as transcripts or diplomas showing a conferral/graduation date are available. However, it is the student's responsibility to deliver notarized documents to any agencies or organizations in the time frame required by those agencies or organization. For this reason, it is very important that the students submit requests for notarization two weeks before the end of their graduation term and that they make the needed arrangements in light of the transcript/diploma timelines outlined above.

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 at the Secretary of State Authentication/Apostille web page.

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 if directed per the request form, and will not send payment or the return envelope 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.