An Overview

Students who apply for jobs or admission to universities in other countries often need to have their diploma or transcript certified for authenticity. The Office of the Registrar provides this certification and notary service for OSU student documents. If an Apostille is needed, the Oregon Secretary of State provides the additional authentication for student documents.

  • Obtaining a notarized diploma/transcript is the first step in the Apostille process
  • Documents can be notarized but not require an Apostille
  • Only the Office of the Registrar can notarize official Oregon State University document

Step 1:

Determine if certified and notarized documents are needed by the organization or university.

Many institutions and organizations are now accepting an electronic transcript or an eDiploma in lieu of a certified/notarized paper document. If certified and notarized paper documents are required from the Office of the Registrar, identify which documents you need.

Step 2:

Order your document(s)

  • Order an official transcript being sure to select the delivery option, Paper Transcript, Picked Up. Have your transcript issued to (Recipient Name): Notary Service
  • Order a duplicate diploma with return to you or direct delivery to our office at this address: OSU Registrar-Notary Service, B102 Kerr Administration Building, Corvallis, OR 97331

Step 3: 

Complete and sign the online Notary Service Request Form. Before you can complete your request, you will need to upload a copy of your Oregon State University or government-issued photo identification.

Step 4: 

Submit your completed Notary Service Request by clicking Finish.

Requests not completed (including receiving documents) in 30 days, will be voided. 

Step 5:

When we have completed your notary request, the documents will be returned per your instructions or we will contact you for pick up in our office.

Require an Apostille? 

If additional authentication (Apostille) is required, you will need to connect with the Oregon Secretary of State for this service. You will need to send or deliver the notarized documents as outlined by the Secretary of State Authentication/Apostille web page.

If at any time you decide notary service is not needed you can void your request.

On the DocuSign, screen locate Other Actions (drop-down menu)  >  Select Decline to Sign  >  Follow the steps to void/delete your notary request form

Office of the Registrar

Responsible for the certification and notarization of official Oregon State University documents.

  • We are unable to certify and notarize copies of documents you provide except your original diploma
  • We are unable to notarize pdf or electronic diplomas
  • Documents will be returned to you through mail delivery or available for pick up in the Office of the Registrar

Student

Responsible for delivering notarized documents to any organizations or agencies in the required timeframe required by those agencies.

  • Submit requests for notarization two weeks prior to your graduation term
  • Submit your documents to the Oregon Secretary of State, if an additional authentication (Apostille) of your documents is required
Frequently Asked Questions (FAQs)

If you do not have access to your original diploma, a duplicate diploma may be ordered. Please visit the diploma page for more information. If ordering a duplicate diploma, please allow for an additional 10 business days processing time.

Processing can take up to 10 business days from the date of notary service request form receipt by the Office of the Registrar. Processing may be longer if the request is awaiting degree conferral or awaiting the arrival of your diploma.

Please visit the diplomas and degrees webpage for estimated timelines on when your graduation date will appear on your transcript and when your diploma can be ordered. You will need to add 10 additional business days for the notary request, assuming your request form was submitted at least two weeks before the end of the term.

There is no fee for notarization but there are fees for transcripts, duplicate diplomas and specialty verifications.

To keep this service free of charge our notarization service is limited to documents generated by the Office of the Registrar.

If you require 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.

To ensure the timely and safe return of your documents from the Oregon Secretary of State, request your diploma and transcripts be returned directly to you from our office. You can then deliver them to the Oregon Secretary of State with your payment and request form in one package.