Authentication of diploma and transcripts for use in China
Authentication of diploma and transcripts by the Chinese consulate is often needed when you apply for work authorization in China. This document outlines the detailed process involved.
I. Authentication of diploma and transcripts: basic procedures
1. Get notarized diploma or transcript from the university registrar.
When you contact the Office of Registrar of your school, tell them that the diploma or transcript will be used in China, so that they notarize the signature of the registrar when issuing the document.
For schools with foreign students, they normally have well established procedures and you can get proper documents ordered online, without a phone call.
Below is how the notarized diploma looks like (back side). The front side is a photocopy of the diploma.
See Section V. for details.
Please note, the original diploma is normally printed on special paper and bulky, but the notarized diploma provided by your university may not be exactly the same size as the original diploma. In fact, most universities sign and notarize on the back of a photo copy of the diploma as in Fig. 1.
This signed and notarized "copy" of diploma is now called the "original" document for the purpose of authentication.
Some states (Alabama, Georgia, Kentucky, Tennessee, Maryland) require the notarized document to be sent to the notary public's county clerk for verification before presenting to the respective Office of Secretary of State.
2. Certify by the Office of Secretary of State in the state where the document is notarized.
We begin providing service for this part from September 2012, due to popular demand.
You may also do this step yourself.
3. (DC Chinese Embassy states only) Authenticated by US Department of State
This step is needed only if the document is to be authenticated by the Chinese Embassy in Washington DC, i.e. for documents from DC, DE, ID, KY, MD, MT, NC, ND, NE, SC, SD, TN, UT, VA, WV, WY.
If your document is from other states, it will normally go to other Chinese consulates in US, and thus do not need this step.
4. Certified by the Chinese consulate or Embassy.
Your document must be authenticated by a Chinese consulate/embassy which holds consular jurisdiction over the state which issues your document.
Certify the original diploma or a photocopy?
If there is a choice, we suggest that you request your school to provide you with a notarized photocopy of the diploma.
A photo copy of the diploma functions the same as the original diploma after it is being certified by the school registrar.
The original diploma is often large, printed on rigid paper, difficult to handle. A photo copy may be reduced to the size of regular paper.
The state authentication page, often attached to the diploma by a staple, may become separated from the original (rigid) diploma during handling/mailing.
Please note: any document larger than Letter size paper has to be folded
in order to be submitted to the consulate for processing. Even if the document
is Letter size or smaller, there is no guarantee that it will not be
folded while being processed at the consulate.
Thus, please do not expect your original diploma to be kept at perfect condition after authentication processes.
II. Steps to apply for authentication of diploma and transcripts through YWPW
We only accept authentication applications for documents from the following states:
Chinese Consulate in Houston covers: AL, AR, FL, GA, LA, MS, OK, TX, PR
Chinese Embassy in DC covers: DC, DE, ID, KY, MD, MT, NC, ND, NE, SC, SD, TN, UT, VA, WV, WY
If your document is from a state not listed above but you would like to use our service, you may always choose to do an extra step, i.e. authentication by US Department of State (cost $48 extra per document), then the document can authenticated by the Chinese Embassy in DC.
Upon receiving your documents, we will check your application, and contact you if there is any issue. We then submit your application to the consulate, pick it up, and mail it back to you.
We update your order status by email and online when we:
a). receive your documents; b). submit your application to the consulate;
c). pickup and mail back your documents.
We usually send emails and update status in the evening hours, but if there is anything goes wrong, we may contact you during the day.
III. Processing time and fees
The consular authentication step takes about 1 week, and the consular fee is $25 per document.
The US Department of State authentication step also takes about 1 week, and the DOS fee is $8 per document.
The time for the Secretary of State certification step varies, but normally 10-15 days. The SOS fee ranges from $2 to $25 per document.
We charge a service fee ($39.96) per document for each step invloved (volume discount available if more than 2 documents).
IV. Documents needed to apply for authentication of diploma and transcripts
Photocopy of the applicant's passport (page with name and photo).
If you are not a US citizen, please also provide copy of your current immigration document (e.g. green card, I-20, H1B).
The "original" documents to be authenticated.
The "photocopy" of the documents to be authenticated.
If you have already done the Secretary of State authentication, the copy should include the state certification page.
Please do NOT take them apart when making copies -- doing so will invalidate the document.
When you have multiple documents with the same content, you may not just copy from one document, as the signatures will be different on each copy. We will not be responsible for any dealys if you do not follow this instruction!
V. State government requirements on diploma and transcripts: Oregon example
Because the sensitive nature of diploma and transcripts, all state governments have strict rules on how to certify them, and most states do not allow a simple notarized "true copy". The procedures for certifying diploma and transcripts are normally in the notary handbook or training documents. Here is an example from the State of Oregon:
The school records office (registrar) certifies to the record in the presence of the notary.
The notary public notarizes that statement.
The notarized transcript or diploma is sent to the Secretary of State for authentication/apostille.
The sample statement provided by Oregon Secretary of State:
I, _____________, the (school registrar/principal) of _____________ (name of school) hereby certify that this is the true and original (or correct photocopy of) (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
Please note that the school registrar can certify the original diploma, or a photocopy of diploma. Since the original diploma is often very large, it is better for the registrar to certify a photocopy instead, which can be reduced to the size of a Letter paper.
VI. Questions and Answers
I have multiple documents, do I need to attach an application form for each document?
No. No matter how many documents, as long as they all belong to the same applicant, you only need to provide one authentication application form.
I got my diploma when I graduated. Can I simply notarize it or notarize a photo copy and then use it to do authentication?
Most states do not allow this.
Please check with the requirement of your state to see if your state allows.
My university provides electronic copy of diploma and transcript in PDF format. Can I use that for authentication?
No. As we know, the Secretary of State of your state normally requires diploma or transcript with "pen in hand" signatures of the registrar and notary public.
I graduated from a university in Georgia and moved to Florida. Can I notarize my diploma or transcript in Florida?
The rule requires that diploma/transcript to be signed by school registrar and the notary, which means it can only be done at the original university and state you studied. We do encounter cases where a diploma is notarized in another state and authenticated by the consulate. However, this is not the recommended way, and the result is not guaranteed.
I received the diploma (transcript) in an envelope sealed with signature (and notary stamp). Can I use it for authentication?
No. Normally notarized documents (including diploma and transcripts) do not need to be put in a sealed envelope. If the envelope is sealed with signature and stamp, most likely the content (diploma or transcript) is not notarized properly, and thus cannot be used for authentication purpose.
The Secretary of State will never authenticate a sealed envelope.
Can I mail back the sealed envelope back to the university to have the contents notarized?
Normally not, as theoretically the registrar must sign before the notary. But in practice anything can happen. Contact the university.
My university does not provide notarized diploma (transcript). What can I do?
It is unlikely that the Secretary of State will make an exception, but you may contact the university and the Secretary of State to find out an acceptable solution.
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