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Notarising Australian Academic Transcripts and Degree Certificates for Overseas Use

  • December 31, 2022

Home " Legal blog " Notary public " Notarising Australian Academic Transcripts and Degree Certificates for Overseas Use

Graduates who intend to work, register with a professional body, undertake further study or apply for a visa overseas are often asked to provide notarised copies of their Australian degree certificates and academic transcripts, sometimes with an apostille or consular legalisation. A notary public can certify that a copy is a true copy of the original document issued by the university, and that certification can then be apostilled or authenticated by the Department of Foreign Affairs and Trade (DFAT). Before arranging this, graduates should check whether the overseas body will instead accept verification directly from the university.

The legal framework

Australian universities are registered under the Tertiary Education Quality and Standards Agency Act 2011 (Cth), and many issue graduation documents, including an Australian Higher Education Graduation Statement, in both paper and secure digital form. The recognition of an Australian qualification overseas is a matter for the receiving country’s education authority, employer or professional regulator.

For legalisation, a degree certificate signed by a university officer is not normally a document on which DFAT holds a specimen signature. The usual route is therefore notarisation of a copy, or notarisation of a declaration by the graduate, followed by an apostille for Hague Apostille Convention countries, or authentication and consular legalisation for other countries.

Options for verification

  • Notarised copy. The notary compares the copy with the original and certifies that it is a true copy. This is the most widely accepted form for overseas use.
  • Notarised declaration. The graduate makes a declaration before the notary exhibiting the documents. Some authorities prefer this form.
  • Direct university verification. Many universities provide secure digital credentials or confirm qualifications directly to third parties. Some overseas bodies accept this without notarisation.
  • Government verification services. Some countries operate their own verification process for foreign qualifications, which may not require notarisation at all.

The process

  1. Confirm with the overseas body which documents are required, in what form and with what legalisation.
  2. Obtain original or officially reissued documents from the university, including transcripts bearing the university’s seal or security features.
  3. Attend the notary with the originals and identification.
  4. Lodge the notarised copies with DFAT for an apostille or authentication.
  5. Arrange certified translations, if required, and complete any consular legalisation.

Common issues

  • Digital documents. Where the university issues only digital documents, the notary will need to verify their authenticity through the university’s verification service before certifying a printout.
  • Name changes. If the graduate’s name has changed since graduation, evidence such as a marriage certificate or change of name certificate should accompany the documents.
  • Multiple pages. Transcripts often run to several pages. Each page should be included and bound so that the notarial certificate clearly covers the whole document.
  • Professional registration. Regulators for medicine, nursing, law, engineering and teaching often have their own verification procedures, which should be followed precisely.

Documents required

  • Original degree certificate, transcript and any graduation statement.
  • Current photographic identification.
  • Evidence of any change of name.
  • The overseas body’s written requirements.

How we can help

Our notary public certifies academic documents for use overseas and can explain the apostille or legalisation required for the destination country. Clients may also wish to consult the immigration lawyers in our firm where qualifications are being relied on for visa purposes in Australia.

Frequently asked questions

How do I get my academic transcript notarised in Melbourne?

Bring the original degree certificate or transcript issued by the university to a notary public, together with your photographic identification. The notary certifies that the copy is a true copy of the original, and the certification can then be apostilled or authenticated by DFAT. Check first whether the recipient prefers documents sent directly by the university.

Can DFAT apostille my degree certificate directly?

Usually not, because a university certificate is generally not a document whose signature DFAT holds on record. It is normally notarised first, as a certified copy or by verification of its issue, and DFAT then apostilles or authenticates the notary’s signature and seal for use overseas.

Do I need a translation of my Australian academic documents?

For many non-English-speaking countries, yes. The receiving authority may require a translation by a qualified translator and may also require that translation to be notarised and apostilled or legalised. Confirm whether the translation should be done in Australia or in the destination country before arranging it.

Notarial services at Chua Tan Associates are provided by our notary public, Kin Wee Chua. Our Melbourne office is located on Level 2, 262 Queen Street. To arrange an appointment, please call +61 3 9602 3988 or email chuatan@tpg.com.au. This article is for general information purposes only; requirements are determined by the receiving country and are subject to change, so please confirm these with the recipient of your documents.

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