Authenticating Pennsylvania University Transcripts for International Use

Graduating from one of Pennsylvania’s esteemed universities—such as Penn State, the University of Pennsylvania, or Carnegie Mellon—is a significant achievement. However, if you plan to use your degree to work, study, or secure a visa in a foreign country, presenting your original diploma won’t be enough. Foreign governments and employers require an apostille on your academic records to prove they are legitimate. Here is how to navigate the process for Pennsylvania educational documents.

The Role of the University Registrar

Unlike vital records (birth or death certificates) which are issued by the state, academic records are issued by private or state-affiliated institutions. The Pennsylvania Department of State cannot directly verify the signature of a university official. Therefore, the apostille process for transcripts and diplomas must start at the university’s Registrar’s Office.

You cannot simply take your diploma to a local notary. Instead, the University Registrar (or an authorized deputy) must issue the transcript or diploma and sign a specific affidavit declaring the document is a true and accurate record.

The Notarization Process

Crucially, the Registrar’s signature must be witnessed and notarized by a commissioned Pennsylvania Notary Public. Most major universities in Pennsylvania have a notary on staff specifically for this purpose, but you must explicitly request this service when ordering your documents. The notary will administer an oath to the Registrar and affix their official stamp and signature to the document.

Obtaining the Apostille

Once you have the properly notarized transcript or diploma in hand, the document is ready for state-level authentication. You must submit it to the Pennsylvania Department of State’s Bureau of Commissions, Elections and Legislation.

When submitting the document, include the Request for Legalization of Documents form, specifying the country of destination. Because the document was notarized, the state office will verify the credentials of the notary public who witnessed the Registrar’s signature, rather than the university official’s signature directly.

Common Pitfalls to Avoid

• Using a photocopy without proper notarization: A simple photocopy of a diploma is not acceptable unless it undergoes a “copy certification” by a Pennsylvania notary, but many foreign countries require the school’s official involvement.
• Out-of-state notarization: If your school is in PA, the document must be notarized by a PA notary to receive a PA apostille.

Securing an apostille for academic records takes coordination between your university and the state, so it is highly recommended to start this process well in advance of your international move.