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The Louisiana Secretary of State defines the process of Apostille apostille as follows:
“Documents which are notarized and forwarded to another country require verification or legalization of the notary's signature and official title prior to their acceptance by the foreign embassy or consulate of that country…fully [entitling] the notarized document to be recognized by the foreign country.”
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The process for notarization and apostille will generally follow the workflow below:
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The process for Notary notary and Apostille apostille can take anywhere from 3-6 weeks, dependent upon several variables.
The documents have 2-3 destinations, so there are several days shipping time between each stop.
There are waiting periods between the initial student order and the Registrar order; between the preparation for the Notary notary and the return of the documents from the Office of General Counsel; and during the Certification of Apostille performed by the Secretary of State (SoS).
These estimates are not guarantees; during high volume seasons such as Spring Commencement, the expected processing times may be increased.
More information about expected processing and shipping times can be found on our website.
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Alumni will contact the University about having their documents Notarized or an Apostille Certificateapostille certificate. There are several types of documents that we regularly perform these processes for:
Diplomas
Transcripts
Letters
Catalog Descriptionsdescriptions
Letters and Catalog Descriptions descriptions are a rarity. You should verify with a Registrar that the documentation you are sending to the notary/apostille are acceptable documents for certification.
Diplomas and Transcripts transcripts are the most typical. You may wish to use a template for responding to inquiries about the process, which vary based on the type of document, and are included below.
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Some students may need guidance regarding whether or not an apostille or a notarization only is necessary.
Apostille is only for use of the documents outside of the country for work or study. The Secretary of State will not perform an Apostille apostille for the US. A Notarization notarization only will suffice.
Some countries do not require or accept an Apostilleapostille. More information about whether or not the final destination is a country using Apostille apostille can be found by visiting the website or contacting the branch directly.
Some students may need guidance about adding a transcript to their order, how to order multiple copies, and what shipping options they have for this process.
A transcript can be added to the order by selecting the shipping option which includes the transcript:
transcript_domestic_express
transcript_int_express
Parchment is currently unable to allow for multiple copies in one order.
Instruct the student to order one document as an Apostilleapostille, and the other as a standard duplicate paper diploma. Ensure the student that both documents will be shipped and certified together.
If the student places an order for two Apostilleapostille, you should cancel one order and have them place a new standard order, to save them the shipping cost.
Apostille and Notary notary orders cannot be shipped using USPS. FedEx shipping must be selected. The order form will only allow domestic addresses to be entered when domestic shipping is selected, so have the student be sure they are selecting international shipping if they are trying to enter an address outside of the US.
Processing the order in Parchment
A student order for Apostille apostille or Notary notary of a diploma will arrive displays in your the Parchment order queue on Parchment.
You will process the order in a similar fashion to an ordinary order, with the following exceptions:
You will not put the final destination in the order sheet for Paradigm. Leave the address blank; add in the comments column the applicable note below:
Ship to Tulane - notary
Ship to Tulane - apostille
Ship to Tulane - notary + transcript
Ship to Tulane - apostille + transcript
This information will be stored in your order sheet and also listed on the paper order search when complete. This allows you to locate the information about what type of order in 3 different places (Parchment, Excel Sheet, and Paradigm) to determine your next steps once the documents arrive at the TU.
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On the 10th of June, 2022, before me, the undersigned notary, came and appeared Stephanie Davis, Senior Associate Registrar at Tulane University, who by her signature has declared under oath that this duplicate diploma, bearing the seal of Tulane University, indicating that the degree of Bachelor of Science in Engineering was awarded to Stephen Casey by the faculty of Tulane University on December 31st, 2006, is identical to an original diploma. ___________________________ _______________________________________________ NOTARY Stephanie Davis, Sr. Assc. Registrar Tulane University |
9. Save the document as the new graduate name (NOT the former graduate who was on the last letter) and the degree title.
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Date
Name and title of the signing Registrar
Student name
Type of document information, i.e. “transcript” may need to be changed to “this is an actual excerpt from the 2022 catalog under which the student NAME was admitted, and that all facts….”
Name and title of the signing Registrar under the signature line
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On the 9th of May, 2022, before me, the undersigned notary, came and appeared Jennifer Archibald, Associate Registrar at Tulane University, who by her signature has declared under oath that this is the actual transcript issued to Maria Ximena Venturini, whose name appears thereon, and that all facts which exist on the face of this document are true and accurate.
___________________________ ___________________________ NOTARY Jennifer Archibald, Associate Registrar Tulane University |
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Before shipping the documents to the Secretary of State (SoS), a letter must be prepared identifying the documents, the destination country, and the payment method for the apostille.
This step is not necessary for documents that are only being notarized. Skip to Shipping the Documents.
Open the most recent SoS letter found in the 202x Letters folder you have already been using to create the Notary letters.
Update the document to include the correct information pertaining to the documents you are sending.
The dateDate
The Student name
List of the graduateThe documents list
The country Country for which the documents must be certified
the credit Credit card payment information
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June 10th, 2022 Louisiana Secretary of State Commissions Divisions 8585 Archives Ave. Baton Rouge, LA 70809
Enclosed please find the following documents for apostille processing for Stephen Casey: Ø Pre-paid return envelope (FedEx) for certified documents. Ø An official transcript issued by Tulane University, certified by the Registrar, and notarized. Ø An official diploma issued by Tulane University, certified by the Registrar, and notarized.
The student requires this documentation for work in the country of Spain.
The student has authorized the following credit card to be used by the Secretary of State Office to charge in the amount of $20.00 for each of the apostille documents, plus the $5 service fee.
Credit card number: 1111 2222 3333 4444 Expiration date: 10/23 CVC: 123 |
3. Print the letter on Registrar Letterheadletterhead, and sign the letter yourself.
4. Add to the Notary notary letter and the documents to be sent to the SoS.
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The S-2638 2”x18” tube is for all graduate level diplomas. Both Notarized notarized and to-be-Apostilleapostille-certified sets of documents (diploma, and transcript if applicable; Notary notary letter; SoS letter if applicable) should be gently rolled up and slid into the tube. The white end caps should be secured with packing tape. The final destination address label should be affixed to this tube.
The S-3941 2.5”x20” tube is for graduate level Apostille apostille orders. After placing the documents in the smaller tube, slide that into the bigger tube and affix the Secretary of State address label to this tube. The white end caps MUST be secured with packing tape, as the tube inside could cause them to pop off and the two tubes become separated.
The S-2665 white envelope is for all undergraduate level diplomas, and for transcripts/letters only. All Notarized notarized or to-be-Apostilleapostille-certified sets of documents should be placed in one envelope.
For Notarized notarized documents only, affix the final destination address label to the envelope.
For Apostilleapostille, affix the SoS address label to the envelope; add a second envelope, folded in half, with the final address label affixed to this envelope, into the same first envelope with the rest of the documents.
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The document may not make it to the final destination quickly. Be ready to access tracking information for the graduate who is likely anxious for this process to be completed.
On the other hand, the graduate may be unresponsive to your requests for information required to send to the Secretary of State. It is suggested to wait 90 days before mailing the Notarizednotarized-only documents on to the final destination.
The Office of General Counsel is not the only Notary notary that can provide this service. The graduate is welcome to have another Notary notary certify their document; they can also work directly with the Secretary of State to complete the process.
Our service is recommended due to the ease of the process, even if it is not the fastest. There will be a direct line from the printer, to a Notarynotary, to the SoS, to the destination, without requiring any intervention from the graduate throughout the process.
We recommend against using the original diploma for this process. The document will be mailed repeatedly in most cases and there is no guarantee that the document will not be creased, bent, water damaged, or otherwise compromised.
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