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More information about the Secretary of State Apostille can be found on their website.
Workflow
The process for notarization and apostille will generally follow the workflow below:
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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 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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The student submits a request
Alumni will contact the University about having their documents Notarized or an Apostille Certificate. There are several types of documents that we regularly perform these processes for:
Diplomas
Transcripts
Letters
Catalog Descriptions
Letters and Catalog Descriptions are a rarity. You should verify with a Registrar that the documentation you are sending to the Notarynotary/Apostille apostille are acceptable documents for certification.
Diplomas and 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 apostille or a Notarization 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 for the US. A Notarization only will suffice.
Some countries do not require or accept an Apostille. More information about whether or not the final destination is a country using 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 Apostille, 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 Apostille, you should cancel one order and have them place a new standard order, to save them the shipping cost.
Apostille and 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.
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Processing the order in Parchment
A student order for Apostille or Notary of a diploma will arrive in your 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 - Notarynotary
Ship to Tulane - Apostilleapostille
Ship to Tulane - Notary notary + Transcripttranscript
Ship to Tulane - Apostille apostille + Transcripttranscript
This information will not only be stored in your order sheet , but and also listed on the paper order search when it is completed. Therefore you will be able complete. This allows you to locate the information about what type of order this is in 3 different places (Parchment, Excel Sheet, and Paradigm) which should aid you in determining to determine your next steps upon the arrival to the University.once the documents arrive at the TU.
Requesting SoS information
Once you receive a diploma order for
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apostille, and you have not previously sent the information in a template above,
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notify the alumnus of the information you will require for the Secretary of State.
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Once your transcript and your diploma have been notarized, they will need to be shipped from my office to the Louisiana Secretary of State to be apostilled.
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More information about ordering diplomas from Parchment to Paradigm can be found in the instructions: https://tulaneregistrar.atlassian.net/l/c/2HPGVL7F
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Receiving the diploma
There are several steps within the process which occur once the documents arrive at the University.
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4. Save the document as the name of the graduate and the degree title (i.e. John Smith MBA) in Registrar > Apostille and Notary > Diploma Images for Notary or Apostille. https://tulane. box.com/s/pzlcq2mn6rleet5c3skm8cez9wlnrjxv
5. Open the most recent notary letter, found in the nearby folder, Registrar > Apostille and Notary > 2022 Letters (or whichever year is most applicable). https://tulane.box.com/s/seyq0gm1ng4162hq6k0qyj2nawv0xhwt [Year] Letters.
6. Delete the previous diploma image located in the top right corner.
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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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14. The documents are now ready to be shipped to the next destination.
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Every document must have its own letter for the Notary. Create another letter for a transcript or second diploma. |
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Preparing the transcript and other documents
To prepare a transcript, a specialized letter, or a section of the catalog for the Notary, you will use the transcript letter instead of the diploma letter. You may be doing this in addition to a diploma.
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The date
the name and title of the Registrar who will be signing
The name of the graduate
The 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….”
The name and title of the 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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8. The documents are now ready to be shipped to the next destination.
Preparing the Secretary of State
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letter
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.
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The date
The name of the graduate
The documents list
The country for which the documents must be certified
the credit card 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 Letterhead, and sign the letter yourself.
4. Add to the Notary letter and the documents to be sent to the SoS.
Shipping the Documents
You will need a FedEx account to create labels for the shipments. If you have not been given an account for FedEx, speak with a Registrar about how to generate the labels or getting an account.
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Select the packaging
The S-2638 2”x18” tube is for all graduate level diplomas. Both Notarized and to-be-Apostille-certified sets of documents (diploma, and transcript if applicable; 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 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 or to-be-Apostille-certified sets of documents should be placed in one envelope.
For Notarized documents only, affix the final destination address label to the envelope.
For Apostille, 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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Once you have gently packaged, labeled, and sealed your documents into the appropriate shipping materials, you have completed the process for Notary and Apostille. Place the documents in the mailing cart to be collected by Campus Mailing Services.
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Additional Notes
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 Notarized-only documents on to the final destination.
The Office of General Counsel is not the only Notary that can provide this service. The graduate is welcome to have another 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 Notary, to the SoS, to the destination, without requiring any intervention from the graduate throughout the process.
We recommend profusely that the graduate not use their 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 hurt by the process of Notary or Apostillecompromised.