Receiving a diploma for apostille and/or notarization

1. Scan or take a photo. the diploma on a Registrar Office printer and email it to yourself. Photos are recommended

 Scan/Email

Place the document on the glass scanner; do not attempt to run it through the top of the printer.

Select “email.”

Enter your email from the address book or by manually typing in the address; click send and the document will scan and send.

2. Open the email from the Xerox to open and view the PDF.

3. Once the document opens in Adobe, export the PDF into a JPEG image (so that it can be inserted into the Word diploma letter).

 Exporting the PDF to Image

Select file > export to > image > JPEG

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.

5. Open the most recent notary letter, found in the nearby folder, Registrar > Apostille and Notary > [Year] Letters.

6. Delete the previous diploma image located in the top right corner.

7. Insert the image of the diploma you just exported.

 Inserting a Picture

Choose the Insert tab, then Pictures, then insert from Pictures; select the diploma images for notary or apostille folder; add the diploma image you just saved.

8. Update the content of the letter to match the details of the notarization.

• Edit the diploma image so that it fits in the top right corner by rotating and resizing.

• The date

• The Registrar name and title who will be signing the document

• The pronoun of the Registrar

• The degree name

• The graduate name

• The degree date

• The Registrar name and title under the signature line

9. Save the document as the new graduate name (NOT the former graduate who was on the last letter) and the degree title.

10. Print the document on Registrar letterhead.

11. Have the Registrar whom you named in the letter sign the document on their signature line.

12. Deliver (or have a student worker deliver) the documents to the Office of General Counsel on the third floor of Gibson, directly above the Office of the Registrar.

13. The documents will be notarized at the opportunity of the notary and returned to the Office of the Registrar.

14. The documents are now ready to be shipped to the next destination.