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Scan or take a photo of the diploma and save

Scanning

 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.

  1. After scanning and emailing to yourself, open the email from the Xerox to open and view the PDF.

  2. 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

  1. Save the scanned document or photo 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.

Taking a photo

  1. You can use your phone to take a photo of the diploma. After emailing the photo to yourself, delete the photo from your phone and cloud account.

  2. Download the image from the email and save the scanned document or photo 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.

Create a new letter

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

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

  3. 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.

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

Letter editing checklist

  • Edit the diploma image so that it fits in the top right corner by rotating and resizing
  • Date
  • Registrar name and title who will be signing the document
  • Pronoun of the Registrar
  • Degree name
  • Graduate name
  • Degree date
  • Registrar name and title under the signature line

Every document must have its own letter for the Notary. Create another letter for a transcript or second diploma.

 Notary letter text

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      

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

Print the letter and get signatures

  1. Print the document on Registrar letterhead.

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

  3. 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.

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

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

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