Graduation

The Registrar’s office will complete the notarizing of your official documents on campus. This is the preferred method because it ensures the authenticity and integrity of your documents for the Apostille process.   

1. Student must place an order for their official transcript (this must be a paper copy, not an e-transcript) and replacement diploma. Both items must be directed to the Registrar’s office. Please note the “attention to” for proper triage and processing. 
    
   Office of the Registrar 
   ATTN: For Apostille
   25 University Ave
   West Chester, PA 19383 
   
   
2. Once received, our office will take the items to the campus notary located in Public Safety for notarization. Transcripts can take 1-2 weeks to be received while paper diplomas can take 4-6 weeks. We cannot begin the process of notarizing until all documents are received.  
    
3. The student must inform the Registrar’s office if they want to pick up the complete notarized documents or have them shipped back to their address of choice. It is recommended to ship to a domestic U.S. address. We do not provide tracking information.  
   • Students must provide a pre-paid label for international mailing or if they want to apply tracking. 
      
4.  The student must submit the notarized documents to the Pennsylvania Department of State in Harrisburg to obtain the official Apostille.  
   • See section “How do I obtain an Apostille or Certification” 

Alternatively, a student has the option of seeking a notarization themselves at a local notary. A student must do research on this option! The Apostille process requires “original documents”, which sometimes includes “true copy” notarizations. A “true copy” notarization is when a student presents their original and their copied documents to a notary and attests to their authenticity. Students need to check with their requester to see if they allow for “true copy” notarizations, specifically for transcripts and diplomas.  

1. The student brings all original documents to their notary or choice.
   • It is recommended the student call the notary and inquire if they are also required to bring a copy of each document along with the original, or if the notary prefers to make the copy.
   • If the student does not have originals, they must place an order for their official transcript and replacement diploma to be sent to their home address.  These must be paper copies, electronic versions will not be accepted.
     • It is recommended the student leave both items unopened and sealed until they are in the presence of a notary. Opened copies may not be accepted. Please check with your notary of choice! 
       
       
2. A notary public verifies that a document is a “true copy” of the original.
   • The notary public may personally compare the copy to the original to ensure they are identical, and the copy is true, accurate, and unaltered. 
     or 
   • Require the document holder (student) to make a sworn statement (affidavit) that the copy is true and unaltered.   
     
     
3. The notary will attach a notarial certificate (affidavit) to attest the copy is true, accurate, and complete reproduction of the original.  
    
4. The student must submit the notarized documents to the Pennsylvania Department of State in Harrisburg to obtain the official Apostille.
   • See section “How do I obtain an Apostille or Certification”
     Important: Not all states or countries allow “true copy” notarizations. Always check what the receiving country requires and what your local notary laws permit. It is the responsibility of the student to conduct this research! 

Additional notary services may be available. For other notary inquires, please contact our Notary Public Services located in Public Safety.