Apostilles and
Certifications
Kirk Jordan, M.A. Linguistics/TESOL
April 19, 2012
The Eastern International
University (EIU) in Binh Duong
province, Vietnam, has a Western-
standard and a well laid out campus.
It is affiliated with Portland State
University (PSU) in the USA.
EIU is a 1.7 trillion Dong ($100 million
USD) project that is a first in Vietnam.
The campus, with its new teaching
classrooms, dormitories and
administrative and support buildings,
would not look out of place in Singapore,
the U.S. or Europe.
Standard undergraduate programs approved by MOET:
Business Administration
◦
the most popular course in most Vietnamese Universities
Science Engineering Technology
◦
Electrical & Electronics Engineering Technology
◦
Automation Engineering Technology
◦
Mechatronics Engineering Technology
◦
Mechanics (Machine Building Engineering Technology)
Nursing
http://www.business-in-asia.com/vietnam/education_and_training.html
If you plan to teach abroad, you will likely need copies of your
important documents for interviews, visas or work permits,
and be able to provide verifiable proof that your credentials are
authentic.
These credentials include:
Diplomas
Certificates (e.g. TESOL)
Transcripts
Background checks (State, Federal)
It is difficult (or impossible) to get some credentials
verified/authenticated if you are not in the USA, so do this
before you go!
(http://beijing.usembassy-china.org.cn/acs_teach.html)
Most countries require that you have a minimum of six (6)
months on your passport in order to obtain a visa or to
enter the country. If your passport is close to the
expiration date, it is a good idea to renew it before you
travel, especially if you think you might stay in the
country to teach or visit other countries during you trip. It
is more difficult to renew your passport overseas,
particularly if there is no consulate/embassy nearby.
(http://travel.state.gov/passport/passport_1738.html)
You do not need the “Health Certification” to enter most
countries – but check for any restrictions.
Check also for recommended vaccinations:
(http://wwwnc.cdc.gov/travel/destinations/list.htm)
However, in order to work, you will probably need some sort of
“Health Certification” that shows you are in good health and
have no major health problems.
You can get a physical from your doctor in the U.S., but usually
the schools will have a clinic they use where you can get it done
– probably for less money and they will know exactly what the
school needs to process your work visa/permit. Some places
require their own clinic to perform the exam – so ask first.
Both apostilles and certifications are used by foreign
governments to assess:
the authenticity of an official signature on a document
the capacity in which the person signing the document acted
the identity of any stamp or seal affixed to the document
When the Department of State authenticates a document with
an apostille or certification, the department verifies that the
person who signed the document is a United States
government official - and the Secretary of State has given
"full faith and credit" to the official's seal and signature.
An apostille (French: notation) is a special seal applied
by an authority to certify that a document is a true copy
of an original.
An apostille can be used whenever a copy of an official
document from another country is needed. The apostille
is an official certification that the document is a true
copy of the original. It does not certify that the
original document's content is correct.
(http://swiss-bank-accounts.com/e/faq/apostille.html)
Apostilles are used in countries, which signed the Hague
Convention Abolishing the Requirement of Legalization of Foreign
Public Documents, popularly known as The Hague Convention.
This convention, created in 1961, replaces the time consuming
chain certification process, which required going to several different
authorities to get a document certified.
Each country party to the Hague Convention designates an authority
within its territory that can issue apostilles. For example, in the
USA, it is the office of the Secretary of State.
Apostilles require no further diplomatic or consular legalization.
(http://www.hcch.net/index_en.php?act=text.display&tid=37)
The following states/countries are all members of the Hague Convention and recognize
apostilles. Some countries which are not full members of the Hague still recognize the
apostille. Check the current list for your country!
Albania, Andorra, Antigua and Barbuda, Argentina, Armenia, Australia, Austria,
Azerbaijan, Bahamas, Barbados, Belarus, Belgium, Belize, Bosnia and
Herzegovina, Botswana, Brunei Darussalam, Bulgaria, China (Hong Kong), China
(Macao), Colombia, Cook Islands, Croatia, Cyprus, Czech Republic, Denmark,
Dominica, Dominican Republic, Ecuador, El Salvador, Estonia, Fiji, Finland,
France, FYR of Macedonia, Georgia, Germany, Greece, Grenada, Honduras,
Hungary, Iceland, India, Ireland, Israel, Italy, Japan, Kazakhstan, South Korea,
Latvia, Lesotho, Liberia, Liechtenstein, Lithuania, Luxembourg, Malawi, Malta,
Marshall Islands, Mauritius, Mexico, Monaco, Mongolia, Montenegro,
Namibia, Netherlands, New Zealand, Niue, Norway, Panama, Poland, Portugal,
Republic of Moldova, Romania, Russian Federation, Saint Kitts and Nevis, Saint
Lucia, Saint Vincent and the Grenadines, Samoa, San Marino, Sao Tome and
Principe, Serbia, Seychelles, Slovakia, Slovenia, South Africa, Spain, Suriname,
Swaziland, Sweden, Switzerland, Tonga, Trinidad and Tobago, Turkey, Ukraine,
United Kingdom, USA, Vanuatu.
(http://www.hcch.net)
A certification performs the same duty as an apostille; however, its
appearance and places of use are different.
For documents intended for use in countries which are not signatories to
the Hague Convention, the Department of State attaches a
certification. Unlike apostilles, which require no further legalization,
certificates of authentication may require further diplomatic or
consular legalization before being sent overseas. This may require
further authentication by the U.S. Department of State and the Foreign
Embassy of the country of intended use. ASK!!
Although apostilles and certification serve the same purpose, substituting
one for the other will delay the use of your documents. It is essential
that you inform the Department of State where the documents will be used.
When you Advance to Candidacy and request your
Certificate(s) or Diploma(s), request a verified copy at that
time (maybe this can be added to the Advancement to
Candidacy forms as a reminder).
After your final grades/degree have posted, if possible, order
your transcript(s) at the window (not online) at Brotman Hall.
Complete a transcript request form (see link)
BE SURE to ask that it be verified (notarized) at that time.
(http://www.csulb.edu/depts/enrollment/assets/pdf/transcript_request_form-ati.pdf)
Apostilles and Certifications are to certify the signatures on
the copies that you are providing have been authenticated.
You should take the original documents with you overseas,
but NEVER give your original documents to anyone, except
for copying. DO NOT leave the original documents “on
file” at the school. However, it is a good idea to have two
sets of original authenticated documents.
If you have some problem with the school, or you need the
documents to change jobs, it can be a problem.
For official verification of degrees awarded by the California State University,
Long Beach , you may use the services of the National Student Clearinghouse, with
which CSULB has contracted to serve as our authorized agent. There is a nominal
charge for the services provided by the Clearinghouse.
Continuing students and CSULB alumni will most often use the official transcript
as the primary document for degree verification. However, the services of the
National Student Clearinghouse are also available to students and alumni who
prefer degree verification documents without the detail found on transcripts.
If you are an employer or background-screening firm requesting this
information, please contact the National Student Clearinghouse:
Web: www.degreeverify.com
Phone: 703-742-4200
Fax: 703-742-4239
E-mail: degreeverify@studentclearinghouse.org
Mail: National Student Clearinghouse
13454 Sunrise Valley Drive, Suite 300
Herndon, VA 20171
(http://www.csulb.edu/depts/enrollment/student_academic_records/access.html)
Most schools (and countries) will require you to get a work
visa or work permit in order to teach. In addition to your
teaching credentials, you will need an authenticated criminal
background check (not more than six months old). Sometimes
a State check is OK, but most countries (e.g. South Korea)
require a Federal (FBI) background check. I highly
recommend getting a Federal (F.B.I.) background check.
Countries are much stricter on this policy now.
Generally, if you have been in-country for more than six
months, you will also need a criminal background check from
that country. Get it before you go!!
In California, a criminal background check is obtained from the Department of
Justice (DOJ), and requires sending your fingerprints for comparison with the
California fingerprint database. The whole process takes about 3 weeks.
This can be done electronically on campus at the Campus Police Office using
LiveScan. Call DOJ first, tell them what you are using it for, and ask which
form to use, and that you will need the results notarized. Be sure you tell them
it is being used for foreign employment – not domestic employment.
Cal State Long Beach Police Dept.
(across from the Student Recreation & Wellness Center)
1331 Palo Verde Ave.
Long Beach, CA 90840
(562) 985-5055
Monday-Thursday 1pm - 4 pm (walk-in only)
(about $40 - $20 for fingerprinting/$20 for background check)
BE SURE TO REQUEST A SIGNATURE AND A STATE SEAL ON THE
BACKGROUND CHECK LETTER – LET THEM KNOW THE BACKGROUND
CHECK WILL BE APOSTILLED/CERTIFIED BY THE CALIFORNIA
SECRETARY OF STATE, AND MUST HAVE A SIGNATURE AND SEAL!
(http://oag.ca.gov/fingerprints)
The U.S. Department of State will not issue an
apostille for State-issued documents. However, they
can authenticate the signature of documents signed by
the California (or any other) Secretary of State.
The California State DOJ background check needs to
be certified by the California Department of State.
Fortunately , they have an office in downtown L.A. that
can do it for $26.00 – be sure it is signed and has the
California State Seal before you go.
http://www.sos.ca.gov/business/notary/authentication.htm
Usually, a State background check is not enough – you will need a
Federal background check done by the F.B.I. This is a time-
consuming process, so start early!
You can not use an F.B.I. approved ‘channeler’ to expedite this process,
because the background check has to be apostilled/certified.
You can not use LiveScan for the Federal background check – you
must have your fingerprints “inked” at a police station (not all do it), or
another place that does it.
Have multiple sets of fingerprints taken by a fingerprinting technician.
Mail all fingerprint forms to the CJIS Division with your request.
You must also use the proper fingerprint card to send to the F.B.I. (see links below)
and you should use a traceable mailing method (e.g. FEDEX).
The CJIS Division will authenticate U.S. Department of Justice fingerprint search
results for international requests by placing the FBI seal and the signature of a
division official on the results if requested at the time of submission.
“Please include with the background check an FBI seal and signature from a
Division Officer. The purpose of this document is to be sent next to the US State
Department for a Federal Apostille.”
1) The fingerprints will go to the F.B.I., 2) the background check will come back to
you, then 3) you send it back to the U.S. State Department for authentication.
Documents prepared in this way may then be sent to the U.S. Department of State
by the requestor to obtain an apostille or certification if necessary
http://www.fbi.gov/about-us/cjis/background-checks/faqs
http://www.fbi.gov/about-us/cjis/background-checks
After the F.B.I. has returned the background check with their seal attached, there is one
more step – the apostille or certification from the U.S. Department of State. Your
document(s) must be sent (or taken) to the State Department office to have the
apostille/certification seal applied and a copy sent to you and a copy forwarded to the
embassy/consulate. Be sure you remember to find out which authentication is required for
your country. Allow 2 weeks by mail.
On the notes and special instructions, be certain to mention you need a Federal
Apostille/Certification for this document for the purpose of obtaining a work visa. It
is important that they know which country wants this and why they want it. You
can also do this in-person at their office in Washington, D.C.
The State Department explicitly says this:
Please include a cover-letter ( see example) with your name, telephone number,
address and email address. Please indicate the name of the country where the
document will be used. We suggest using a self-addressed stamped envelope for faster
return of your documents. Documents received without a return envelope and postage
will be returned through the State Department regular mail, which can result in a 2-3
week delay. You can use Fed/Ex, UPS, and express mail services for faster
receipt/return of your documents.
http://www.state.gov/m/a/auth/
Effective March 1st, 2012, the U.S. Department of State has altered their paper work
process in the Office of Authentications. Before, there was just a regular PDF to
download, print off, fill out, and then mail in. That has changed and now copies of the
DS-4194 form are not permissible! The new instructions for filling out the form to get
an Apostille Seal placed on your FBI background check are as follows:
1) - Download the form from: http://www.state.gov/m/a/auth/
2) - Install Cerenade Visual Reader Application
3) - Open Cerenade Visual Reader Application
4) - From within Cerenade Visual Reader Application open DS-4194.FAR
5) - Complete the entire form for the finalized barcode to appear
Nothing can be written in with pen or changed after the form has been printed.
There is no way to install this program on a Mac computer, therefore when you fill
out this form, you must do so from a PC windows operating computer that is hooked up
to a printer. You cannot open a finished document on a Mac computer to print it.
http://www.state.gov/m/a/auth/
You just moved ahead of a huge percentage of job applicants
who missed the application deadline (or will soon be
rejected) because their paperwork was not in order!
Tips
◦Start early
◦Be organized
◦Find out what is required for your country/school
◦Try to establish an agency contact person/email
◦Get at least two (2) sets of all of your original documents
authenticated.
