Posted by a-newbie,CA on 10/11/04 4:23pm
Msg #9660

certified copies in CA

okay, the CA notary Handbook seems pretty clear on the subject, but...
i just want to make sure i understand. a friend needs a "certified" copy of her diploma to send to Cambridge University in England. several people have told her to just have a notary copy the diploma and then "certify" it. we can't do that, right? i told her that she could write an affidavit declaring the copy's validity and i can notarize her signature on it. think that would work? thanks for any help.

Reply by Gerry in VT on 10/11/04 5:02pm
Msg #9663

You don't say what country the diploma was from.
The U.S. universities I'm familiar with will issue a
"verification" which is a written statement that
a person received a certain degree. If need be that
could be notarized by a notary in the university
registrar's office. It might be helpful to read
the exact wording on the request from Cambridge.

As far as I'm concerned, the proper organization
to certify degrees is the university that granted them,
and I wouldn't consider having anything to do
with the notarization of a diploma, since I don't
work for a university.

Reply by smitty on 10/11/04 5:59pm
Msg #9664

I think you're right. Notaries may only certify copies of powers of attorney and copies of their journal. Other certified copies should be made only by the State Registrar.

Reply by drewstealth on 10/11/04 7:54pm
Msg #9666

I'm pretty sure that you can Certify a copy of the Diploma. Basically all you are doing is a Jurat. The person is just swearing that it is a true copy of the original. While i never done a diploma i have done many other things. The wording goes as folows:
I, _________ hereby swear(or affirm) taht the attached reproduction of: ______________________ is a true, correct, and complete photocopy of a document in my possession.
_______________________________________________________
(signiture and address of the custodian of original document)

the the jurat wording. I do it all the time and it has worked for other certificates and I.D's and such.

Reply by Jon on 10/11/04 9:02pm
Msg #9669

Just want to clarify that in your example you are not certifying the diploma, the document custodian is certifying the document and you are adminstering an oath as to the truthfulness of the custodian's statement.

In Ca we can only certify POA's and copies of the journal to the SOS.

Reply by Rhoda/CA on 3/23/06 2:05pm
Msg #108100

I did a search on certifying birth certificates and found the previous message. Will this work for birth certificates? I would simply attach the Jurat? A mother called me wanting her two kids birth certificates certified. Would love seasoned advice. Thank you.

Reply by PAW on 3/23/06 2:15pm
Msg #108103

California statute specifies that a notary public may only certify copies of powers of attorney
under Probate Code section 4307, and copies of his or her notary public journal. (Government
Code sections 8205(a)(4) and 8205(b)(1))

Certified copies of birth, fetal death, death, and marriage records may be made only by the
State Registrar, by duly appointed and acting local registrars during their term of office, and
by county recorders. (Health & Safety Code section 103545)

There are those who say that the document custodian can make an affidavit stating that this is true and correct copy, but that may not be considered a "certified" copy by the recipient. Typically, a certified copy of a birth certificate has the raised seal of the issuing authority (Dept. of Vital Statistics, for example) affixed to the copy, not merely an affidavit by the custodian.

Reply by PamC/CA on 10/11/04 8:40pm
Msg #9668

I do work for a University and know that the Registrars office is the Office of Official Record and your friend should go there for her Certified Copy. Usually it bears the embossed seal of the school signifying it is valid. And in some cases not all, the University will send it to the other University. That's how it is done at my school. The school I work at would not accept a notarized copy of any type of Transcript. Hope this helps.

Reply by BarbaraL_CA on 10/11/04 11:32pm
Msg #9672

Use Copy Certification by Document Custodian

In CA there is a document called "Copy Certification by Document Custodian". The wording is below. You are not certifying the document, but you are notarizing the statement that the holder of the document swears that it is a true copy. If you'd like a copy of this, please email me and I'll send it to you.

COPY CERTIFICATION BY DOCUMENT CUSTODIAN

State of ____________________________

}SS. County of ___________________________



I,_________________________,hereby declare that the attached reproduction of



_____________________________________
Description of original document

is a true, correct and complete photocopy of a
document in my possession and control.

Subscribed and sworn to (or affirmed) before me

this ______, day of___________, ____________
Day Month Year




_________________________________
(Signature of Notary Public)
Place notary seal Above

Reply by a-newbie, CA on 10/12/04 12:26am
Msg #9673

Re: Use Copy Certification by Document Custodian

wow! i would love a copy. that seems perfect! did i miss your e-mail address? thanks!

Reply by BarbaraL_CA on 10/12/04 12:37am
Msg #9676

Re: Use Copy Certification by Document Custodian

FYI, if you click on my name it'll take you to my profile page where my email address is. However, you can just email me at [e-mail address]

Reply by a-newbie, CA on 10/12/04 12:39am
Msg #9677

Re: oops

i knew it must have been obvious!

Reply by drewstealth on 10/12/04 11:16am
Msg #9681

Re: Use Copy Certification by Document Custodian

I knew that was correct. I posted that wording a while ago. At least i know that you can do that and that i haven't been doing incorrect notaries all this time.

Reply by BarbaraL_CA on 10/12/04 11:30am
Msg #9682

Not for Vital Records

Be sure that you know that this certificate is not for Vital Records: Copy certification by document custodian is not appropriate for vital records such as birth, marriage and death certificates, since originals of these documents are retained by public agencies. Persons requesting certified copies of vital records should contact the agency that holds the original - in California, typically the County Registrar Recorder where the birth, death or marriage occurred.

Reply by drewstealth on 10/12/04 7:59pm
Msg #9721

Re: Not for Vital Records

Well i haven't done one like that for marriage or death, but i have done it for a birth certificate. I have my original birth certificate. I have seen others with there original birth certificate. As long as they have the original they can do it can't they?

Reply by PAW Notary Services on 10/12/04 8:32pm
Msg #9726

Re: Not for Vital Records

Typically, in most states that I know of, you cannot certify copies of vital record documents. The document is certified by the bureau or office that registers the record. And, just for the record, from what I've been told and led to believe for a very long time, birth certificates are just that A certificate of a recorded birth. All certificates are "original" in that respect, as they are signed and sealed by the issuing authority. However, the "original" registration of birth is what the certifcate applies to, and there is only one original registration document. Everything else is simply a certificate of that registration. And you can't make a copy of the orginal registration certification, because you don't have it.

Florida allows us to make or supervise the making of a copy and then certify it. However, it is limited to documents that are not vital records or some public records as the issuing authority must make the certified copy. FL Status 117.05(12)(a) reads: "A notary public may supervise the making of a photocopy of an original document and attest to the trueness of the copy, provided the document is neither a vital record in this state, another state, a territory of the United States, or another country, nor a public record, if a copy can be made by the custodian of the public record."

Reply by a-newbie, CA on 10/12/04 12:27am
Msg #9674

Re: certified copies in CA, thanks

thanks again everyone! you all rock!