Posted by John_NorCal on 10/18/09 11:59pm
Msg #307780

CA Notaries

I was just looking on the Sec of State's website and found the following in their section on apostiles. I find it to be confusing being as how we are not allowed to do what is indicated in the sentence. What I can picture is someone getting a copy of transcripts, etc and taking it to a notary so that it can be "notarized."

Customers requiring authentication of any school records (e.g., transcript or diploma) must obtain a notarized copy of the record from the high school, university, etc., before submitting the documents for authentication.

Reply by JanetK_CA on 10/19/09 12:55am
Msg #307782

Interesting...

I'd be curious to know what they have to say about how that person is supposed to obtain a "notarized copy"! Thanks for sharing, John.

Reply by Laura_V on 10/19/09 6:36am
Msg #307785

This is happening all over the country

I've been running into this situation as well, John.

In WA, I can notarize diplomas but not transcripts. Diplomas are easy to verify online or via phone. Transcripts are not.

The problem is that people are getting a copy of their transcript from their school, altering it, then taking the altered version and a photocopy of it to a notary for copy certification / notarization.

For example:
Someone get a BA in Hospitality for a career in hotel management.
They see an opening for their dream job at a great hotel. But the job requires coursework in off site catering in addition to the BA and the applicant didn't take these classes.
So the Bright Young Thing creates an altered transcript that looks almost exactly like the original, makes a copy, gets the copy notarized, and submits it with his job application.

This is why your state's SoS is now requiring the universities, etc, to get the copies notarized, not the former student when an Apostille is involved.

You or I could call a US college and verify that specific classes are taken. We speak Engligh.

But someone speaking another language (especially when that language doesn't even involve our alphabet) would have a very hard time verifying the coursework taken.



This is another post of mine that is as exciting to read as watching paint dry.
Oh well. Can't be helped.

Reply by PAW on 10/19/09 7:23am
Msg #307786

Since most transcripts are considered "public records" and available from the educational institution, the registrar, or some other school official, needs to authenticate the transcript. The same holds true for authenticated copies of a diploma, in many states.

I work with a private university, based in Florida, in getting their diplomas and transcript processed correctly through the FL SOS, US Dept. of State and appropriate embassy or consulate, if necessary. Fortunately, in FL we are allowed to attest to photocopies of non-public documents, so it's really not an issue for us.

When there is a need to get an Apostille for public schools, I contact the school for authenticated copies of the diploma and/or transcript. Once the authenticated copies are received, then the process is the same as submitting an attested copy to the appropriate Secretary of State for Apostille processing. Of course, the appropriate SOS office is based on the location of the originating authority, e.g. the school, and whether or not the school is a public or private school. (The words public and private are used somewhat differently in this context as to whether or not the school records are considered public or not.)

Reply by CH2inCA on 10/19/09 10:14am
Msg #307799

I've been a registrar for over 30 years, I work in secondary schools, I also work with universities and teacher credentialing. In my experience individual transcripts are NOT a matter of public record. The only way a person is going to get a 'notarized' transcript from this institution is to have a notary come here and see me sign a transcript. Otherwise to make a transcript an 'official' transcript I have to get a written request from the student or former student AND to receive a transcript I have to get it from a registrar signed and sealed (as in stamped or embossed) in an official sealed (as in lick the envelope and seal with a printed tape) envelope. I do not accept transcripts that are hand carried by a student.

Now that is not to confuse the actual credential or certificate; those may be accessed online by just about anyone.

I have actually had someone request a transcript arrange for a notary to be here when I process the transcript, the the notary does send it to the SOS. AND I have sent transcripts to the SOS with written request from the student or alum.

Reply by PAW on 10/19/09 10:28am
Msg #307800

>>> ... individual transcripts are NOT a matter of public record. <<<

That is why I stated, "(The words public and private are used somewhat differently in this context as to whether or not the school records are considered public or not.)" In Florida, public schools (including all accredited colleges and universities in Florida) are the only source of certified transcripts. They are not "a matter of public record", but are handled as if they were in that only the originator of the transcript can certify a copy.