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Notary and Apostille Process

What is a Notarized Document?

A notarized document is one which has been denoted with a stamp (or seal), indicating the signature on the document is legitimate. Notaries in the Office of the University Registrar witness the University Registrar, or other authorized academic official, sign a statement attesting to the authenticity of a Texas State University document. Then the notary will sign and place his or her notarial stamp near a statement which acknowledges the notary witnessed the document signing. A notarized document helps to convey to the recipient that the document presented to them is official and authentic.

 

What types of documents will the Office of the University Registrar notarize?

The following documents may be notarized:

  • Official Texas State University transcript from the Office of the University Registrar. The transcript must originate from our office to be notarized. Information on ordering a transcript can be found on the Transcript Information page on our website.
  • A duplicate Texas State University diploma. Information on ordering a duplicate diploma can be found on the Diplomas page on our website.

We can notarize your transcript or duplicate diploma at no additional charge. Those requesting documents for employment purposes overseas may need to investigate what authentication may be required by the country where the diploma will be presented. Diplomas may be sent overnight at your expense; our office uses Federal Express or UPS. Please visit the FedEx or UPS websites to order a shipping label to send to us for expediting.

 


Original diplomas are printed and mailed through Print/Mail Services and do not have the option of being notarized. If requesting a notarized diploma, a duplicate diploma would need to be ordered.


 

What are the procedures for notarizing a Texas State University transcript or duplicate diploma?

Order your documents as specified on our website.

a. If ordering Transcripts:

i. Order online through TranscriptsPlus.
ii. Request to have a physical copy mailed or picked up.
iii. If requesting to be mailed, select the option to Enter Receipt Manually and then select you have an attachment that must be sent with your transcript that Texas State University must add information to before sending.
iv. Once you receive the confirmation email from TranscriptsPlus, forward to registrar@txstate.edu with your request to have the transcript(s) notarized. Your order number must be included.
v. Please allow one to two business days for processing.

b. If ordering Diplomas:

i. Submit a Duplicate Diploma Request and select the option to have it notarized when placing the order.
ii. Please allow two weeks for delivery.

 

What is an Apostille?

An apostille is an additional form of authentication issued to documents for use in countries which participate in the 1961 Hague Convention Abolishing the Requirement of Legalization of Foreign Public Documents. The completed apostille certifies the authenticity of the signature of the notary. A document which has been certified with an apostille is to be considered acceptable for legal use in all Hague Convention participating nations. Apostilles may be obtained from the Texas Secretary of State (or the United States Secretary of State) confirming that the academic officials and notaries in the Office of the University Registrar are authorized to certify such documents in their roles as notary publics.

For more general information regarding apostilles, you may wish to read The ABC's of Apostilles brochure created by the Hague Conference on Private International Law's Permanent Bureau or visit their webpage regarding the Apostille Convention. For specific information regarding the apostille process in Texas, visit the Texas Secretary of State's Apostilles/Authentication of Documents webpage.

 

What are the procedures for obtaining an apostille for my notarized Texas State University transcript or duplicate diploma?

1. Request a transcript and/or diploma to be notarized by our office. The documents must be notarized before the apostille can be obtained.
2. Once the documents are notarized, you may take or mail the documents to the Texas Secretary of State to acquire the apostille.

For mail delivered by the United States Postal Service use the deliver address below: For mail delivered by FedEx, DHL, UPS, or any other courier (other than USPS and TX State Campus Mail), use the delivery address below:
Texas Secretary of State
Authentications Unit
P.O. Box 13550
Austin, TX 78711-3550
Texas Secretary of State
Authentications Unit
1019 Brazos, B-13
Austin, TX 78701

Documents needed by the Texas Secretary of State for apostille processing:

  • Form 2101. Payment Form.
  • Form 2102 OR Form 2103. Request for Official Certificate or Apostille.

These forms are available for download through the Texas Secretary of State’s website.

3. The Secretary of State will attach the apostille and will then forward the documents. According to the Authentications Unit's webpage please allow at least 10 business days apostille processing for any mailed documents. If you are mailing the documents to the Texas Secretary of State's Authentications Unit, a postage paid, addressed envelope must be provided for them to return the documents to you or your intended recipient.

 

What if I cannot travel or mail the documents to the Texas Secretary of State myself, will your office assist me in sending the documents for the apostille processing?

1. Request your documents to be notarized using the methods above. For the shipping address, include the address for the Texas Secretary of State:

For mail delivered by the United States Postal Service use the deliver address below:

For mail delivered by FedEx, DHL, UPS, or any other courier (other than USPS and TX State Campus Mail), use the delivery address below:
Texas Secretary of State
Authentications Unit
P.O. Box 13550
Austin, TX 78711-3550
Texas Secretary of State
Authentications Unit
1019 Brazos, B-13
Austin, TX 78701

2. Submit completed forms required by the Texas Secretary of State’s Office for an apostille. Since these forms contain sensitive information, they will not be accepted by email.

3. Submit a self-addressed, stamped envelope or pre-paid shipping label for the Texas Secretary of State to mail the document(s) once they have completed the request for an apostille.