Apostille and Document Authentication Services
What is an Apostille Seal?
An Apostille is an official certificate that shows a document is real and can be used in another country. It confirms that the signature, seal, or stamp on the document is genuine.
If the country where you will use the document is part of the Hague Apostille Convention, you will need an Apostille. If the country is not part of the agreement, you will need an Authentication Certificate instead.
People often need an Apostille or Authentication Certificate when using school records, birth certificates, or other official documents for studying, working, getting married, or moving to another country.
For Country-Specific Requirements
Please visit the following sites for country-specific requirements:
New York State apostille and authentication services
U.S. federal document certification for use abroad
Eligible Documents
The Office of the Registrar processes the following documents for Apostille or Authentication:
- Official Academic Transcripts
- Original Diploma or Degree Certificate
- Enrollment Verification Letters
- Degree Verification Letters
- Course Description(s)
- Course Syllabi
How to Request Apostille/Authentication Services
If you need transcripts, diplomas, or enrollment and degree verification letters certified for use abroad, Queens College can authenticate and notarize your documents. You are then responsible for completing the apostille or certificate of authentication with New York State.
The Registrar authenticates and notarizes academic records but does not issue the apostille seal itself. Follow the six steps below to complete your request.
Expand each step for full instructions.
Step 1 — Submit Your Request
Email Registrar@qc.cuny.edu or submit a request through the QC support system with:
- Full name (including any name used while attending Queens College)
- EMPLID/Student ID (if available), or date of birth if not
- Document type(s) needed
- Destination country
Step 2 — Order Your Transcript or Diploma
Order through Parchment and have it sent directly to:
Queens College – Office of the Registrar
65-30 Kissena Blvd.
Queens, NY 11367
Attention: Apostille Processing Unit
Do not have documents mailed to your home address.
Step 3 — Notarization
The Registrar’s Office verifies the document(s) and coordinates notarization with an authorized Notary Public. This step may take a few days depending on notary availability.
Step 4 — Pickup
You’ll be notified by email once your notarized document(s) are ready. Documents may be:
- Picked up in person — bring your QC ID (or valid photo ID for alumni)
- Picked up by an authorized representative — requires a completed FERPA Consent to Disclosure of Student Information form and valid photo ID
- Mailed to you — requires FERPA consent; a prepaid shipping label may be provided. Shipping costs are the student’s responsibility, and Queens College is not responsible for the package once released to the carrier.
Step 5 — County Clerk Certification
Notarized documents must be certified by the County Clerk’s Office in the same county as the notary. See the NYS Unified Court System for locations and requirements.
Step 6 — NYS Apostille/Authentication
After County Clerk certification, submit the documents to the New York State Department of State. Current instructions and fees are available at dos.ny.gov/apostille-or-certificate-authentication.
Processing Times
| Service | Estimated Time |
|---|---|
| Parchment order processing | 5–10 business days |
| Postal delivery | 5–10 business days |
| Registrar review & notarization | 5–10 business days |
| County Clerk processing | Varies |
| NYS Apostille/Authentication | Varies |
International mailing and government processing times may extend the overall timeline.
Fees
Queens College does not charge a fee for document verification and notarization unless otherwise stated. Other potential fees include:
- Official transcript fees
- County Clerk certification fees
- NYS Apostille/Authentication fees
- Shipping and mailing costs
Current state fees: nycourts.gov — filing fees
Important
Requirements vary by country and receiving institution. Students are responsible for confirming Apostille or Authentication requirements with the requesting agency before submitting a request.
Frequently Asked Questions
What is an Apostille?
A certificate verifying the authenticity of a public official’s signature on a document, so it can be recognized in a Hague Apostille Convention member country.
Apostille vs. Authentication — what’s the difference?
Apostille is for Hague Convention member countries; Authentication (legalization) is required for non-member countries.
Why would I need one?
Common reasons include studying abroad, working overseas, applying for a visa, immigration, or professional licensure in another country.
Which documents can be apostilled?
Typically official transcripts, diplomas, enrollment verification letters, degree verification letters, and graduation verification letters — requirements vary by destination country.
Can I submit a photocopy or scan?
No. Original or officially issued documents are required. Photocopies and scans are not accepted unless properly certified and notarized.
Does Queens College issue the Apostille?
No. The College verifies and notarizes eligible records; the Apostille itself is issued by the New York Department of State.
How long does the full process take?
Processing spans the College, County Clerk, and Department of State, plus mailing time. Students should allow several weeks and plan ahead of any deadlines.
Can someone act on my behalf?
Yes, with proper authorization and identification, including a completed FERPA Consent to Disclosure of Student Information form.
Can the College mail my documents to me?
Yes, with FERPA authorization. Shipping costs are the student’s responsibility, and a trackable service is recommended.
Do I need to be in the U.S.?
No. Students abroad may authorize a representative or arrange for documents to be mailed per College procedures.
Does an Apostille verify my degree or grades?
No. It only certifies the authenticity of the signature, seal, or notarization — not the content of the document.
Does an Apostille expire?
The Apostille itself does not expire, but some receiving institutions may require recently issued documents. Confirm with the receiving party.
Do I need a translation?
Some countries require certified translations. Confirm with the receiving institution, employer, or government agency.
How do I know if I need an Apostille or Authentication?
This depends on the destination country. Check with the requesting institution, employer, embassy, or government agency.
What information should I provide when requesting service?
- Full name
- Student ID number (if applicable)
- Contact information
- Document(s) requested
- Destination country
- Preferred delivery method
Contact us
In-person
Dining Hall, Room 128
Monday – Friday
9am to 5pm
Virtual Appointment
Monday – Thursday 8:30am to 4:30pm
Friday 2:30pm to 4:30pm
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