Notarization & Authentication of Documents
International students or students seeking employment abroad may need to provide certification of their degree from the United States. Certification entails obtaining an affidavit from Cal Poly Pomona to verify the authenticity of the document.
Notarization:
The Registrar’s Office provides notarization and authentication services for official CPP transcripts, diplomas, or degree verification/enrollment letters. Per state guidelines, only original documents are eligible for notarization and authentication.
Apostille:
An Apostille is a certificate that authenticates the signature of a public official on a document for international use. It verifies the signature, the official’s capacity, and, when applicable, the identity of the seal or stamp on the document (e.g., a notary public seal). In California, this service is provided by the California Secretary of State's Office. Students or requesting parties must submit notarized documents directly to the State of California for Apostille services. Complete instructions and fees can be found on the State’s website on notary authentication.
How to Request Notarization and Authentication of Transcripts, Diplomas, and Degree Verification Letters:
Documents requiring notarization and authentication must be original, sealed, and submitted directly by the student to a University official. Third-party services cannot be accommodated.
Please read the instructions outlined below carefully before you submit a request for notarization or authentication by the University.
Explanations:
- The Document Authentication request may be used if an entity request that the University provide verification that a document issued is original and legitimate. If this option is chosen, an official letter signed by the Registrar, and affixed with the University seal will be attached to the document in question (e.g., Diploma, Transcript, Degree/Enrollment Verification Letter)
- The Notarization request should be utilized if an entity is requesting that a notary witness the signature of the Registrar on a letter affirming the authenticity of the document in question (this process should be used if an apostille is required)
Please Note:
- The process for document authentication and/or notarization may take up to 15 business days to complete (this is in addition to the time it will take to process duplicate diploma, transcript, and degree verification requests)
- The Registrar's Office is unable to provide apostille services, please make arrangements with an apostille service agency, or follow the directions outlined in the California Secretary of State's Website
Processing timelines may vary due to campus holiday closures, or high volumes of requests being processed; please submit your request well in advance of any deadlines you may have.
For any authentication and notarization questions, please contact the Registrar’s Office at (909) 869-3000 or send an email to diplomas@cpp.edu.
Registrar’s Office Contact Information:
Email: diplomas@cpp.edu
To Notarize
1. Ordering an Official Transcript or Transcript & Verification Letter for Notarization:
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- Place your transcript order through the National Student Clearinghouse (NSC).
- Select "Electronic" as the delivery method and complete the Notarization & Document Authentication Request Form (PDF) in NSC.
- If you need both the transcript and a degree verification letter notarized, make sure to check both boxes on the form.
- For more information on ordering transcripts, visit our webpage: Registrar's Office - Transcripts.
- Submit Your Request:
- Once the form is completed, attach it to the NSC transcript order. The transcript order along with the form will be sent electronically to the Registrar’s Office.
- Processing by the Registrar’s Office:
- The Registrar’s Office will review your request. If additional information is required, we will contact you, so please ensure your contact details, including phone number and email, are accurate.
- Timeline for Completion:
- Please allow up to 14 business days for the process to be completed.
- Submit the Request:
- Complete the Notarization & Document Authentication Request Form (PDF) and submit it by mail, email, or in person at the Bronco Advising Center (BAC), located in SSB 121-East, Blue Counter.
- To submit via email, attach the completed form along with a copy of your government-issued ID and send it to diplomas@cpp.edu.
- Processing by the Registrar’s Office:
- Once your request is received, the Registrar’s Office will begin processing it. If additional information is required, we will reach out to you, so please ensure your contact details (phone number and email) are accurate.
- Timeline for Completion:
- Please allow up to 14 business days for the process to be completed.
1). Submit the Diploma request through the University’s diploma vendor, the Michael Sutter Company, via this link: Online Diploma Store.
a. enter your login information: BroncoID and Last Name
b. click Search My Diploma
c. click on Order Additional Diploma
d. enter Secure ID, if you do not have one, click on Submit Diploma request and follow the instructions to receive a Secure ID
e. once secure ID is received via email, access back to the website, and indicate diploma quantity
f. click on Notary Service, then click NEXT.
g. click on Notarize This Diploma.
h. you will be referred back to the landing page, the status will be updated to Notary Service Added
2). Registrar’s Office will process your request and connect with you if additional information is needed.