University Degree & Transcript Authentication & Legalization

Authenticating your university degree or transcript is a three-step process:

1. Document Preparation
2. Authentication
3. Legalization

Let’s go into each of these in more detail:

1. How to prepare your Degree or Transcript for Authentication

The first step in the authentication process is to prepare your documents so that they’re accepted by every party in the process: Global Affairs Canada, the Embassy or Consulate of the country where you will be using your documents, and the final recipient (your new employer, or university).

Global Affairs Canada authenticates college degrees and university diplomas issued in Canada by recognized post-secondary educational institutions. You do not need to notarize your college or university diploma before submitting it. Diplomas in Latin or Greek, provided they meet all criteria, are also accepted without the need for a certified translation.

Global Affairs Canada also authenticates academic transcripts issued by recognized Canadian post-secondary institutions. If your transcript is signed by the registrar, then you do not need to have it notarized.

Usually, once Global Affairs Canada authenticates a degree, the Embassy or Consulate has no issue accepting it. However, there are a few countries that are stricter in their list of recognized institutions. Degrees from online institutions may be problematic, so it’s best to check with the Embassy before starting the process.

If your degree is not from an accredited institution, it may still be possible to authenticate it, however, there may be additional steps to follow, depending on the rules in the recipient country.

Some embassies also ask that official transcripts are sent by the educational institution directly to them.

Since the authentication and legalization process requires that stamps are placed directly on the document, you may prefer to submit copies rather than an original. It’s completely normal to not want your official degree stamped in this way after all that hard work!

Depending on the Embassy you’re submitting your degree too, you may have the option of presenting a certified copy of your degree. If you prefer this option (and provided it is acceptable to the Embassy and the final recipient), you can submit your original together with a copy of the document to a Canadian notary public.

The notary will confirm that both documents are identical and will certify the copy as a “certified true copy”. Some universities and colleges also provide certified copies of degrees, prepared for submission to Global Affairs Canada. Check with your educational institution to determine if this is possible.

Once you’ve prepared your documents, it’s time to submit them for authentication.

2. How to authenticate your University Degree in Canada

Global Affairs Canada is currently not accepting in-person submissions. Instead, you have to send your documents by mail or courier and include:

• The authentication request form
• The document you need to be authenticated
• A self-addressed stamped envelope or a prepaid courier shipping label.

You can then send your documents to the Global Affairs Canada address:

Global Affairs Canada
Authentication Services Section (JLAC)
125 Sussex Drive
Ottawa, ON K1A 0G2
Canada.

Global Affairs Canada will not authenticate degrees and transcripts that:

• Are plain photocopies
• Have an unknown signature or seal
• Have been glued or laminated
• Are covered in a substance that makes it difficult to stamp
• Have misleading content

If you have any questions, you can also call the Global Affairs Canada authentication services phone number: 1-833-928-1551.

Once they’ve reviewed your document, Global Affairs Canada places a stamp of authentication on the degree, stating that they have authenticated the signature of the registrar of the school.

3. How to request legalization of your Canadian Degree or Transcript

In most cases, the final step concerns the Embassy or Consulate of the country where you will be using your degree or transcript.

Some embassies ask for supporting documents, such as translations, application forms, and a copy of your ID card. It’s important that you comply with these requirements as failure to do so will lead to your documents not being processed – and hence long delays.

Once received, the consular staff at the Embassy will review your degree, ensuring it meets the country’s requirements, and will also check the authentication stamp. If all is in order, they will place a stamp or sticker on the document, confirming that it has been legalized.

Some countries, such as Italy, require an additional step which you complete with Italian authorities. Generally, though, this 3-step authentication and legalization process is sufficient. It’s important to always check with the specific embassy or consulate about their requirements.

When sending your document to Global Affairs Canada for authentication (Step 2), you also have the option of telling them to forward the document straight to your Embassy of choice in Ottawa. The Embassy will then complete Step 3, the legalization. To do this:

• Select “Forward to an embassy/consulate” in the “Shipping Details” section of the mail-in form
• Provide the embassy or consulate’s full mailing address
• Include a separate, sealed envelope with documents for the embassy

If you choose this option, get in touch with the Embassy or Consulate before you mail your documents to Global Affairs Canada. Failure to follow Global Affairs Canada’s or the Embassy’s instructions may result in your documents being returned to you without having been legalized.

The process can get quite overwhelming as multiple entities are involved. Get in touch with us on 1-855-700-5840 if you need help securing your degree authentication.