Obtaining authentication can be a lengthy process due to notary requirements, shipping times and the multiple steps involved. Please plan accordingly.
Seal of the Apostille of the Hague and Certificates of Authentication
An "Apostille" is an internationally recognized document certification, developed so official documents can be reliably shared and certified across international boundaries. In New York, the Apostille of the Hague process is managed by the New York Department of State Division of Licensing Services. In some cases, a Certificate of Authentication will be issued by the New York Secretary of State to authenticate public document for use in any country which is not a member of the Hague Convention. Students will work with the Registrar's Office, the County Clerk and the Department of State to receive authentication. Students who are attending foreign universities, or who are applying to study or work overseas, may need documents certified with the Seal of the Apostille of the Hague.
- More Information: Apostille Process in New York
Requesting Authentication
- Due to notary requirements, this process is generally completed on campus. This can be a time-consuming process, depending on your needs and shipping times, so please plan accordingly.
- The student will need to determine which SUNY Cortland academic documents they need certified by the Department of State. Generally employers and schools require a transcript or diploma from the College.
- It's very important to be assured you require the Apostille. Many foreign agencies and schools will accept documents with a College Seal and notarization, which can be processed quickly on campus, and do not require authentication by the Clerk or Department of State.
- Please be assured you are sending documents to a Hague Conference participant, and the recipient has no restrictions on document provision.
Steps to Follow
- The student will need to provide a request in writing to the Registrar's Office, including a request form for any transcript copies (if needed) along with the associated fees. If you are requesting certification of a diploma, you may have a duplicate diploma copy to be sent.
- The Registrar will provide a letter certifying the documents, that will be notarized at the College.
- The student will submit the Registrar's notarized letter to be authenticated/certified to the County Clerk's Office. Please consult the Clerk's office for fees, office hours and delivery options.
- Once all documents are completed, the student will send the documents and forms to the NYS Department of State. The student is required to download and complete the New York Department of State's Authentication/Apostille Request Form (PDF) that will be used to request the seal. A check must be provided to the Department, covering the costs of authentication. Fees are identified on the form and payable to the State, not the College. We suggest you send the documents using an express mailing service with a tracking number.
- The NYS Department of State will authenticate the documents and send the documents to its destination as requested by you.
- Questions regarding the certification must be directed to the NYS Department of State.
Additional Information, Guidance and Notices
The Registrar's Office provides the following links to guidance for your information. Questions should be addressed to the proper authorities, and we suggest you communicate with the agencies you are working with to be assured you are completing any necessary steps.
Contact Information
Cortland County Clerk
46 Greenbush St. Suite 105
Cortland, NY 13045
New York State Department of State
Division of Corporations, State Records, and Uniform Commercial Code
99 Washington Avenue 6th floor
Albany, NY 12231