Notary and Apostille Process
The Office of the University Registrar supports students’ academic and professional endeavors through notary and apostille services. Students may contact registrar@utrgv.edu or visit U Central for any information not covered in the frequently asked questions below.
Notary
A notarized document is one which has been denoted with a stamp (or seal), indicating the signature on the document is legitimate. Notaries witness the University Registrar, or other authorized academic officials, sign a statement attesting to the authenticity of a UTRGV document. The notary will then 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.
- Official UTRGV transcript. The transcript must originate from the Office of the University Registrar in order to be notarized.
- A replacement reprint of a UTRGV diploma.
Note: There is no charge to notarize your UTRGV diploma or transcript.
A. If ordering official Transcripts:
- Order online through the transcript portal.
- Request to have a physical copy mailed.
- Select the option “I attended UT-Brownsville/Texas Southmost College only.” Students should still select this option even if it does not apply to them, as this option allows for the request to be held in our pending queue for notarization.
- Once the student receives the confirmation email from Parchment with an order number, the student must forward the email to registrar@utrgv.edu or a UCentral/Registrar staff member with a request to have the transcript(s) notarized.
B. If ordering a Diploma
Submit a Replacement Diploma/Certificate Request form in person to UCentral or to registrar@utrgv.edu. Please make sure to check off the box “Needs Notarization”.
The Office of the University Registrar will then contact the student once the items are available for pick up or they will be mailed if requested.
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. In Texas, apostilles may be obtained from the Texas Secretary of State.
For specific information regarding the apostille process in Texas, visit the Texas Secretary of State's Apostilles/Authentication of Documents webpage.
- Request an official transcript and/or replacement diploma to be notarized by the Office of the University Registrar as explained above. The documents must be notarized before the apostille can be obtained by the Texas Secretary of State. Students should check with the intended recipient if they are not sure if they need an apostille for both the official transcript and replacement diploma.
- Once the documents are notarized, the student should take or mail the documents to the Texas Secretary of State to acquire the apostille.
| Mailing Address | Physical Address for Walk-In Service |
|---|---|
| Office of the Secretary of State Authentications Unit PO Box 13550 Austin, TX 78711 |
Office of the Secretary of State |
3. Visit the Texas Secretary of State website for more information regarding the
additional documentation and payment that is required for requesting an apostille.
Yes, the Office of the University Registrar may mail the items on the student’s behalf. However, it is the student’s responsibility to provide all of the necessary documents. Students should check with the intended recipient if they are not sure if they need an apostille for both the official transcript and replacement diploma. Students should request their documents to be notarized using the methods discussed above and provide the additional documents and payment as needed by the Texas Secretary of State. The items will be sent off to the state in flat mailers that are 13 x 18 inches.
Below are the items that the student must provide to the Office of the University Registrar for the mailing of their apostille request.
- The notarized transcript and/or diploma.
- Completed Apostille Request Form. Request form 2102 or 2103 depending on the purpose of the apostille.
- Payment for the fee of $15 per certificate, unless the fee is for an adoption proceeding. The fee for an adoption proceeding is $10. Payment can be made through one of the methods below:
a. Check/Money Order - check or money order drawn on a U.S. Bank and made payable to the Secretary of State of Texas.
b. SOSDirect Client Account - Online payment system available on the Secretary of State’s website if you wish to submit payment by credit card. - A self-addressed, stamped envelope or self-addressed pre-paid carrier label (FedEx, UPS, and USPS). The Secretary of State will use this item to return the notarized document and apostille to the student. Note: If requesting an apostille for a diploma, it is suggested that the return method be able to accommodate the 11x14 inches size of the diploma to avoid it having to be folded multiple times upon return. Additionally, when selecting the return method, note that UTRGV sends all of the items to the state in flat mailers that are 13 x 18 inches. Therefore, we recommend choosing items such as envelopes or mailers as opposed to cardboard boxes to ensure that all items will fit inside the mailer.
Per the Secretary of State, requests are generally processed within 25 business days. Students should contact the Secretary of State Authentications Unit at (512) 463-5705 for updates regarding their apostille requests.