When a document is to be used in another country, it may be necessary to have the document authenticated.  This is known either as an “apostille” or “certificate of authentication.”

• An Apostille is an authentication of a public document issued pursuant to the 1961 Hague Convention abolishing the Requirement of Legalization for Foreign Public Documents. The Convention provides for the simplified certification of public (including notarized) documents to be used in countries that have joined the convention. Under the Hague Convention, signatory countries have agreed to recognize public documents issued by other signatory countries if those public documents are authenticated by the attachment of an internationally recognized form of authentication known as an Apostille. The Apostille ensures that public documents issued in one signatory country will be recognized as valid in another signatory country.
• A Certificate of Authentication is issued by the New York Secretary of State to authenticate public document for use in any country which is not a member of the 1961 Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents. Please Note: Certificates of Authentication may also require an additional certification from the United States Department of State prior to submission to the foreign country.
• An Apostille or Certificate of Authentication issued by the New York Secretary of State is a one-page document with a blue laser printed facsimile of the New York Department of State Seal. Both the Apostille and Certificate of Authentication include the facsimile signature of the New York Secretary of State or his/her deputy.

HOW TO OBTAIN APOSTILLE OR AUTHENTICATION FOR YOUR RENSSELAER POLYTECHNIC INSTITUTE EDUCATION DOCUMENTS 

• Educational documents (transcripts or diplomas) must be obtained from an official at the Office of the Registrar at RPI who must certify that the document is an official record or a true copy of the original document.
• The official's signature must be notarized by a notary public.
• The document must then be presented to the Rensselaer County Clerk's Office in the county where the notary public is qualified to certify the signature of the notary public.
• The document can then be presented to the New York State Department of State for authentication.

In order to obtain a New York State apostille, the following steps need to be completed by the student. Processing may take an estimated 12 weeks from once RPI receives all documents to requestor receiving the completed apostille from New York State.  The Registrar’s Office will have the transcript and/or diploma notarized and certified.  The notary and Registrar will affix the appropriate seal and signature. 

• Transcripts: Request Official Transcript; here is the link to the form with directions:
  • https://tsorder.studentclearinghouse.org/school/ficecode/00280300
  • Request the transcript be sent directly to:
    • Rensselaer Polytechnic Institute
    • Office of the Registrar
    • Attn:   Kimberly Herkert
    • 110 8th Street
    • Academy Hall
    • Troy, NY   12180-3590

• Diplomas: If you have the original diploma, either scan a copy (eDiplomas and eTranscripts will not be accepted), only a PDF file that can be printed by Opening a ticket to the Office of the Registrar https://rpi-registrar.zendesk.com/hc/en-us/requests/new or, if you do not have an original diploma, you may need to order one.  The fee is $50.00.  Here is the link to the form with directions:  http://www.rpi.edu/dept/srfs/diploma_reorder_form.pdf.  Request the diploma be directed to Kimberly Herkert in the Registrar’s Office for authentication.

1. Once the documents have been notarized/certified, the Registrar’s Office will mail them to you.    In your request, please indicate your mailing address.
2. The requester is then responsible for having all the signatures authenticated by Rensselaer County Clerk and the Department of State in Albany or New York City. This step can usually be done in person or by mail.
3. Rensselaer County Clerk:  After notarized/certified documents are received back from RPI, the requester then mails the document(s) and check/money order to Rensselaer County Clerk.

• Submit $3.00 check / money order (per document) payable to Rensselaer County.
• Submit a self-addressed/stamped envelope so they can return documents.   In person, their hours are M-F 8:30-am-3:45pm (verify on their website).   Only street parking is available.   Phone: (518) 270-4080.  Rensselaer County Clerk, 105 3rd Street, Troy, NY  12180.

4. New York State: After documents are received back from Rensselaer County Clerk, submit all documents to New York State Department of State.

• Submit check/money order and a $10.00 check / money order (per document) payable to New York State Dept. of State,
• A self-addressed/stamped return envelope (for NYS to return documents to you),
• Completed NYS apostille form.  For further information, check Department of State contact information, office hours, walk-in information, associated fees, request form and procedural updates at https://dos.ny.gov/apostille-or-certificate-authentication.

Requests and questions can be directed to Rensselaer Polytechnic Institute Office of the Registrar ticket requests:  https://rpi-registrar.zendesk.com/hc/en-us/requests/new or (518) 276-6231.