Apostille for Ukrainian Documents: Diploma and Birth Certificate
Apostille on a diploma in Ukraine is affixed by the Ministry of Education and Science through «Inforesurs». It is affixed only to documents entered in the EDEBO database. On a birth certificate an apostille is affixed by the territorial bodies of the Ministry of Justice, and only to a document issued by a civil registry office (DRACS) of independent Ukraine.
Documents may be submitted in person or through a representative. In our experience, time is most often lost because of diplomas of the old format that are not in the database, and Soviet birth certificates, on which an apostille is not affixed. In both cases, a duplicate diploma or a reissued certificate is required first.
Apostille of Educational Documents — What It Is and When It Is Required
An apostille is a stamp confirming the signature and seal on a document for countries party to the Hague Convention. Without it, a diploma and other documents are often not accepted abroad. An apostille of educational documents is required:
- for admission to a foreign university;
- for employment in one’s profession;
- for a residence permit in Poland, together with a birth certificate.
Check whether a translation of the diploma and other documents is required.
Apostille on a Higher Education Diploma — Who Affixes It and in What Order
An apostille on a higher education diploma is affixed only by the Ministry of Education. Neither a university nor a notary can certify a diploma. First, it is checked whether the data of the diploma have been entered in EDEBO. If the document is not in the database, the university must enter the data or issue a duplicate diploma.
Affixing an Apostille to Educational Documents — Which Papers Are Required
To affix an apostille to documents on education, prepare:
- the original diploma or school certificate;
- the supplement to the diploma — it is certified separately;
- the applicant’s passport or the representative’s power of attorney;
- a payment receipt.
In our practice, affixing an apostille to the supplement is often overlooked, although it is required together with the diploma.
How to Obtain an Apostille on a Diploma in Ukraine — the Ministry of Education and Timeframes
How to obtain an apostille on a diploma in Ukraine? Documents are submitted through «Inforesurs» at the Ministry online, in person, or by mail.
Apostille on a Diploma at the Ministry of Education — Steps and Timeframes
The procedure at the Ministry of Education for an apostille on a diploma:
- Check the diploma in EDEBO.
- Submit the application and the original document.
- Pay for the service.
- Receive the document with the apostille.
Certification of a diploma usually takes up to several weeks. Diplomas issued before 2000 are reviewed longer because of archive inquiries.
Filing through a Representative and under a Power of Attorney
If you are abroad, documents are filed by a representative under a power of attorney. It is executed at a consulate of Ukraine or before a notary with an apostille. In this way, clients do not risk sending a diploma and a birth certificate by mail.
Apostille on a Birth Certificate — Where It Is Affixed and How to Obtain It
A birth certificate is certified for citizenship, marriage, and a residence permit. Decide on which birth certificate to affix the apostille: the current one or a reissued one. A reissued birth certificate is convenient if the old document is damaged.
Where to Obtain an Apostille on a Birth Certificate in Ukraine
A frequent question is where an apostille is affixed to a birth certificate. An apostille is affixed by departments of the Ministry of Justice. A birth certificate may be submitted through a CNAP or to a department of the Ministry of Justice. The review period for the document is usually several business days.
Important nuances:
- a stamp is not affixed to a Soviet birth certificate — a duplicate birth certificate is required;
- a duplicate birth certificate may be issued by any civil registry office, and the document can also be ordered online;
- a laminated birth certificate is not accepted for certification.
A child’s certificate is submitted by a parent.
In our experience, it is simpler to obtain a duplicate birth certificate at once and have that certificate certified. The old birth certificate then remains at home, while a fresh document is sent abroad.
A birth certificate issued in Poland — apostille in Ukraine and through the embassy
An apostille cannot be affixed in Ukraine to a Polish birth certificate: Polish documents are apostilled only by the Ministry of Foreign Affairs of Poland. The Embassy of Poland in Ukraine does not certify such a certificate either.
At the same time, a legal assistance treaty of 1993 is in force between Ukraine and Poland. It exempts many documents, including a birth certificate, from legalization. Therefore, a child’s birth certificate issued in Poland is accepted in Ukraine together with a translation. For a Ukrainian birth certificate, the fact of birth is registered at the consulate of Ukraine in Poland.
Apostille assistance from International Law Firm "Zahist"— obtain a consultation
A lawyer is needed if an apostille has been refused, deadlines are pressing, or a diploma and a certificate were issued in different countries. The specialists of International Law Firm "Zahist":
- will review the diploma and the birth certificate before filing;
- will order a duplicate diploma if the document is not in the database;
- will obtain a duplicate birth certificate;
- will file the documents with the ministry without your having to travel.
Contact us to obtain an apostille on any document on the first attempt.
