Where required to provide certified documents to UTS, you must lodge certified copies of original documents, not the original documents themselves. The certified copies will be held as a record of the University and cannot be returned to you.
Certification is a process whereby an approved individual, referred to here as an ‘authorised officer’, confirms the authenticity of a copy of an original document for the purpose of providing it to UTS.
Getting original documents certified
An authorised officer must certify a copy of a document as a true copy of an original document. An authorised officer who certifies your document must be contactable by phone during normal working hours.
Authorised officers include employees of:
- the Universities Admissions Centre (UAC)
- the Student Enquiries Office or Admissions Office at any UAC participating university
- the Administration Office at any TAFE college
- interstate tertiary admissions centres
- the official records department of the institution that originally issued the document(s)
- an Australian overseas diplomatic mission, or
- an Australian Educational Centre.
Authorised officers also include someone who is currently employed as:
- an accountant who is a registered tax agent and/or who is a member of any of the following groups:
- Institute of Chartered Accountants in Australia
- Australian Society of Certified Practising Accountants
- National Institute of Accountants
- Association of Taxation and Management Accountants.
- a bank or credit union manager
- a barrister, solicitor or patent attorney
- a health professional registered with the Australian Health Practitioner Regulation Agency (eg doctor, pharmacist, optometrist, nurse)
- a police officer with the rank of sergeant and above
- a post office manager
- a principal of an Australian secondary college, high school or primary school
- a Commissioner for Declarations, or
- a Justice of the Peace with a registration number (see the NSW Justices of the Peace website).
Some participating institutions may charge for making certified copies
Note: if you are an authorised officer, you are not permitted to certify your own documents.
Acceptable certified copies
The authorised officer who certifies your documents must:
- write the following on the copy, ‘This is a true copy of the original document sighted by me’
- sign it
- print their full name, profession or occupation or organisation, professional registration number (if applicable) and the date the document was certified
- print their business address and contact number (these contact details are optional for a Justice of the Peace)
- affix the official stamp or seal of the authorised officer’s organisation, where applicable, on the copy (if the organisation has such a stamp).
In addition, a Justice of the Peace (JP) is required to print:
- their registration number
- the state in which they are registered as a JP.
UTS will take steps to verify that documents which have been certified are authentic if it believes that the certification may be in question. UTS will use the contact details provided by the authorised officer or obtain them from public registers for this purpose (eg a state’s Justice of the Peace Register).
Personal information will be used to investigate any suspected fraudulent activity, which will be dealt with in line with the University’s Student Rules or the Fraud and Corruption Prevention and Public Interest Disclosures Policy as appropriate in the circumstances. Suspected fraudulent activity may also be referred to the police.
Note: In this section on privacy at UTS, the term ‘personal information’ refers to both personal and health information, unless specified otherwise. Both terms are explained in definitions of personal and health information.