Certifying your documents
You may be asked to supply certified documents as part of your UTS application.
A certified document is a copy of an original document that has been verified by an authorised officer. Authorised officers must be contactable by telephone during normal working hours. (Some participating institutions may charge for copies made.)
Note: you are not permitted to certify your own documents if you yourself are an authorised officer.
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)
Alternatively, documents may be certified by someone who is currently employed as one of the following:
- Accountant — including members of the Institute of Chartered Accountants in Australia, Australian Society of Certified Practising Accountants, National Institute of Accountants, Association of Taxation and Management Accountants or a Registered Tax Agent
- Bank or Credit Union manager
- Barrister, Solicitor or Patent Attorney
- Police Officer or Defence force officer
- Post Office manager
- Principal of an Australian secondary college, high school or primary school
- Commissioner for declarations
- A health professional registered with the Australian Health Practitioner Regulation Agency (eg doctor, pharmacist, optometrist, nurse)
- Currently registered Justice of the Peace
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.
UTS will accept copies certified by employees of one of the following:
- Australian Overseas Diplomatic Mission and Australian Educational Centres
- UTS Authorised Representative or Agent
- Public Notary Office
- the administration of the institution that originally issued the document(s)
- an Australian university
Acceptable certified documents
The authorised officer who certifies your documents must:
- Affix the official stamp or seal of the authorised officer’s organisation on the copy, if the organisation has such a stamp
- Provide full name, profession/occupation or organisation name, and professional registration number
- Print their business address and contact number (these contact details are optional for a Justice of the Peace)
- Include their signature and the date the document was certified, and
- Include the statement “This is true copy of the original document sighted by me” on all copies
In addition, a Justice of the Peace (JP) is required to provide:
- Their registration number, and
- The state in which they are registered as a JP
Note: Once your documents have been certified, they will need to be delivered to UTS by post or in person. Certified documents cannot be submitted via the UTS Online Application System.
Translating your documents
Documents that are not in English must be officially translated and submitted together with certified copies of supporting documents.
Officers authorised to translate official documents into English include:
- National Accreditation Authority for Translators and Interpreters
- the institution where you completed your studies
- UTS authorised agents
- public notary (for some countries eg. India and China)
UTS will take steps to verify that documents that 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 obtained 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.