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APOSTILLE. VERIFICATION OF EDUCATIONAL
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Recommendations on the contents and layout of documents on higher education

In accordance with the order of the Ministry of Education and Science of Ukraine dated May 20, 2009 No. 428, the Cabinet of Ministers of Ukraine decree dated August 31, 2011, No. 924 and the order of the Ministry of Education and Science of Ukraine dated November 17, 2012, No. 925, one of the priority areas of the ENIC Ukraine activity is the preparation of documents and implementation of measures on organizational and methodical preparation of documents for the Apostille and verification of the authenticity of educational documents. In addition, according to the information contained in the letter of the Ministry of Education and Science of Ukraine dated September 29, 2017, No. 1/12-6125, to the Department of Consular Service of the Ministry of Foreign Affairs of Ukraine, the Center's specialists control the preparation of documents on higher and vocational education for legalization.

While performing these functions, the Center faces numerous cases of incorrect execution of educational documents and keeps receiving numerous inquiries from institutions of higher education regarding the contents and layout of educational documents and supplements to them. Only during 2017 the specialists of the Center processed about 80 thousand documents on higher education, about 40% of documents issued by higher education institutions in 2015-2018 required reissuing. The specialists of the Center process more than 1000 requests from foreign institutions annually and the volume of document circulation is constantly increasing.

Incorrect execution of educational documents by institutions of higher education causes additional financial expenses of higher education institutions and their graduates, provokes conflicts between applicants and specialists of the Center, graduates and representatives of institutions of higher education, leads to complaints to the Ministry of Education and Science of Ukraine, image and reputation losses of institutions of higher education, Ministry of Education and Science of Ukraine and system of education of Ukraine as a whole.

In this regard, the Center's experts, using considerable experience in practical and analytical work, have developed user-friendly practical recommendations, concerning the contents and execution of higher education documents for specialists of higher education institutions, responsible for the preparation of educational documents.

The recommendations provided below in the format of informative presentations were tested in the course of two workshops of the ENIC Ukraine (state-owned company “Information and Image Center”): “Issuing Educational Documents by Ukrainian HEIs: Peculiarities and Problems” with the participation of the representatives of the relevant structural units of the Ministry of Education and Science of Ukraine, Ministry of Foreign Affairs of Ukraine and state-owned company "Inforesurs" of the Ministry of Education and Science of Ukraine.

Below, we offer the specialists of institutions of higher education the recommendations on the contents and layout of documents on higher education:

Documents on higher education layout (UKR)

Recommendations on the contents of diplomas and supplements to the diplomas of Bachelor, Specialist and Master (UKR)

If you have additional questions, don’t hesitate to call: 044-484-64-25.

Also, we pay attention to the representatives of institutions of higher education on the peculiarities of submitting foreign students’ documents for Apostille.

CONTACT INFORMATION

Mailing address:
Box 147, Kyiv, 01135.

You are welcome in person at:
25, V. Chornovola St, Kyiv, 01135

Tel.:+38044 484 64 45; +38044 484 64 95 

E-mailThis e-mail address is being protected from spambots. You need JavaScript enabled to view it.

Other organizational units of the Center:

Recognition of foreign education-confirming documents:
Tel.: +38 044 486 20 43; +38 044 486 25 43
E-mail:  This e-mail address is being protected from spambots. You need JavaScript enabled to view it.
http://www.naric.in.ua

It will be convenient for you to reach us:

From "Vokzalna" metro station - minibus No. 558, 500

From "Lukyanivska" metro station - minibus No. 558, 499, 597, 464, 500; trolleybus № 19, 33

"Marshal Rybalko" or "Okhmatdet" stop

The pedestrian route from “Lukyanivska” metro station

The distance is 1,3 km.

Approximate time is 17-20 minutes.

The pedestrian route from "Vokzalna" metro station

The distance is 1,8 km.

Approximate time is 12-25 min.

Layout of Educational documents

If there is a need in apostille affixation for your documents, and you are required to obtain some additional educational documents like a statement, an archive transcript, an academic program, an extract thereto etc., you have to apply to your university. Make sure that these additional documents are drawn up in a proper way according to actual regulatory framework and document drawing standards. These documents must be completed in Ukrainian language upon conformance with mandatory elements of the format. 

 



Samples of educational documents layout

Mandatory elements of the format for statements and archive transcripts: 

  • educational institution letterhead;  
  • registration number; 
  • issue date; 
  • name of the document; 
  • actual rector/vice-rector or principal signature; 
  • official seal. 

 

           Statement and archive transcript approximate example 

 

ФІРМОВИЙ БЛАНК НАВЧАЛЬНОГО ЗАКЛАДУ

         _______________(адреса, телефон, факс, електронна адреса)__________________

 

 

     Вих. № _____________ від ___________р.

 

 

 

Архівна довідка

 

 

            Видана Іванову Івану Івановичу в тому, що він дійсно навчався з 01.09.2004р. по 30.06.2009р. за спеціальністю «Менеджмент» денної форми навчання Національного університету та 30 червня 2009 року отримав диплом спеціаліста АА № 12345678.

Вищезазначений документ надає право на здійснення професійної діяльності та право вступу до магістратури або аспірантури.

            Довідка видана для надання за місцем вимоги.

 

 

 

              Ректор                _________________________              Прізвище, ім’я, по батькові

                                                    (підпис)

                                              

                                              М.П.

 

Please note: academic transcript (akademichna dovidka) must be drawn up on the state-recognized letterhead, according to CMU Resolution No 193 "On Higher Education Documents (Academic Degrees) of State Standard" dated March 31, 2015 and Order No 525 of the Ministry of Education and Science of Ukraine "On Approving Higher Education (Academic Degree) Documents of State Standard and Supplements thereto, Academic Transcript Standard", dated May 12, 2015.

Therefore, typical example of statements and archive transcripts is not used for academic statement.

 

Mandatory elements of the format for academic programs, curricula and extracts thereto:

  • educational institution letterhead;  
  • registration number; 
  • issue date; 
  • name of the document; 
  • actual rector/vice-rector or principal signature; 
  • official seal. 

Typical example of academic program, curriculum and extract thereto

 

ФІРМОВИЙ БЛАНК НАВЧАЛЬНОГО ЗАКЛАДУ

 _______________(адреса, телефон, факс, електронна адреса)__________________

 

 

       Вих. № _____________ від ___________р.

 

 

                                                                                          Затверджую:

                                                                                          Ректор (перший проректор, проректор)

                                                                                          Національного університету

                                                                                          _____________  ПІБ

                                                                  

                                                                                          М.П.

 

 

Витяг з навчального плану

зі спеціальності «Фармація»

за якими Петров Петро Петрович

здобув кваліфікацію провізора

диплом ВВ № 98765432 від 15 липня 1991 року

 

          

 

 

Харків-2013р.

 

 

Common mistakes in the educational documents layout

Dear Clients!

It is advised to assure oneself of document correct layout before the apostille submission procedure. You should check the most common mistakes in the document layout. In case you have found such mistakes in your documents or their supplements, you should appeal with a written application on document substitution or duplicate issue to your Higher Education Institution (HEI), its legal successor, or in case of legal successor absence – to the Ministry of Education and Science of Ukraine.

We would like to remind that Centre specialists do not influence and are not responsible for the document drawing up by the HEI or other establishment. The responsibility for document correct layout, timely issue or substitution (if applicable) is on HEIs. The Centre will not consider complaints about incorrect layout of your documents.

The most common mistakes in the layout of educational document

1. Diploma or supplement does not comply with the state standard that was legal at the document issue moment

Ukrainian HEIs had been issuing educational documents of one unified sample up till 2014. Since 2014 HEIs have obtained a right to issue educational documents of their own samples. However, information list of state standard diplomas, their supplements and academic transcripts is approved by corresponding regulatory acts. In the event of discrepancy between diploma or supplement content/layout and regulatory act requirements, such document shall not be accepted for the apostille affixation. You can check out education document samples at the ENIC Ukraine web-site.

2. Printed seal and signature of the authorized person

Make sure that the seal and rector’s (another authorized person) signature, which certify your document, are not printed. In case the printing was confirmed, you are able to request substitution of such diploma or supplement for the document with original signature of the authorized person and HEI seal. The images of seal and signature had been made by means of photographic printing till 2014, while the document samples were unified. Nevertheless, such document contained some elements of the additional protection. Since it was terminated to issue diploma by means of photographic printing, all educational documents must be certified with original seal and signature.

3. Transcript, program, curriculum or extract thereto that do no not comply with the layout standards

Check whether the certificate, archive transcript, academic program and extract thereto were drawn up in a correct manner. Get assured please that their layout is in correspondence with legal regulatory framework and document layout standards. These documents must be drawn up in Ukrainian language and contain all compulsory elements of the format, including:

  • official letterhead of the institution;
  • number and date of issue;
  • document name;
  • position, surname;
  • initials and signature of the head of HEI or another authorized person;
  • HEI seal.
* If a document is presented on two or more separate sheets, it must be stitched, numbered and affixed in a manner that makes it impossible to disassociate it without violating its integrity. It should indicate the number of souvenir sheets, put a copy of the official (authorized to sign) person and the seal of the higher educational institution.

Oriented samples of layout may be found at our web-site.

4. Duplicate layout

Document duplicate shall be issued following the legal (at the moment of issue) layout rather than initial document format. Duplicate must contain all the information, present in the initial document, including name of the HEI, which was official at the moment of issue. However this rule does not apply to the compulsory elements of the format, such as number and date of issue. Duplicate is certified with the signature of HEI authorized person (at the moment of duplicate issue), pointing out its actual position, surname and initials. HEI issues the duplicate and certifies it by the corresponding seal.

We do hope that educational documents are drawn up without violations. However, if you had noticed one of these discrepancies in your educational documents – you are asked to make a substitution of such document before office visit. It will save your time.

We would like to draw your attention to the fact that violation in document layout may become an obstacle for successful recognition of your documents abroad.