Legalisation of documents issued abroad

Academic Management and Students

LEGALISATION PROCESS FOR ACADEMIC DOCUMENTS ISSUED ABROAD

Concept	In order to certify the validity of qualifications issued outside the European Union, specific processes need to be followed in order to verify both the existence of the institution which issued them and the courses studied and the qualifications obtained. The legalisation of foreign documents, in this case of an academic nature, is governed by the international agreements applying between the country of issue of the academic document and the country in which recognition of the authenticity of the said document is being sought. Procedures therefore vary depending on the country of origin (and/or destination) of the courses or qualifications.
Procedures affected	The legalisation process is essential to the processing of certain types of application, including the following: Recognition of equivalence of degree for admission to doctoral programmes Summary of academic career for admission to a master's programme Partial convalidation of foreign courses and qualification Approval of academic qualifications and/or degrees. IMPORTANT: please remember that all documents must be submitted in the original or as a certified copy; the Registry recommends that, once the documents have been legalised, you obtain copies of them certified by a notary or by the Spanish diplomatic representation in your country, and that you send these copies to the URV.
Documents which need to be legalised	Academic qualifications Academic certificates (you are reminded that these must include: the subjects/courses studied, together with the mark and number of hours/credits of each of them, plus the system of marks used)
Types of international agreement	The processes necessary to legalise the documents (and therefore for these documents to be valid in Spain) may vary according to their country of origin, depending on whether any international agreement applies. Thus, the different circumstances, and legalisation processes, which may apply are as follows: Member states of the European Union and signatories to the European Economic Area agreement or bilateral agreement with the European Union: Germany, Austria, Belgium, Bulgaria, Denmark, Slovakia, Slovenia, Spain, Estonia, Finland, France, Greece, Holland, Hungary, Italy, Ireland, Latvia, Lithuania, Luxembourg, Malta, Poland, Portugal, the United Kingdom, the Czech Republic, Romania, Sweden and Cyprus; Iceland, Liechtenstein and Norway; and Switzerland. procedure . Countries which are signatories to the Hague Convention of 05/10/1961: list of countries (web page of the Convention) procedure IMPORTANT NOTE: On 12 February 2008, Spain has withdrawn the objection in accordance with article 12, paragraph 2, of the Convention. Therefore, the Convention has entered into force between Spain and India on 12 February 2008. You can find this information at the web page of the Convention. . Countries which are signatories to the Andrés Bello Agreement: Bolivia, Colombia, Cuba, Chile, Ecuador, Spain, Panama, Paraguay, Peru and Venezuela. procedure . Other countries: procedure . Other circumstances: procedure

A. Member states of the European Union and signatories to the European Economic Area agreement or bilateral agreements with the European Union

Conditions

No legalisation of any kind is required for documents.

Countries

European Union member states:

Germany
Austria
Belgium
Bulgaria
Denmark
Slovakia
Slovenia
Spain
Estonia
Finland
France
Greece
Holland
Hungary

Italy
Ireland
Latvia
Lithuania
Luxembourg
Malta
Poland
Portugal
The United Kingdom
The Czech Republic
Romania
Sweden
Cyprus

Countries which are signatories to the European Economic Area Agreement:
Iceland
Liechtenstein
Norway
Bilateral agreement with the European Union:

B. Countries which are signatories to the Hague Convention

Concept

Legalisation by means of a single stamp, known as an "Apostille," and a single signature.

Conditions

The competent authorities in the country need to recognise the signatures of the academic authorities and issue the appropriate "apostille" or single legalisation.

The recognition and the "apostille" must appear on the original document, before making the copy which is to be certified.

Legalisation at the Spanish consulate in each country is not necessary, neither is legalisation by the Spanish ministry of foreign affairs and co-operation.

Countries

The signatories to the Hague Convention are the following countries:

list of countries (web page of the Convention)

IMPORTANT NOTE: On 12 February 2008, Spain has withdrawn the objection in accordance with article 12, paragraph 2, of the Convention. Therefore, the Convention has entered into force between Spain and India on 12 February 2008.
You can find this information at the web page of the Convention.

Authorities involved

Information about this legalisation must be supplied by the authorities or consular services of the country of origin. For reference, please consult:

Competent authorities in signatory countries (web page of the Convention)

Procedure

The applicant must follow the two steps below:

Procedure for recognising/legalising signatures at the competent body in this area:
The applicant must take the original documents to the competent authority in their country: in the case of documentary evidence of courses or qualifications, this will probably be the ministry of education (or possibly the universities themselves, as in the case of Japan or Brazil).
.
Apostille:
After having obtained this formal recognition of the signatures, they must take the same documentation to the competent authority in their country for legalisation purposes (the one designated in the Convention): this authority will endorse the document with the pertinent apostille.

Nature of the legalisation

A square stamp measuring at least 9 x 9cm will be made on the document. This will contain the following details:

APOSTILLE
(Hague Convention of 5th October 1961)

1.- Country .....................................................

This public document

2.- Is signed by ..............................................
3.- acting in their capacity as ............................
4.- and is stamped ..........................................

Certified

5.- in (place) ................ 6.- on (date) ...............
7.- by .............................................................
8.- with number................................................
9.- Stamp: ....... 10. Signature ..........................

and be completed by the competent authority.

To see an example:

see example

C. Countries which are signatories to the Andrés Bello Agreement

Conditions

Documents must be legalised through diplomatic channels.

The legalisation must appear on the original document, before making the copy which is to be certified.

The approval of the legalisation section of the Spanish ministry of foreign affairs is not required.

IMPORTANT: if the country is also a signatory to the Hague Convention of 05/10/1961 the documentation may be legalised with the apostille, as this is a simpler procedure than the one envisaged by the Andrés Bello Agreement.

Countries

Countries which are signatories to the Andrés Bello Agreement:

Bolivia
Colombia
Cuba
Chile
Ecuador

Spain
Panama
Paraguay
Peru
Venezuela

Authorities involved

The ministry of education or competent authority (e.g. the university itself) in the country of origin for academic qualifications and certificates.
.
The ministry of foreign affairs of the country where the said documents were issued.
.
The Spanish diplomatic or consular representation in the country.

Procedure

The applicant must follow the three steps below:

Procedure for recognising signatures:
The applicant must take the original documents to the competent authority in their country: in the case of documentary evidence of courses or qualifications, this will probably be the ministry of education (or possibly the universities themselves, as in the case of Japan or Brazil).
.
Legalisation by the ministry of foreign affairs:
After obtaining formal recognition of the signatures, the applicant must take the same documentation to the ministry of foreign affairs of the country where the documents were issued. This authority will formally legalise the document.
.
Legalisation at the Spanish consulate/embassy in the country where the academic documents were issued:

Finally, the applicant must approach the Spanish consulate in the country where the qualification was awarded to request recognition of the signature on the legalisation by the ministry of foreign affairs.

Nature of the legalisation

For example, the legalisation of a Chilean qualification bears the following stamps:

see legalisation of Chilean qualification

D. Other countries
Conditions	Documents must be legalised through diplomatic channels. The legalisation must appear on the original document, before making the copy which is to be certified.
Authorities involved	The ministry of education or competent authority (e.g. the university itself) in the country of origin for academic qualifications and certificates. . The ministry of foreign affairs of the country where the said documents were issued. . The Spanish diplomatic or consular representation in the country. . The legalisation section of the Spanish ministry of foreign affairs (C/ Serrano Galvache, 26 Madrid).
Procedure	The applicant must follow the three or four steps below: Procedure for recognising signatures: The applicant must take the original documents to the competent authority in their country: in the case of documentary evidence of courses or qualifications, this will probably be the ministry of education (or possibly the universities themselves, as in the case of Japan or Brazil). . Legalisation by the ministry of foreign affairs: After obtaining formal recognition of the signatures, the applicant must take the same documentation to the ministry of foreign affairs of the country where the documents were issued. This authority will formally legalise the document. . Legalisation at the Spanish consulate/embassy in the country where the academic documents were issued: Finally, the applicant must approach the Spanish consulate in the country where the qualification was awarded to request recognition of the signature on the legalisation by the ministry of foreign affairs. . ONLY WHERE NECESSARY: Legalisation by the Spanish ministry of foreign affairs and cooperation (in Madrid): In certain cases it is necessary for the Spanish ministry of foreign affairs to recognise the signature of the authority or official of the Spanish consulate which legalised the document (in step 3).
Nature of the legalisation	Soon we will hang an example: see legalisation of qualification

E. Other circumstances
Conditions	Certain extraordinary circumstances sometimes make it impossible to follow the established procedures (e.g. armed conflict, war, etc.). The Spanish ministry of foreign affairs has expressly laid down, on an exceptional basis, special procedures to enable all or part of the legalisation process which would normally take place in the country where the documents were issued to be conducted in Spain.
Countries	These are determined by the Spanish ministry of foreign affairs when it sees fit in accordance with the exceptional circumstances which may exist.
Authorities involved	The Spanish embassy/consulate in the country where the documents were issued. . The Spanish ministry of foreign affairs and cooperation (in Madrid).
Procedure	The procedure to be followed is laid down by the Spanish ministry of foreign affairs when it sees fit, and is as follows: The embassy/consulate in Spain of the country in conflict issues a document certifying the authenticity of the academic documentation. . The documentation and the certificate are submitted to the Spanish ministry of foreign affairs (in Madrid), which legalises them.
Nature of the legalisation	This is a special legalisation. To see an example: see example