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Certified documents

Ensure copies of your important documentation have been certified correctly and signed by the right person

When to submit certified copies of documents

Upload or provide certified copies of necessary documentation at the same time as submitting your application. Documents supplied after your application may delay your applications consideration.


What is a certified copy?

Certified copies of important documents are photocopies that have been sighted along with the original document by an authorised person.  


Testamur that appears to be an original but it is not certified

Not acceptable document.  This document is not certified.  It cannot be accepted even though it appears to be an original. To be accepted it should be certified.


Transcript that is too light and the writing is not readable

Not acceptable document.  This document is not legible.  It is not able to be read as the writing is too light.  To be accepted another better quality should be made and certified.


Testamur that is correctly certified and is legible   

Acceptable document.  This document is certified and legible.


How to have a document certified?

Follow these rules for certified copies to ensure your documents are accepted by Deakin

  • Photocopy a copy of your original document.
  • Photocopies must be legible; this applies to all aspects of the document, including the name and address of the awarding institution.
  • If the document is in a language other than English, a certified copy of the original must be provided together with a certified translation
  • Take both the photocopy and original to one of the people listed below to have them certified.
  • The authorised person must write and sign each page of the copied document.

The authorised person should sign each statement and provide their designation, for example Pharmacist.

Many authorised persons have a stamp they use to mark the paper, and they then sign and date the declaration. If an authorised person does not have a stamp, they can use wording such as the example below:

  Certified true copy. Original sighted by me on ......../......../20......
  Signed ..................................................................................
  Signatory's authority: .............................................................


Deakin does not return documents

  • Documents submitted by mail will not be returned.
  • Do not send originals as they will not be returned.

Who can certify a document?

In Australia, the following people are acceptable as signatories for certification of documents:

  • a justice of the peace or a bail justice
  • a public notary
  • an Australian lawyer (within the meaning of the Legal Profession Act 2004)
  • a clerk to an Australian lawyer
  • the prothonotary or a deputy prothonotary of the Supreme Court, the registrar or the deputy registrar of the County Court, the principal registrar of the Magistrates' Court or the registrar or the deputy registrar of the Magistrates' Court
  • the registrar of probates and the assistant registrar of probates
  • the associate to a judge of the Supreme Court or of the County Court
  • the associate of an Associate Judge of the Supreme Court or of an associate judge of the County Court
  • a person registered as a patent attorney under Chapter 20 of the Patents Act 1990 of the Commonwealth
  • a member of the police force
  • the sheriff or deputy sheriff
  • a member or a former member of either House of the Parliament of Victoria
  • a member or a former member of either House of the Parliament of the Commonwealth
  • a councillor of a municipality
  • a senior officer of a council as defined in the Local Government Act 1989
  • a person registered under the Health Practitioner Regulation National Law to practise in the medical profession (other than as a student);
  • a person registered under the Health Practitioner Regulation National Law to practise in the dental profession as a dentist (other than as a student); and in the dentists division of that profession;
  • a veterinary practitioner
  • a person registered under the Health Practitioner Regulation National Law to practise in the pharmacy profession (other than as a student);
  • a principal in the teaching service
  • the manager of an authorised deposit-taking institution
  • a member of the Institute of Chartered Accountants in Australia or the Australian Society of Accountants or the Institute of Public Accountants
  • the secretary of a building society
  • a minister of religion authorised to celebrate marriages (not a civil celebrant)
  • a person employed under Part 3 of the Public Administration Act 2004 with a classification that is prescribed as a classification to which this section applies or who holds office in a statutory authority with such a classification
  • a fellow of the Institute of Legal Executives (Victoria)
  • a staff member at Deakin.

Outside Australia, the following people are authorised to certify documents:

  • Justice of the Peace
  • Notary public
  • Australian Consular Officer or Australian Diplomatic Officer (within the meaning of the Consular Fees Act 1955)
  • Employee of the Commonwealth or the Australian Trade Commission who works outside of Australia
  • a recruitment agents for international students

Who can't certify a document?

  • You cannot certify your own documents even if you are listed as being able to do this for others on the list above
  • A family member cannot certify your documents even if they are listed as being able to do this for other people on the list above

Statutory declarations

Sometimes you may be asked to complete a statutory declaration.  The Department of Justice  has information on how to complete this including a downloadable form. 


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