How to Apostille Documents (& for ESL Teaching Applicants of Korea)

So today I’m going to talk about FUN things! I’m going to talk about how to prepare your documents for international acceptance. Woo hoo! Before I applied for my teach abroad program, I never encountered the word “Apostille“. If you’ve never dealt with government documents like name changes, birth or divorce records and affidavits or been in any library-scented government building other than where you are sent for jury duty, then obtaining an apostille can initially appear… overwhelming (it did for me!).  I have good news- It’s not.

Now here’s where I get instructional…

Requirements for ESL Teaching applicants seeking to teach in Korea
There are two main documents required of teaching applicants : 1) a copy of your Criminal Background History Record and 2) a copy of your MFA college diploma.   Both, need “certification and/or notarization” and an “apostille” and this is a 2-3 step process.  But wait- criminal background records and a copy of an original college diploma? Whoa! Sounds seriously intimidating, huh? Well, it’s a recent concern for Asian countries, who have recently discovered sexual predators and criminals employed as English teachers in their schools, due to less than stringent regulations. This has enforced a crack down on the system and ESL teaching applicants are now asked to prove and authenticate their legitimacy. Protecting children from sexual predators is important in any country and rather than whine, I gladly abide to jump through extra hoops to support the additional safety of children.

Line to get documents certified

STEP 1: Notarization vs. Certification
Notarization and certification is a process dealing with “authenticating” official documents,  government-issued records and their copies. In this case, we will be authenticating “copies” of our original documents. This process ensures our documents have not been tampered with or altered.  In both cases, a clerk will simply attach a paper with a stamped seal and written verification of authenticity and this prepares your document for the apostille.

The line between notarizing and certifying can feel blurry. I’ve been through the process twice now (in New York and Hawaii) and I’m still not completely certain as to the differentiation, other than the fact, government-issued documents need certification over notarization. For notarization, you can go to a notary public such as your bank (my bank does this for free), lawyer or county clerk. For certification of government-issued documents, the Office of the Secretary of State or local county clerk should do.
Costs: generally $1-3 depending on your state.

A Certified/Notarized Document

STEP 2:
Obtaining an Apostille

When working abroad, it’s important to make sure your copied documents are recognized as being “official” and “legal” to the country you’re seeking work in. The apostille is the official golden seal of approval!  In basic, it is a certificate paper with a state official golden seal (pictured at bottom of post) and its obtained after you’ve gone through the notarizing/certification step(s). Pretty painless, right? 
Costs: vary by state $10/New York, $1/Hawaii.   Here is a list of locations from ESL Starter where you can obtain an apostille in your state

GUIDELINES ON PREPARING YOUR DOCUMENTS FOR TEACHING IN KOREA:

APOSTILLE A COPY OF YOUR CRIMINAL HISTORY RECORD:
*You can NOT get your records online.* You will need to go to your state courts (vs. your local police station) to apply for a copy of your criminal records. Explain its purpose is for a teach abroad program and state the country you’re going to.The document you receive is a printout of your criminal records… nothing special. Attached to it is a signed and stamped statement verifying that the printout was issued by an official of the state courts (you will not receive this signed statement without notifying them of your purpose). In states like New York, you will need to get this document certified; whereas, in states like Hawaii, you can go directly to apostilling. It’s best to ask the issuing clerk. Cost: $55 in NY, $20 in Hawaii.

On my way to the NY State Supreme Courts for certification & notarization of my documents.

1) Certification: If you take your criminal records copy to the county clerk’s office for certification, the desk clerk will attach a card and stamp of authenticity. 
Cost:  $3 /NY

2) Apostilling: Take your document to your state department or county clerk for its apostille.  You can find the department you need by Google something like “Apostilling documents in (Name of your state)”.
Costs: vary by state $10/New York, $1/Hawaii

APOSTILLE A COPY OF YOUR DIPLOMA:
In most cases, the copy of your diploma would be the last degree you achieved (I chose my Master’s degree). You can make a copy of your diploma (color or B&W) at Kinko’s or on your computer printer.

1) Notarization OR Certification: Notarized or certified-  it’s your choice! Either way, it will get authenticated.  If you want to save time, you can take both copies (diploma & criminal records) with you at the same time, as they’re generally in the same department.

When you’re there, the clerk at the window will ask you to write and sign a simple statement on your (diploma) copy, declaring it as “a true copy” of the original diploma issued to you (I would do all of this in front of the clerk,  to be safe). The clerk will then verify your statement, the original diploma (* WILL NEED TO SHOW THE ORIGINAL DIPLOMA FOR  PROOF) and attach a written and stamped confirmation on your copied diploma. Then its off to apostilling.
Cost: $3

Outside the NY State Supreme Court building, Law & Order SVU was filming

2) Apostilling: Take your document to your state department or county clerk for it certificate and golden seal.  You can find the department you need by Google something like “Apostilling documents in (Name of your state)”.
Costs: vary by state $10/New York, $1/Hawaii