How to Apostille Documents (Teaching English in 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…

Preparing your documents for teaching 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 to be certified/ notarized (STEP #1)  and obtain an “apostille” (Step 2). 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.

STEP #1: The difference between notarization vs. certification?

Notarization and certification is a process dealing with “authenticating” official documents,  government-issued records and their copies. In this case, I’m authenticating “copies” of my 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.

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Costs: generally $1-3 depending on your state.

STEP 2:  What’s 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.

So let’s break it down from square one…

Obtaining an apostille for your documents:

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

2) Apostille: 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

Here we are at long last…The Apostilled Document

A copy of your criminal background check:

*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.

* **Update as of Fall 2010: Korea has changed it’s requirements of a state background check to an FBI background check. See below for updated procedure.

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) Apostille: 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

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UPDATES a/o 2011:  Apostille FBI Criminal Background Check

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As of Fall 2010, the Korean government changed its policies for Native English Teachers applying for and teaching in Korea. All U.S. citizens are all required to get an *apostilled* FBI criminal background check, directly from FBI Headquarters. If you are already living and working in Korea, you’re exempt from having to perform a FBI criminal background check until the completion of your second year in Korea.

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Getting an  FBI Criminal Background Check:

1. Download the application forms from the FBI website (here): Application form, checklist and fingerprint form.
FBI Criminal history FAQ page

2. Get your fingerprint done at your local police station or fingerprinting service (Korea expats can get it at their local Korean police station).

3. Mail the fingerprint card, signed application form and bank check (or credit card form) of $18 USD (per copy requested):  (Examples of how to do this from Korea are here and here):

IMPORTANT: When sending in the application for FBI check, make sure to include a separate note stating:

“Please provide an FBI seal and signature from a Division Officer for the purpose of obtaining a Federal Apostille.“

(You will need to make sure this is done as the FBI check needs this signature on it in order for you to be able to get an Apostille, which is the next step. It must be requested specifically and can just be written on a piece of paper and included in the application.)

Mail to:

FBI CJIS Division – Record Request
1000 Custer Hollow Road
Clarksburg, WV 26306.

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4.  Get your FBI background check back in the mail and Step #2 is to get it an apostille.
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Getting your FBI CBC apostille:

1. Download the Authentication form (aka cover letter) from here.

Website info: http://www.state.gov/m/a/auth/

2. Fees:
The fee is $8.00 per document. A personal/company check or money order made payable to : U.S. Department of State.
Visa, MasterCard, Discover, and American Express are accepted for walk-in service only.

3. Mail in documents. Include your form (cover letter), check for $8.00, your processed FBI criminal background report and a SASE.
Use a self-addressed stamped envelope for faster return of your documents. Documents received without a return envelope and postage will be returned through the State Department regular mail, which can result in a 2-3 week delay.  You can use Fed/Ex, UPS, and express mail services for faster receipt/return of your documents. However, you must enclose a prepaid air bill and envelope.

Mail to:

U.S. Department of State
Authentications Office
518 23rd Street NW.
SA-1
Washington, DC 20520.

More information on how to do this from Korea are here and here.