Scanned documents and certification requirements and guidelines

Please follow the requirements and guidelines below when providing scanned or certified documents for your Admission and/ or Credit for Recognised Learning (CRL) application.

Scanned documents requirements and guidelines

For documents that are submitted via email.

When submitting documents electronically, please follow the guidelines below to upload scanned documents.

  • Documents must be scanned from the original documents in colour.
  • Documents must be scanned with a flatbed scanner.
  • Digital photographs and scans from smartphone applications are not accepted.
  • Scans from a photocopy, faxed and/or previously certified true copy are not acceptable.
  • Scans that are cropped, tilted or incomplete are not accepted.
  • Documents must be scanned at the original size. If the document is larger than A4 then the document should be scanned in A4 sized portions without size reduction.
  • If a document has more than one page, all pages must be scanned, e.g. if you are providing your Australian Higher Education Graduation Statements, please ensure that you provide the complete set (all pages) of the statements. Incomplete documents are not accepted.
  • If any document has markings or text on both sides of the document, e.g. a registration number on the back page, both sides must be scanned.
  • Scanned Documents are only accepted in the following formats:
        .jpg    .jpeg    .pdf    .png    .tif

Documents that are not saved in the above file types will not be accepted.

  • The resolution of the scans must enable the text; in particular fine or small size text, punctuation, and decimal points to be legible.
  • File size of any single document should not exceed 4.8MB.
  • Scans must be named to reflect the type of document e.g. An Academic Transcript scanned in .pdf format should be named transcript.pdf; a Birth Certificate scanned in .jpg format should be named birth_certificate.jpg
  • If more than one document of the same type is provided, please name the file to reflect the document, e.gtranscript_highschool.pdf; transcript_university.pdf

Certification requirements and guidelines

For documents that are not submitted electronically due to application requirements.

Please follow the guidelines below if you are required to submit certified documents in hardcopy. If you are submitting documents electronically, you must use the “Scanned Documents Requirements and Guidelines” above.

Authorised officers who may certify documents

The University Admission Centre stipulates that the following people can certify any document:

In Australia

Anyone who is currently employed as:

  • Accountant, who is member of the Institute of Charted Accountants in Australia or CPA Australia or the National Institute of Accountants or the Association of Taxation and Management Accountants or Registered Tax Agents
  • Court Officer (Judge, Magistrate, Registrar or Clerk)
  • Electorate Officer
  • Justice of the Peace
  • Barrister, solicitor or patent attorney
  • Notary Public
  • Pharmacist
  • Police officer rank of sergeant or above
  • Post Office Manager
  • Principal of an Australian primary school or high school
  • Registered Australian Health Practitioner

An authorised officer at:

  • A tertiary admissions centre: UAC, VTAC, QTAC, SATAC, TISC
  • The Admissions office, Student Service Office or official records department at a recognised Australian university or State Training Provider (TAFE institutions)

Outside Australia

  • Any academic or administrative staff member located at a Curtin Offshore Campus or Partner Institution
  • An authorised officer of the official records department of the institution that originally issued the documents
  • Any academic or administrative staff member located at a Curtin Offshore Campus or Partner Institution
  • An authorised officer at an Australian overseas diplomatic mission
  • An authorised officer at an Australian Educational Centre
  • A Notary Public
  • An authorised officer associated with a Curtin University Registered Education Agent

Please note that we cannot accept documents that have been certified by yourself or your immediate family even if you or your immediate family belong to one of the categories listed above.

How to certify a document

For documents that are not submitted electronically due to application requirements.

When certifying a document the authorised officer must carefully check the copy against the original and if satisfied it is a true copy must certify it as below:

  1. Print/write “This is a true copy of the original document sighted by me” on each page of the document”
  2. Sign the statement
  3. Date the statement
  4. Print/write the follow details:
  • Full Name
  • Profession or occupation
  • Registration Number (if applicable)
  • Organisation
  • Contact telephone number or address
  1. Include the official stamp or seal of the verifier’s organisation on the copy, if the organisation has such a stamp

If you have queries regarding the Scanned Documents and Certification Requirements and Guidelines, please email the University Admission Centre.