Certification requirements for academic transcripts
ASIC must receive a certified copy of the final academic transcript to issue an exam eligibility number.
How transcripts are to be certified
An approved certifier must certify that each copy is a true and correct copy of the original document by:
- sighting the original document
- noting on the copy of the original document the words ‘I have sighted the original document and certify this to be a true and correct copy of the original document sighted’, and signing the copy
- initialling each page of the copy, and
- providing the date of certification and their name, phone number and position as an approved certifier.
If the certifier uses a stamp, the stamp must show the certifier's:
- contact details including phone number, and
- reference number (if applicable).
If the stamp does not include the certifier’s name or contact details, the certifier must print this information underneath their signature.
ASIC cannot accept a document that has been altered or corrected, even if changes are initialled.
Documents in languages other than English
If the academic transcript is not in English, the adviser must arrange for the transcript to be translated into English. The adviser must provide:
- a certified copy of the original document, and
- a certified translation.
Translations must be completed by an approved translation service and certified as a true and correct copy by the service.
For example, documents may be translated by an appropriate embassy or a professional translation service accredited by the National Accreditation Authority for Translators and Interpreters Ltd (NAATI).
The translation should also display an official stamp or similar that shows the certifier’s accreditation.
Contact NAATI for a list of approved translators.
A person listed under Certain occupations or Other persons may be an approved certifier.
A person who, under a law in force in a state or territory, is currently licensed or registered to practise in one of these occupations:
- Financial adviser or financial planner
- Legal practitioner
- Medical practitioner
- Migration agent (registered under Division 3 or Part 3 of the Migration Act 1958)
- Occupational therapist
- Patent attorney
- Trade marks attorney
- Veterinary surgeon
- Person who is enrolled on the roll of the Supreme Court of a state or territory, or the High Court of Australia, as a legal practitioner (however described)
- Accountant who is a fellow of the National Tax & Accountants' Association, or a member of:
- Chartered Accountants Australia and New Zealand
- the Association of Taxation and Management Accountants
- CPA Australia, or
- the Institute of Public Accountants
- Agent of the Australian Postal Corporation who is in charge of an office supplying postal services to the public
- Australian Consular Officer or Australian Diplomatic Officer (within the meaning of the Consular Fees Act 1955)
- Australian Public Service employee engaged on an ongoing basis with 2 or more years of continuous service
- Bank officer with 2 or more continuous years of service
- Building society officer with 2 or more years of continuous service
- Chief Executive Officer of a Commonwealth court
- Clerk of a court
- Commissioner for Affidavits or for Declarations
- Credit union officer with 2 or more years of continuous service
- Employee of a Commonwealth authority engaged on a permanent basis with 2 or more years of continuous service
- Employee of the Australian Trade and Investments Commission, or the Commonwealth who is:
- in a country or place outside Australia, and
- authorised under paragraph 3(d) of the Consular Fees Act 1955, and
- exercising his or her function in that place
- Engineer who is:
- a member of Engineers Australia, other than at the grade of student
- a Registered Professional Engineer of Professionals Australia
- registered as an engineer under a law of the Commonwealth, a state or territory, or
- registered on the National Engineering Register by Engineers Australia
- Finance company officer with 2 or more years of continuous service
- Holder of a statutory office not specified in another item in this list
- Justice of the Peace
- Marriage celebrant registered under Subdivision C of Division 1 of Part IV of the Marriage Act 1961
- Master of a court
- Member of the Australian Defence Force who is:
- an officer
- a non-commissioned officer within the meaning of the Defence Force Discipline Act 1982 with 2 or more years of continuous service, or
- a warrant officer within the meaning of that Act
- Member of:
- the Australasian Institute of Mining and Metallurgy
- the Governance Institute of Australia Ltd
- the Parliament of the Commonwealth
- the Parliament of a state
- a territory legislature
- a local government authority
- Minister of religion registered under Subdivision A of Division 1 of Part IV of the Marriage Act 1961
- Notary public (authorised in Australia or in a foreign country)
- An officer with, or authorised representative of, a holder of an Australian financial services licence, having 2 or more years of continuous service with one or more licensees
- An officer with, or a credit representative of, a holder of an Australian credit licence, having 2 or more years of continuous service with one or more licensees
- Permanent employee of the Australian Postal Corporation with 2 or more years of continuous service who is employed in an office supplying postal services to the public
- Permanent employee of:
- a state or territory or a state or territory authority with 2 or more years of continuous service who is not otherwise specified in this list, or
- a local government authority with 2 or more years of continuous service who is not otherwise specified in this list
- Person before whom a statutory declaration may be made under the law of the state or territory in which the declaration is made
- Police officer
- Registrar, or Deputy Registrar, of a court
- Senior Executive Service employee of:
- a Commonwealth authority, or
- a state or territory
- SES employee of the Commonwealth
- Sheriff's officer
- Teacher employed on a permanent full time or part time basis at a school or tertiary education institution
Avoiding conflicts of interest
An approved certifier should not certify documents if:
- the documents to be certified relate to a family member
- doing so could create a real or perceived conflict of interest, and/or
- the documents are connected with matters in which the certifier has an actual or perceived personal or financial interest.