Requesting Education Documents
What Does Requesting Education Documents Involve and When Is It Necessary?
Requesting education documents is a process that may involve obtaining a document again, confirming a person’s study record, or retrieving the necessary information from an educational institution or archive. This may be required if a diploma, certificate, school-leaving certificate, or supplement has been lost or damaged, or if education documents need to be prepared for use abroad.
The circumstances can vary considerably. One person may need to replace a lost diploma, another may require a duplicate diploma supplement containing grades, while someone else may need official confirmation that they studied at a particular institution many years ago. If the educational institution is still operating, the matter can usually be handled directly through that institution. If it has been reorganized or closed, it may be necessary to identify its legal successor or determine where its records have been archived.
Another common situation involves preparing education documents for use in another country. Once a duplicate has been obtained, an apostille, translation, and appropriate certification may also be required. Before starting the process, it is therefore advisable to establish not only which document needs to be obtained, but also the purpose for which it will be used and the country where it will be submitted.
Requesting, Reissuing, or Obtaining a Duplicate: What Is the Difference?
In everyday language, these terms are often used interchangeably, although they do not always mean exactly the same thing. “Requesting education documents” is a broader concept that may include obtaining a duplicate, an archival certificate, confirmation of studies, or other educational records.
Expressions such as “replace a lost diploma” or “replace a lost school-leaving certificate” generally refer to obtaining the document again. In legal and administrative terms, this usually means the issuance of a duplicate. A duplicate higher education document has the same legal validity as the original and is reissued on the grounds provided for by the applicable rules.
Which Education Documents Can Be Requested?
Requests for education documents are not limited to diplomas. The type of document that can be obtained depends on the level of education, the period of study, the type of educational institution, and the purpose for which the records are required.
The documents most commonly requested include:
- diplomas for skilled workers, Junior Bachelors, Professional Junior Bachelors, Junior Specialists, Bachelors, Specialists, Masters, and other documents confirming completed education and qualifications;
- diploma supplements, documents confirming complete general secondary education, and their supplements;
- documents issued by vocational schools, technical schools, colleges, institutes, universities, and other educational institutions;
- academic records or archival certificates;
- certificates or other documents confirming the fact and period of study;
- where the relevant records are available, information on subjects studied, grades, number of academic hours, and other details of the educational programme.
Whether a particular document can be obtained must be assessed on a case-by-case basis. For example, a duplicate diploma and an archival education certificate are different documents. An archival certificate is prepared on the basis of information that has actually been preserved in archival records. If the required information is not available in those records, it cannot be reconstructed solely on the basis of statements made by the applicant.
When Do Education Documents Need to Be Reissued?
Education documents most commonly need to be reissued when the original has been lost, destroyed, or damaged. However, these are not the only circumstances in which a duplicate diploma, certificate, or supplement may be required.
Typical situations include documents lost during relocation, left in an area that is no longer accessible, destroyed, or damaged to such an extent that they can no longer be properly used. There are also cases where the diploma itself has been preserved but the supplement listing subjects and grades has been lost.
A person may also need to obtain a duplicate diploma or other education document for use abroad. A foreign university, employer, or public authority may require a document in suitable condition, confirmation that it was officially issued, or additional information about the applicant’s studies.
If you have lost your diploma and are unsure what to do, the first practical step is to identify the institution that issued it and determine whether it is still operating and which institution or archive currently holds the records required for issuing a duplicate.
How Can You Obtain a Duplicate Diploma, School Certificate, or Other Education Document?
The procedure depends on the type of document and the individual circumstances. If an education document has been lost, the first step is to determine which institution is authorized to issue a duplicate or provide official confirmation of the relevant educational records.
The general process is as follows:
- Determine exactly which document is required: a duplicate diploma, diploma supplement, general secondary education document, academic record, or archival certificate.
- Check the current status of the educational institution that issued the original document.
- Determine where the request should be submitted: directly to the educational institution, its legal successor, or the institution holding the relevant archival records.
- Prepare the application and supporting documents required for the specific procedure.
- Allow the relevant institution to verify the information and prepare the requested document.
- Once the document has been received, check that the personal details are correct and, if it will be used abroad, determine the applicable apostille, translation, and certification requirements.
Following these steps can help avoid unnecessary requests and delays. This is particularly relevant for older diplomas and documents issued by institutions whose names or organizational status have changed one or more times.
Where Should the Request Be Submitted?
If the educational institution is still operating, it is generally the appropriate place to start. For example, to obtain a duplicate of a lost document confirming complete general secondary education, the Ministry of Education and Science of Ukraine recommends submitting an application to the institution that originally issued the document.
If the institution has been reorganized, its legal successor must be identified. If it has been closed, it may be necessary to continue the search through the relevant education authority or archival institution.
Can an Education Document Be Requested Through a Representative?
In many cases, the process can be handled through an authorized representative. This is particularly convenient for people who live abroad or cannot travel to the relevant institution in person.
However, representation requirements vary depending on the procedure and the institution involved. Before arranging a power of attorney or other supporting documents, it is advisable to establish exactly what authority the representative must be granted and what form of authorization is required in the specific case.
What Documents Are Required to Obtain a Duplicate?
There is no single set of documents that applies to every case. The requirements depend on which document needs to be reissued, when it was originally issued, which institution issued it, and whether the application is submitted by the document holder personally or through a representative.
The following may commonly be required:
- an application for the issuance of a duplicate or provision of the relevant information;
- an identity document of the document holder;
- a copy of the lost diploma, certificate, school-leaving certificate, or supplement, if available;
- available details of the document, such as the year of graduation, field of study, qualification, series, and number;
- a document confirming a change of surname, first name, or other personal details if they differ from those recorded during the period of study;
- documents confirming the representative’s authority if the request is submitted by another person.
If no copy of the lost document is available, this does not necessarily mean that it cannot be reissued. The search may be based on information about the document holder and their studies preserved by the educational institution or in archival records.
The more accurate the initial information is — including the institution’s full name at the time of study, years of attendance, faculty, field of study, and any previous surname — the easier it is to identify the relevant records.
What Should You Do If the Educational Institution Has Closed or Been Reorganized?
The closure or reorganization of an educational institution does not automatically mean that it is no longer possible to confirm a person’s education. The first step is to determine where the institution’s functions and records were transferred.
Where Can Records from a Closed Educational Institution Be Found?
The search should generally follow a logical sequence. First, determine whether the former institution has a legal successor. If not, information may need to be obtained through the authority responsible for the institution, followed, where necessary, by identifying the archive to which its records were transferred.
If the records are held by an archival institution, an archival education certificate may be issued on their basis. Such a certificate contains only information that can be verified from the records preserved in the archive. This may include the period of study, graduation, individual stages of education and, in certain cases, information contained in the original education document and its supplement.
What About Older Education Documents?
Diplomas, school-leaving certificates, and other education documents issued many years ago often require additional research. The institution may have changed its name, merged with another institution, ceased operating, or transferred its records to an archive.
This also applies to education documents issued during the Soviet period. In such cases, the key issue is not the appearance or format of the old document, but whether records confirming the person’s studies and graduation can still be located.
Can Education Documents Be Requested While You Are Abroad?
Being outside Ukraine does not necessarily mean that you must return to Ukraine in person to replace a diploma or obtain another education document. Depending on the procedure, some or all of the process may be handled remotely or through an authorized representative.
The first step is to identify the institution authorized to issue the required document and establish its requirements. The application, copies of supporting documents and, where necessary, documents authorizing representation can then be prepared accordingly.
Once the education document has been obtained, it may need to be prepared for submission in the country where the holder resides. The applicable requirements for an apostille, translation, and certification of the translation should therefore be checked separately.
The Regional Translation Center can assist with this process in Ukraine and arrange delivery of completed documents abroad.
Replacing a Ukrainian diploma should not, however, be confused with requesting a document issued by a foreign educational institution. These are separate procedures governed by the laws and administrative rules of the respective country.
How Long Does It Take to Obtain Education Documents?
There is no universal processing time for all cases. The timeframe depends on the type and age of the document, the current status of the educational institution, whether the necessary information is available in registers or archives, and whether additional requests need to be submitted.
| Situation | What May Affect the Processing Time |
|---|---|
| The institution is still operating | The institution’s internal procedures and verification of records |
| The institution has been reorganized | Identifying the legal successor and locating transferred records |
| The institution has been closed | Determining where its archival records are held |
| The document was issued many years ago | The need to search paper-based archival records |
| Additional information is required | Requests to other institutions and additional verification |
For this reason, it would be inaccurate to promise a specific completion date before the individual circumstances have been reviewed. Before ordering the service, it is advisable to establish where the necessary records are held and which procedure applies to the particular document.
Do You Need an Apostille and Translation After Obtaining the Document?
If an education document is intended for use abroad, additional processing may be required after a duplicate has been issued. However, an apostille and translation are not required in every case. The requirements depend on the destination country and the institution to which the document will be submitted.
When Is an Apostille Required for Education Documents?
An apostille is used to certify the official origin of a document for use in countries where the relevant international procedure applies. In Ukraine, apostilles on documents relating to education and science fall within the competence of the Ministry of Education and Science of Ukraine.
Before submitting a document for an apostille, the requirements of both the destination country and the receiving institution should be checked. In some cases, international agreements may eliminate the need for an apostille, while in others a different document authentication procedure may apply.
A damaged or incorrectly completed document may cause difficulties during the apostille process. It is therefore advisable to check its condition and details in advance.
When Is a Translation Required?
A translation is generally required when an education document is submitted to an institution in a country where Ukrainian is not accepted for official purposes. The receiving institution may be a university, employer, immigration authority, qualification recognition body, or another organization.
A diploma and diploma supplement translation should accurately reproduce the qualification, field of study, subjects, grades, document details, and other relevant information. The appropriate method of certification should also be determined according to the requirements of the receiving institution rather than selected automatically.
How Can the Regional Translation Center Help You Obtain Education Documents?
The Regional Translation Center can assist with requesting and obtaining education documents in Ukraine, particularly when the document holder lives in another city or abroad.
The process begins with an assessment of the individual situation: which document was issued, which institution issued it, when it was issued, and what needs to be obtained now. If the educational institution has changed its name, been reorganized, or closed, the relevant legal successor or possible location of its records can be identified.
Depending on the circumstances, assistance may include preparing and submitting the necessary requests, obtaining completed documents, and arranging the subsequent steps required for their use abroad. Where necessary, apostille services, professional translation, appropriate certification, and delivery within Ukraine or to another country can also be arranged.
This approach makes it possible to manage the process consistently — from locating the required education document to preparing it for submission to the institution that needs it.
