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Certified documents

A certified copy is a copy of an original document that has been verified to be a true copy by an authorised witness after they have sighted the original document. USQ requires you to meet the following criteria below when submitting certified documentation.

What is required from certified documentation?

The certifying officer must:

  • write on the copy "This is a true copy of the original documents sighted by me"
  • sign and print their name
  • provide an address and a contact telephone number
  • state their profession or occupation group (as below)
  • write on the copy the date certified
  • affix the official stamp or seal of the certifier's organisation on the copy.

In addition, if the certifying officer is a Justice of The Peace, the certifying officer must:

  • list registration number and state or territory of registration.

Who can certify documents within Australia?

The certifying officer must be:

  • currently employed in one of the professional or occupational groups listed below
  • contactable by telephone during normal working hours.

Part 1 - Members of certain professions including:

  • Chiropractor
  • Dentist
  • Legal Practitioner
  • Medical Practitioner
  • Nurse
  • Patent Attorney
  • Pharmacist
  • Physiotherapist
  • Psychologist
  • Veterinary
  • Surgeon

Part 2 - Other persons including:

  • 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 1985)
  • Bailiff
  • Bank Officer with five or more continuous years of service
  • Building Society Officer with five or more years of continuous service
  • Chief Executive Officer of a Commonwealth court
  • Civil Marriage Celebrant
  • Clerk of a Court
  • Commissioner for Affidavits
  • Commissioner for Declarations
  • Credit Union Officer with five or more years of continuous service
  • Fellow of the National Tax Accountants' Association
  • Finance Company Officer with five or more years of continuous service
  • Holder of a statutory office not specified in another item in this Part
  • Judge of a court
  • Justice of the Peace
  • Magistrate
  • Master of a court
  • Member of the Association of Taxation and Management Accountant
  • Member of the Australian Defence Force who is:
    • an officer; or
    • a non-commissioned officer within the meaning of the Defence Force Discipline Act 1982 with 5 or more years of continuous service; or
    • Warrant Officer within the meaning of that Act
  • Member of the Institute of Chartered Accountants in Australia, the Australian Society of Certified Practising Accountants or the National Institute of Accountants Member of the Institute of Corporate
  • Managers, Secretaries and Administrators
  • Member of the Institution of Engineers Australia (other than at the grade of student)
  • Member of:
    • the Parliament of the Commonwealth; or
    • the Parliament of a State; or
    • a Territory legislature; or
    • a local government authority of a State or Territory
  • Minister of Religion registered under Division 1 of Part IV of the Marriage Act 196
  • Notary Public, Permanent employee of:
    • the Australian Government or of an Australian Government authority; or
    • a State or Territory or of a State or Territory authority; or
    • a local government authority; with five or more years of continuous service who is not specified in another item in this Part
  • Permanent employee of the Australian Postal Corporation with 5 or more years of continuous service who is employed in an office supplying postal services to the public
  • Person before whom a statutory declaration may be made under the law of the State or Territory in which the declaration is made include Police Officer, Registrar, or Deputy Registrar, of a court
  • Senior Executive Service officer of the Commonwealth, or of a State or Territory, or of a Commonwealth, State or Territory authority
  • Sheriff
  • Sheriff's officer
  • Teacher employed on a full-time basis at a school or tertiary education institution

Who can certify documents outside Australia?

  • an authorised officer of an Australian overseas diplomatic mission (eg - Australian Embassy or Consulate)
  • an authorised officer of an Australian Education Centre
  • a private representative of this University
  • a university or college Registrar
  • a school headmaster or other recognised examining authority.