Cal State East Bay Diploma and Transcript Apostille Service

The following instructions explain how California State University, East Bay students and alumni can order diplomas and transcripts that need to be notarized, apostilled, or legalized for use outside the United States. Students and alumni must order their own academic records directly from CSU East Bay by following the university’s instructions.

After CSU East Bay prepares the diploma or transcript for notarization, SF Notary + Apostille can provide mobile notary service at the Hayward campus or take possession of the notarized document the school notarizes, obtain the California apostille and any additional authentication or consular legalization required, and ship the completed document within the United States or internationally. Students may use us for any or all of these services.

You do not need to be in California or visit the campus. Students living elsewhere in the United States or abroad can arrange the entire process by email. When the document is ready, you may ask CSU East Bay to use its notary or authorize SF Notary + Apostille to dispatch a mobile notary to the Hayward campus.

Important: Do Not Send Your Existing Diploma to the University

CSU East Bay has advised that it cannot notarize a diploma submitted by a student or alumnus. This restriction allows the university to verify that the diploma is authentic and was produced through its official ordering process.

If you need a notarized diploma, you must order a replacement diploma and have it delivered directly to CSU East Bay. Do not mail your existing diploma to the university or to us unless the university has given you different written instructions.

Step 1: Confirm What the Receiving Party Requires

Before ordering anything, ask the organization receiving your documents whether it requires:

• Your diploma

• Your official transcript

• Both your diploma and transcript

• A separate enrollment, graduation, or degree-verification letter

• An apostille or another form of authentication

A diploma and transcript are separate documents. If both must be notarized and apostilled, they will ordinarily require separate notarizations and separate apostilles.

Also confirm the destination country. The country determines whether the document needs a California apostille or a longer authentication and embassy or consulate legalization process.

Step 2: Email CSU East Bay Before Ordering

Email the CSU East Bay Office of the Registrar at diploma@csueastbay.edu. This is the email address the university lists for questions about notarizing diplomas and transcripts for foreign use.

In your email, explain that the diploma or transcript is needed for use outside the United States and must be notarized for an apostille or legalization. You may ask the university to use its own notary or authorize SF Notary + Apostille to provide the mobile notary at the Hayward campus.

If you would like to use any of our notary, apostille, legalization, or shipping services, copy info@sfnotary.com on your email.

Include:

• Your full name while attending CSU East Bay

• Your current full name, if different

• Your student ID number, if available

• Whether you need a diploma, transcript, or both

• The destination country

• That the document must be notarized for an apostille or legalization

• Whether you want CSU East Bay to use its notary or SF Notary + Apostille to provide the mobile notary

• If using SF Notary + Apostille, authorization for us to coordinate with the university and take possession of the notarized document

Suggested Email to CSU East Bay

Send email to: diploma@csueastbay.edu

Subject: Request for Notarized Diploma or Transcript for ApostilleRequest for Notarized Diploma or Transcript for Apostille

Dear CSU East Bay Office of the Registrar,

My name is [full name], and my student ID number is [student ID, if available]. I need my [diploma, official transcript, or both] notarized and apostilled or legalized for use in [destination country].

Please confirm which ordering option and delivery instructions I should use so that CSU East Bay receives and prepares the document for notarization.

For the notarization, I would like to use the following option:

[Choose one and delete the other option.]

• Please arrange notarization through CSU East Bay’s notary.

OR

• Please allow SF Notary + Apostille to provide a mobile notary at the Hayward campus. I authorize SF Notary + Apostille to coordinate the appointment, notarize the authorized university official’s signature, and take possession of the completed document.

[If applicable:] I also authorize SF Notary + Apostille to obtain the required apostille or legalization and ship the completed document to me or my designated recipient.

I have copied SF Notary + Apostille at info@sfnotary.com so they can assist with coordination.

Thank you,

[Full name]
[Telephone number]
[Email address]

Step 3: Order the Correct Academic Record

If You Need a Notarized Diploma

SF Notary + Apostille does not order diplomas or transcripts for students or alumni. You must order the required academic record directly from CSU East Bay and follow the university’s instructions for having it delivered and prepared for notarization.

Use CSU East Bay’s official Diploma Re-order Form.

In the comments section of the order, write:

This diploma is needed for notarization and an apostille. Please deliver it to CSU East Bay and contact me when it is ready for the campus notary appointment.

Do not have the replacement diploma mailed directly to your home or to SF Notary + Apostille unless CSU East Bay specifically instructs you to do so. The university must receive the newly ordered diploma directly so it can verify the document before notarization by our notary or the campus notary.

CSU East Bay has advised that the diploma reordering and notarization process may take approximately four to six weeks.

If You Need a Notarized Transcript

First email diploma@csueastbay.edu and ask which transcript ordering and delivery option must be selected for notarization.

CSU East Bay offers electronic and printed official transcripts through Parchment, but an electronic PDF or a sealed transcript mailed directly to the student may not be suitable for the university’s campus notarization procedure. Do not assume that a transcript you download, print, open, or already possess can be notarized.

Wait for written instructions from the Registrar before placing the transcript order. Current students may ordinarily begin through MyCSUEB, while alumni and former students may order through Parchment, subject to the university’s special instructions for notarization.

Step 4: Choose a Notary Option

Once CSU East Bay confirms that the diploma or transcript is ready, you may choose either of the following notary options. You do not need to attend the notarization appointment, which is helpful if you your located outside or the area or abroad.

Option 1: Use SF Notary + Apostille at the Campus

We can arrange a mobile notary appointment with the Registrar or another authorized university official at the CSU East Bay Hayward campus.

At the appointment, we notarize the university official’s signature—not the student’s signature and not the diploma itself. We can then take possession of the notarized document and manage the remaining apostille or legalization process.

This option keeps the notarization, apostille, and shipping stages together in one coordinated service.

Option 2: Use the University’s Notary

CSU East Bay may arrange for its own notary to notarize the university official’s signature. After notarization, the university may allow the student, a friend, or a relative to pick up the document.

The university may also mail the document. According to its recent instructions, CSU East Bay uses regular First-Class Mail unless the student provides a prepaid FedEx or UPS shipping label. The university does not obtain apostilles.

If you select this option, you may send or deliver the completed notarized document to SF Notary + Apostille for the apostille or legalization.

Step 5: Request a Quote From SF Notary + Apostille

Email info@sfnotary.com with:

• Your full name and telephone number

• Whether you need a diploma, transcript, or both

• Whether you have already contacted CSU East Bay

• Whether you have already placed the order

• The destination country

• Your deadline, if any

• The completed-document delivery address

• The recipient’s name, company, telephone number, and email address

• Any written instructions supplied by the receiving organization or CSU East Bay

• Confirmation that you have ordered or will order the diploma or transcript directly from CSU East Bay

We will provide a quote, estimated timeline, and payment instructions. The university’s preparation time is separate from our mobile notary and apostille processing time.

Step 6: We Complete the Notarization and Apostille

If you select our campus notary option, we will coordinate an appointment after CSU East Bay confirms that the document is ready. Our mobile notary will travel to the Hayward campus and notarize the signature of the authorized university official.

We will then take possession of the notarized diploma or transcript and submit it for the required California apostille. After completion, we can scan the document and ship it by FedEx within the United States or internationally.

For a country that participates in the Hague Apostille Convention, the California apostille is generally the final government authentication. Documents intended for a non-Hague country may require additional authentication and embassy or consulate legalization. We will explain any additional steps in your quote.

What Does the Apostille Verify?

The California Secretary of State apostille authenticates the signature and commission of the California notary public whose certificate accompanies the university record.

The apostille does not evaluate the student’s coursework, verify the contents of the academic record, or determine whether the diploma or transcript will satisfy the receiving organization’s requirements. The receiving party should tell you which records and form of authentication it requires.

Important Timing Information

CSU East Bay has advised that ordering a replacement diploma and arranging notarization may take approximately four to six weeks. This university preparation period cannot ordinarily be shortened by expedited apostille service.

Our apostille processing begins only after the university has prepared the document and the authorized university official’s signature has been properly notarized. If you have a deadline, contact CSU East Bay and SF Notary + Apostille as early as possible.

Contact SF Notary + Apostille

For assistance with a Cal State East Bay diploma apostille, transcript apostille, campus mobile notary appointment, or international document legalization, email info@sfnotary.com or call +1 (415) 655-9455.

Disclaimer: Requirements, university procedures, fees, processing times, and appointment availability may change. These instructions are provided for general informational purposes and are based partly on recent written guidance from CSU East Bay. Always confirm the current procedure with the Office of the Registrar before ordering your academic record. SF Notary + Apostille is not affiliated with California State University, East Bay, is not a law firm, and does not provide legal advice or determine whether a document will be accepted by a foreign authority.