Certified documents for application
As part of your application, you may be asked to supply certified copies of documents.
Certified copies are sometimes referred to as verified copies; regardless of the naming, the requirements are the same.
What is a certified document?
A certified copy is a photocopy of an original document, signed as being a true and accurate copy by an authorised person.
True and accurate copy
To be considered true and accurate a copy needs to be of the full document/page requested (i.e. not be cropped, or missing edges), and have the below on each page supplied:
- The words '"original sighted"
- The date the original was sighted
- The name and signature of the person sighting the original
- The stamp or name of the institution/organisation of the person verifying the documents
The above annotations must be in English.
The below people are authorised to certify documents for the purposes of enrolling at Otago Polytechnic:
- Justice of the Peace (or JP's on campus)
- Registrar or Deputy Registrar of the Court
- Notary public
- Member of Parliament
- Otago Polytechnic Staff Member
Frequently Asked Questions
The requirement in your application portal will tell you what documents are required for your application.
The most common certified documents we request for applications are below:
- Birth certificate
- Visa (for non-New Zealand citizens)
- Marriage or civil union certificate
- Deed poll
Please read the requirement in your application portal for the documents you need to provide. Most applicants will not need to supply all of the above, and some programmes have additional or specific requirements.
All learners in New Zealand are given a National Student Number (NSN) which is recorded on the National Student Index (NSI).
It is a requirement for us to verify the name, date of birth, and residency of each leaner so you can be matched to your NSI record (see https://nsi.education.govt.nz for more information).
Certified copies are sometimes referred to as verified copies. For application purposes a verified copy is the same as a certified copy.
The task requesting the document will contain further information about why we need you to upload another document. Some common reasons are:
- Your copy was not certified correctly
- Your copy was not certified by a suitable person
- The copy provided was cropped
- The copy provided was not legible
- You uploaded an incorrect file (but thanks for the photo of your cat)
Please read the task which has been set for you, and contact us if you need further clarification.
NZ Citizens whose details match a verified NSI record will not normally need to supply documents for ID verification.
This is normally for one of the below reasons
- Your NSI record is not verified – if this is your first time studying at a tertiary institute your NSN may have not yet be verified. Otago Polytechnic will verify your NSI record for you once we receive your certified documents.
- You have changed your name since the last time you studied in NZ – in this case we will require evidence of your name change (such as a Marriage or civil union certificate, or Deed poll).
- You are not a NZ Citizen – we need a copy of your passport and/or visa on record.
There are some documents we need to have copies of each year, for example residency visas which have an expiry date.
If you can’t get documents certified due to COVID-19 restrictions we can accept a copy accompanied by a self-declaration.
The self-declaration should be uploaded at the same time as your accompanying documents and can be in the form of a handwritten sheet or a printout with your signature.
The declaration must contain the information below:
In support of my application to enrol at Otago Polytechnic, I certify that every document I provide (or have provided) as part of the admission process is a true copy of the original document. I will produce the original if requested by Otago Polytechnic at a future date.
Full name: [full-name]
Signed: [signature] Date: [insert]