Certified (digital) copies application documents

Certified digital document

A certified digital document is an electronic copy of a student’s degree certificate, academic transcript, or other graduation documents of which the content and authenticity can be securely verified online.

We do not accept QR codes to verify the authenticity of the documents.

Certified hard copy

A certified hard copy is a physical copy of a student’s degree certificate, academic transcript, or other graduation document that carries an official stamp, date, and signature in ink from an authorised institution/individual (e.g. notary or school official).

Do note that each page needs to be signed and stamped. If your photocopy is printed on both sides, both sides need to bear a signature and stamp.

The University of Groningen accepts documents in English, Dutch, German and French. Documents issued in one of these languages do not need to be translated. If your issuing institution provides both original language and English translation then a separate sworn translation is also not required.

If your documents are only provided in another language, you will need to supply additional translations by a sworn translator. Do note that each page needs to be signed and stamped with the sworn translator's own signature and stamp.

If sent digitally, we need to receive these translations directly from the translator using their official e-mail address. The e-mail must also include: the applicant's last name, their University of Groningen student number (example: 1234567) and their study programme in the email subject line.

If sent by post, we need to receive the original documents carrying an official stamp from the translator. Please use the address label included in your decision letter or send your original documents to:

Depending on your decision letter you might need to submit:

Degree/Diploma certificate

If you have obtained your diploma certificate outside the University of Groningen, we need a certified copy of your diploma certificate. Or, if your diploma certificate is not yet available, a graduation statement will suffice as well.

Please note that your diploma document must mention the date of graduation and the official qualification name. If you have obtained your diploma from the University of Groningen, we can check your graduation in our database.

Statement of expected graduation

In a statement of expected graduation, your institution needs to declare that you have fulfilled all the graduation requirements and have (or will) graduate from your programme but do not yet have your official degree.

The document needs to include: First (given) name and last name; Date of birth; Current education; Stamp and signature from a representative of your University; Expected graduation date (or graduation date if you have graduated).

Please note, this has to be before the start of your programme.

Transcript

To verify your courses, we need to receive a transcript of your marks. The transcript needs to include your name and the signature and stamp of the issuing institution.

Certificates to lift a deficiency*

If you are asked to submit proof that you meet the required level of Mathematics, Physics, Chemistry and/or Biology please share the results of one of the accepted certificates. Your decision letter states the accepted certificates, how you can share your result with us and if we require a certified copy.

*Accepted tests and minimum scores can be found under entry requirements on the page of your Bachelor’s programme.

Language certificates and other certificates (GMAT/GRE/SAT)*

If you are asked to submit proof that you meet the required level of English, Dutch, GMAT, GRE and/or SAT please digitally share the results of one of the accepted certificates. For some of the test results, you are required to authorise us to receive or access your results, and to do so, you need to use our institution codes: 7191 (TOEFL), 7191 (GRE) and 7237 (SAT Score Report). Your decision letter states the accepted certificates, how you can share your result with us and if we require a certified copy.

*Accepted tests and minimum scores can be found under entry requirements on the page of your Bachelor’s or Master’s programme.

In order to submit your documents digitally you will need to submit a certified digital document. Make sure that your documents meet the certified digital document requirements under ‘What is a certified document?’ before submitting them.

The University of Groningen accepts the following three digital options in order of preference:

Option 1: Directly from the issuing institution to the University of Groningen via email

We accept certified digital documents directly sent to us by the issuing institution via email if:

• we are able to verify the email address (or function) on the official website of the institution,
• they are sent as PDF files.

Option 2: Documents that can be verified via the issuing institutions secured online system or database

We accept certified digital documents uploaded via our form if:

• they can be verified online via a secured electronic system/database of your institution.

Only if your certified digital documents can be verified online via a secured electronic system/database of your institution, can you submit your Certified Digital Documents here.

If your institution does not use a secured online system or database please refer to option 1.

Option 3: Documents shared via an independent academic verification platform

We accept certified digital documents shared via independent academic verification platforms such as:

• Australia & New Zealand: MyEquals
• Canada: Blockcerts, MyCreds
• China: CSSD
• United Kingdom: GradIntelligence, HEAR, DigitaryCORE
• United States: Parchment, National Student Clearinghouse.

Only if you are able to use this option use certdocs rug.nl when sharing your documents.

If your institution does not use an independent academic verification platform please refer to options 1 & 2.

If your institution does not support one of the above digital options please refer to the certified hard copy section.

Option 1: Hard copy documents send via post

If you are unable to submit your document(s) digitally, you can send us your certified hard copies via post. Make sure that your documents meet the certified hard copy requirements under ‘What is a certified document?’ before submitting them.

After your certified hard copies have been delivered at the university it can still take several working days before you receive a confirmation of receipt via email.

Please use the address label included in your decision letter or send your certified documents to:

If you are using a courier service you may need to provide them with our telephone number: + 31 (0)50 363 8004.

Important! To ensure that your documents are received properly when sending your documents from outside the EU/EEA area, you need to include a CN22 customs declaration form on which you specify that your package contains documents that hold no value.

Option 2: Drop off your certified documents at the University of Groningen

You can also drop off your certified hard copy documents by making an appointment at Student Information and Administration.

As of August 1st 2024 you will receive an automatic email that your documents have been received, please note this is no indication that they are sufficient. Once we receive your certified documents, we strive to verify them promptly. However while our goal is to complete this process as swiftly as possible, it can take longer during peak periods. With these certified documents, the Admissions Office is able to issue your Decree of Admission (the final admission statement), which is required to finalise your registration and therefore is essential to be able to start your studies at the University of Groningen.

Please refer to the International Application Guide for further information regarding anything else you might still need to do to complete your enrolment in the programme, such as paying your tuition fee and more.