Verification of academic records

Source: https://www.universiteitleiden.nl/en/education/international-students/prepare-your-stay/meet-admission-conditions/verification-of-academic-records Parent: https://www.universiteitleiden.nl/en/education/international-students/studying-at-leiden-university/career/career-service

Once you have been conditionally admitted, you must take a number of steps to meet your admission conditions. In some cases, you will be asked to enable verification of your academic records.

Does this apply to me?

If your academic records need to be verified, this will be stated on your decision statement under 'Enable verification of academic records'. Note that verification is generally not required for incoming exchange students.

How to arrange verification

Check which verification method is stated on your decision statement then follow the relevant instructions below.

Certified copies by post

What is a certified copy?

A certified copy is a copy of an academic record that has been affixed with an originalstamp or seal by the issuing institution, so proving it is a genuine copy. We cannot accept academic records certified by other authorities such as notaries, translators or municipal offices.

Instructions:

• Ask the institution where you obtained the diploma to issue certified copies of your academic records and place them in a sealed institution envelope. If they do not have an institution envelope, they can instead use a regular envelope sealed with the institution stamp.
• Ask the institution to send the certified copies to the following postal address; or they can give the envelope to you to send, as long as it remains sealed.
• Student Information and Administration postal address, or
• LUC The Hague Admissions Office postal address (Liberal Arts and Sciences: Global Challenges applicants only).
• If the academic records are not in English, French, German or Dutch, ask the institution to enclose an official translation in the sealed envelope. If this is not possible, arrange a translation by a sworn translator and place this in a larger envelope along with the sealed institution envelope.

All documents received will become property of Leiden University and will be destroyed in a secure manner after processing, in accordance with the Higher Education and Research Act (WHW) and the General Data Protection Regulations (GDPR).

Online verification

For certain diplomas, it is possible to verify authenticity online via a verification portal or database. If this is possible for your diploma, it will be stated on your admission statement.

Instructions:

• Carefully follow the online verification instructions in your admission statement. You might, for example, be asked to provide a verification code.
• If online verification fails, we will let you know and provide alternative verification methods.

Can I use a different verification method?

You can only use a different verification method if you are unable to use the method stated on your admission statement; or if online verification is available but is not mentioned on your decision statement. Follow the steps below:  

My diploma can be verified online but I have not been offered this option

• On the ‘Admission decision’ screen in uSis, upload a copy of your diploma anda document explaining the online verification method.
• Leiden University will assess whether online verification is possible or if documents by post are still required.

My institution cannot send certified copies by post

• Ask your school/university to send your academic records as pdf attachment by email to bacheloradmission@sea.leidenuniv.nl or masteradmission@sea.leidenuniv.nl.
• The email must be sent by an authorised staff member from an official university email address, clearly stating the name and position of the staff member.
• Upon receipt, Leiden University will decide if the documents meet the verification requirements or whether further items are required.

I cannot request certified copies from the issuing institution

In this case, you are permitted to submit academic records that have been legalised or affixed with an apostille stamp or e-Apostille in the country where the qualification was obtained.

• Check how to arrange legalised or apostilled copies by going to this Dutch Government website and entering the country where your academic records were issued.
• Documents with a physical stamp: send the copies bearing the original legalisation/apostille stamp (not a copy of the stamp) to the Student Information and Administration postal address.
• Documents with an e-Apostille (that allows the content of the academic record to be verified online): upload a copy of the document and e-Apostille on the ‘Admission decision’ screen in uSis.

I have a Dutch diploma but it is not in the DUO diploma register (Mijn Diploma’s)

• Ask your Dutch school/university to send certified copies bearing an official stamp and signature in a sealed institution envelope to the Student Information and Administration postal address.
• Also upload a copy of these items on the uSis decision screen.

Questions about verification of academic records?

Any questions or difficulties? Send a message via the contact form.

Are you a Liberal Arts and Sciences: Global Challenges applicant? Instead contact LUC directly.