ENIC UKRAINE
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Description of Documents on Higher Education (Research Degrees), Supplements thereto, Academic Transcripts of State Standard

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Published on Friday, 12 May 2017 11:29

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Information for higher education institutions! Please take this information into account when ordering document forms and preparing them for issuance.

1. Diplomas on higher education (academic degree) (hereinafter referred to as diplomas), transcripts of records are recommended to be issued using forms of at least A4 size (210x297 mm) and printed on paper with a density of at least 150 g/m². The forms of the diploma supplements (hereinafter referred to as the supplements) are made in A4 format (or A3, in folded A4 – 210x297 mm) and are printed on paper with a density of at least 80 g/m². The text indicated in the supplements shall be printed using a font size of at least 9 pt.

2. Templates (content, design, etc.) of forms of diplomas, supplements, transcripts of records and (if necessary) the protection technology of these documents are recommended to be approved by a decision of the academic (pedagogical) council of the education/scientific institution. Templates of forms for diplomas, supplements, transcripts of records should be uniform for Ukrainian citizens, foreign citizens and stateless persons. Several templates may be approved that differ, for example, in color or design, in particular to recognize special achievements and/or awards of graduates.

3. Diplomas, supplements, and transcripts of records are to be filled out in two languages (Ukrainian and English).

4. The text provided for by the relevant diploma form shall be placed only on the front side of the diploma form and reproduced in print.

5. When preparing diplomas, supplements, and transcripts of records, the following should be taken into account:

• the back of the diploma form is intended for affixing the consular legalization and apostille stamps and should be free of meaningful information;
• in the forms of supplements and transcripts of records, the last page of the document should be free of meaningful information (including the information specified in paragraph 11 of these recommendations) for affixing apostille and consular legalization stamps;
• handwritten additions (including basic details: series, registration number, date of issue, etc.) are not allowed in the forms of diplomas, supplements, transcripts of records;
• forms of diplomas, supplements, transcripts of records are not laminated.

6. In diplomas, supplements, and transcripts of records, the name and surname of a citizen of Ukraine shall be written in Ukrainian, as it is indicated in the identity document of the citizen of Ukraine. The spelling of a citizen of Ukraine’s name and surname in English must be agreed with him/her before adding the information contained in diplomas, supplements, and transcripts of records to the Unified State Electronic Database on Education.

The name and surname of a foreigner or stateless person who has arrived in Ukraine for studies shall be written in English as it is indicated in Latin in his/her identity document. The name and surname of a foreigner and stateless person in Ukrainian shall be indicated according to the Unified State Electronic Database on Education, but shall be agreed with him/her prior to adding the information contained in diplomas, supplements, transcripts of records to the Unified State Electronic Database on Education.

If it is impossible to obtain documentary confirmation of the spelling of the name and surname of a foreigner and a stateless person, their spelling in Ukrainian and English shall be agreed with the foreigner and stateless person in writing before adding the information contained in diplomas, supplements, and transcripts of records to the Unified State Electronic Database on Education.

7. The head or other authorized person of the education/scientific institution signs diplomas, supplements or transcripts of records in person. The current position, name (initial), and surname of the person who signed the diploma, supplement, or transcript of records shall be indicated. It is not allowed to use “On behalf of” or a forward slash before the title of the position when signing diplomas, supplements, or transcripts of records. If there was an order (instruction) to replace the head, the word “acting” is added to the title of the position of the head.

The signature shall be certified by an imprint of the seal of the education/scientific institution.

8. The information specified in the diploma, supplement, transcript of records must correspond to the information specified in the Unified State Electronic Database on Education.

9. Scanned or printed (including facsimile) signatures of officials and seals of education/scientific institutions may not be placed on the forms of diplomas, supplements, and transcripts of records.

10. Duplicates of diplomas, supplements, and transcripts of records, regardless of the date of issue of the original document, are issued by the education/scientific institution using the form, the template of which is valid as of the date of issuance of the duplicate. Changes to the form are not allowed.

11. Unless otherwise provided by the form (template), each line of the form (template) of a duplicate of diploma and supplement, transcript of records must be filled in. A duplicate of a diploma, supplement, or transcript of records shall contain all the information specified in the original document.

In the fields of the duplicate of a diploma, supplement, transcript of records, which cannot be filled in due to the lack of information in the original document, a corresponding mark is made: “XXXXXXX”; such fields may also contain the phrase: “Information is missing from the original document”. If it is impossible to obtain the information, the mark “Information is unavailable due to...” is put.

Information about diplomas with honors is indicated by the mark “Diploma with Honors” in the “Additional information” field.

12. The translation into English of the information entered in Ukrainian is carried out by the education/scientific institution issuing the diploma, supplement, transcript of records.

If the original document was issued in Russian, the information in the duplicate shall be provided in Ukrainian and English, indicating that the translation from a foreign language was made by the education/scientific institution issuing the duplicate.

If the diploma supplement, transcript of records, etc. consists of two or more separate pages, they must be thread sewn or bound in a way that makes it impossible to separate them without compromising their integrity; there must be an indication of the number of thread sewn/bonded, numbered pages, the signature of the official (authorized signatory) and the seal of the education/scientific institution/separate structural subdivision of the education/scientific institution that issued the document.

Example of thread sewn documents

A higher education institution, taking into account the period of legal stay of a foreigner in Ukraine, submits the foreigner’s educational documents for affixing an apostille stamp to the Ministry of Education and Science of Ukraine, and for legalization – to the Ministry of Foreign Affairs of Ukraine.

Peculiarities of submitting documents for affixing an apostille stamp of the Ministry of Education and Science of Ukraine and verification for legalization by the Ministry of Foreign Affairs of Ukraine by representatives of higher education institutions.

Historical profile:

Description of documents on higher education (academic degrees) of the state-approved template and supplements to them, transcript of records before 2021

Updated: November 2024

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This information has been produced with the financial support of the Council of Europe. The views expressed by the author can in no way be taken to reflect the official opinion of the Council of Europe.