Notarization for Higher Education: Using Remote Online Notary


There is no going back to pre-pandemic conditions on college and university campuses. There is no longer a requirement that students, instructors, and staff attend classes. Everyone participating in higher education wants to be able to work when and how they want, which necessitates the use of digital-first teaching and administrative approaches. 

These include the ability to remotely notarize documents for students, alumni, and staff, such as enrollment verifications, transcript requests, significant donor payouts, and several other documents. 

Traditional notary processes are inefficient.

On most campuses, you can find notaries public at various locations, including the registrar’s office, the bursar’s office, and the student service center. 

However, obtaining a document notarized through them necessitates a physical visit. It is typically time-consuming and difficult to coordinate when third parties, such as a witness or an additional signer, are required. This is especially true when a university governor, chancellor, or president is involved in the notary process. 

Additionally, employees become less productive.  Also, students are deprived of study time and flexibility. Furthermore, retired personnel who need to be involved in legally signing and then notarizing a student transcript are frequently out of town and unable to attend in person. Similarly, alumni who require a duplicate or digital diploma to be validated and mailed may now reside outside of the country. 

Furthermore, each office must manage and bear the cost of notary-related assets, such as notary seals, tangible documents, ink pads for signer thumbprints, logbooks for record-keeping, and copy machines for duplication. 

However, when the discomfort, loss of productivity, and cost of notarizing in person and on paper are considered, the advantages of a remote online notarization solution become significantly more apparent. 

New forms of electronic notarization are here.  

Legal acceptance of remote online notarization (RON) in most states is ushering in a new era of notarization in higher education. As more faculty and students adopt consistently blended teaching and learning methods, administration.  

At the same time, more state legislatures are enacting permanent RON legislation and regulations, recognizing remote notarization as a valid option for in-person notarizations. 

In conjunction with audio-visual technologies, proven RON platforms are making it easier and more convenient for students, faculty, and even campus businesses to have a fantastic notarial experience. Everything is done remotely. 

How does RON work? 

RON provides remote notarization of your college documents via an encrypted audio-visual session in which your notary may virtually meet your signers. Signers’ identities are validated using secure identity-proving methods to reduce the danger of identity fraud. 

Signers and the notary sign the document electronically in real-time. In contrast, your notary completes their electronic notarial log and applies their digital seal to the document, finishing the notarial transaction. A legal official gets electronic admittance to the electronic notarial diary and general media recording once the authorization is finished.

Common RON uses in colleges & universities. 

You may start modernizing your notary processes using RON if you haven’t done so. Here are a few instances of how your university can benefit: 

For students: 

  • Gain proof of coursework and enrollment- Today’s most general purpose of notarization on college campuses is evidence of coursework, which usually entails students going home or relocating to another nation. They frequently require notarized confirmation of completed classes for transfer credit. Ph.D. candidates who want to undertake some of their thesis work in another country must also provide notarized proof of enrollment. 
  • Apostilles are given for files used past the United States. The Secretary of State issues an apostille, which checks the genuineness of a public-official imprint on a report that will be used in another country. You must notarize your document before requesting an apostille from the Secretary of State. 
  • To do research, gain access to enterprise labs. Outside firms that undertake research frequently hire graduate-level students as researchers. Be that as it may, understudies should submit authenticated proof of school enlistment to get sufficiently close to the offices, where tests might include creature or human subjects or perilous synthetic compounds.

For faculty and staff:

Authenticate restricted-access tokens-To do research, some students and employees require access to sensitive university technologies or local places, such as labs and car test sites. Token administrators can use RON to notarize both the tokens and the associated paperwork. 

Secure immense gifts Because of the tremendous measures of money expected for tutoring, universities frequently request that a Proof of Funds report be verified before a sponsor’s trade of resources and the school’s announcement of the gift.

Gain property easements – An easement is a legal right to utilize land you do not own. A common form in a university context is the right to use a parking area shared with private development. Negotiate with the landowner, draft the easement, notarize it, then file it with the Recorder of Deeds in your county. 

For third parties: 

Confirm degrees earned – Unfortunately, fraud is common on many resumes. Before presenting an offer, companies frequently want a notarized education copy of a prospective employee’s diploma to validate their degree. 

Obtain liquor licenses-To benefit from alcohol sold to students, faculty, and employees, campus education student centers, bars, and restaurants must individually qualify for and notarize a liquor license. 


University and college for education notaries can now notarize documents remotely using electronic technologies that incorporate an e-signature and an encrypted audio and video connection.

Notary empowers you to: 

  • Give your students, staff, alumni, and third-party education organizations a more convenient experience by allowing them to sign and notarize agreements remotely. This saves them the time of meeting a notary public. 
  • Reduce risk by establishing a thorough audit trail, including a tamper-evident Certificate of Completion, audio-visual recording, and electronic journal. 
  • Secure identity verification and knowledge-based authentication technology can help to reduce the danger of identity fraud. 

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