Authenticity of documents and country-specific requirements in doctoral admissions

1. Certified copy of a Master's degree certificate or equivalent (i.e. the degree granting eligibility to apply)*
   
   Provisional degree certificate:
   Provisional degree certificate can also be accepted. In some countries, there can be a delay before the final degree certificate is issued to graduates. In such cases, a provisional (or temporary) degree certificate can be issued to a student who has successfully completed all the studies included in the degree and has graduated. The provisional degree certificate must include the name of the degree, the name of the institution awarding the degree, the date of awarding the degree, and the name of the student. A statement of completion of the studies is insufficient.
   
   *Regular, uncertified copy of a degree certificate is not accepted. See below the instructions for certified copies. Any country-specific requirements given below will override these instructions.
    

2. Original official transcript of study records with original stamps and signatures or a certified copy of it* (of the degree granting eligibility to apply).

   *Regular, uncertified copy of a transcript of records is not accepted. See below the instructions for certified copies. Any country-specific requirements given below will override these instructions.

3. Official translations if the degree certificate and the official transcript of records are not in Finnish, Swedish or English. Read carefully the instructions for official translations below.
4. If you demonstrate your English language proficiency with another higher education degree, a certified copy of the degree certificate and transcript of records*. 
   
   *Regular, uncertified copies of a degree certificate or transcript of records are not accepted. See below the instructions for certified copies. Any country-specific requirements given below will override these instructions.
5. If you demonstrate your English language proficiency with secondary education, a certified copy of your secondary-school final certificate. If your education was completed in an EU/EEA country, Switzerland or South Africa, English as the language of instruction must be indicated unambiguously on the certificate. If the language of instruction is not indicated on the certificate, submit also an official document issued by the institution clearly stating the language of instruction.

English language test results have been verified from an online service. Do not submit hard copies of IELTS, TOEFL, PTE A or Cambridge language test score reports.

Copies of study certificates (a degree certificate and a transcript of records, if the transcript is not original) must be certified by the awarding university or by a notary public. 

The certified copies must be delivered as hard copies either by mail, courier service or delivered in person. Check the delivery address from the application instructions of the Doctoral Programme you are applying to.

The copies must be taken from the original, official documents. A multiple-page certified copy must be certified on the front side of every page. Each page must have the certifying official’s original signature, printed name, ink stamp and date. Copies of officially certified copies are not accepted, the certifying official’s ink stamps and signatures must be original. A note declaring official copy status (such as a “True copy” stamp) is insufficient.

An apostille stamp or certificate is not required.

You must submit your documents according to the country-specific requirements (see below) if your degree is awarded in: 

• Australia, Bangladesh, Cameroon, Canada, China, Eritrea, Ethiopia, Finland, Ghana, India, Indonesia, Iran, Ireland, Kenya, Malaysia, Nepal, New Zealand, Nigeria, Pakistan, South Africa, Sri Lanka, Sudan, the United Kingdom or the United States.

Certified copies will not be returned to the applicant.

The documents must be in Finnish, Swedish or English. If the original document was issued in some other language, an official translation of the document must be submitted.

The translation is official if it has been done by the higher education institution that awarded the degree or by a certified translator (authorised translator). The translations must have the certified translator’s original ink stamp and signature.

The official translations must be either original or certified paper copies of the original documents. Unofficial copies of the translations are insufficient. The official translations must be accompanied by certified paper copies of the original documents in the original language. Translations by themselves are insufficient.

In Finland, the Finnish National Agency for Education (www.oph.fi/en) maintains a register of authorised translators who are based in Finland.

Transcript of records & degree certificate via My eQuals:

If your university uses My eQuals service, share your electronic transcript and degree certificate via My eQuals to the email address of the Doctoral education services of the Doctoral programme you are applying to.

Transcript of records & degree certificate if My eQuals is not used:

If your university does not use My eQuals service, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate or diploma supplement). Transcripts handled or delivered by the applicant will not be accepted.

Instead of a degree certificate, an Australian Higher Education Graduation Statement (AHEGS) is accepted as well. There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme. 

If your degree is awarded in Bangladesh, the copies of your degree certificate and transcript of records must be certified by the Ministry of Foreign Affairs of Bangladesh.

Each page of the transcript of records and the degree certificate must carry the original stamp and signature of the Ministry of Foreign Affairs of Bangladesh. Copies of the certified documents will not be accepted.

The documents must be delivered by mail, courier services or in person.

Further information is on the Ministry website (mofa.gov.bd).

Transcript of records:

If your degree was awarded in Cameroon, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree was awarded in Canada, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Electronic transcripts sent via Parchment Exchange are also accepted. 

Degree certificate:

You are not required to submit a copy of your degree certificate if your transcript of records confers the degree and includes the following information:

• name of the institution awarding the degree
• title/name of the degree
• name of the student
• date of award of the degree

If the above information is not available on the transcript of records. The authenticity of the degree certificate must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree is awarded in mainland China, a verification report of your transcript of records in English by CSSD (Center for Student Services and Development) is required.

This requirement concerns also applicants with an incomplete degree.

Apply to CSSD (www.chsi.com.cn) for a verification report of your transcript of records in English.
The verification report must be sent to the email address of the Doctoral education services of the Doctoral programme you are applying to.

Take into account the processing time of CSSD and start the verification process well in advance.
For further information, please visit the CSSD website (www.chsi.com.cn).

Degree certificate:

A verification report of your degree certificate in English by CSSD (Center for Student Services and Development) is required.

The verification report in English must be sent to the email address of the Doctoral education services of the Doctoral programme you are applying to.

Take into account the processing time and start the verification process well in advance.
Further information is on the CSSD website (www.chsi.com.cn).

Transcript of records:

If your degree was awarded in Eritrea, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree was awarded in Ethiopia, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

If you are completing or have completed a degree in Finland after 1 January 2003 and you have a Finnish personal identification code, copies of your official transcript of records and degree certificate uploaded to your online application form are enough.

Certified hard copy documents are not required. Aalto University will verify your degree using a national database.

If your degree was incomplete at the time of applying and you did not upload a copy of your degree certificate, follow the instructions from the Doctoral education services of the Doctoral programme you are applying to.

If your degree was completed before 1 January 2003, or you do not have a Finnish personal identification code, you must submit your official transcript of records (or attested copy of it) and an attested copy of your degree certificate in paper format (hard copies) according to the request of the Doctoral programme.

The documents must be submitted following the instructions for certified copies above. These documents cannot be submitted online. Note the instructions for certified copies, regular copies are not accepted.

Please note that all educational documents awarded by the National Defence University (Maanpuolustuskorkeakoulu)and Åland University of Applied Sciences (Högskolan på Åland) must be submitted following the accepted methods of the Doctoral Programme. They cannot be verified using the national database.

Transcript of records:

If your degree was awarded in Ghana, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree is awarded in India, an official transcript of records must be sent in a sealed envelope to Aalto University. You can submit the sealed envelope yourself to Aalto University.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate or diploma supplement).

If the institution does not re-issue official transcripts, photocopies of the original documents must be attested by the Controller of Examinations or Registrar and delivered in the institution's sealed envelope to Aalto University. You can submit the sealed envelope yourself to Aalto University.

Aalto University accepts also official electronic transcripts (e-transcripts) sent via Truecopy.
Request your electronic transcript to be submitted to [email protected] directly from Truecopy service.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Aalto University accepts also an officially certified electronic copy of the degree certificate sent via Truecopy. Request your degree certificate to be submitted directly from Truecopy service to [email protected] . 

Transcript of records:

If your degree was awarded in Indonesia, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

If your degree is awarded in Iran, the copies of your official transcript of records and degree certificate must be legalized by the Ministry of Foreign Affairs of Iran and the Embassy of Finland in Tehran.

All the copies must have the original stamp given by the Ministry of Foreign Affairs of Iran and the Embassy of Finland in Tehran. Copies of the certified documents will not be accepted.
Official translations of educational documents must be certified by the Ministry of Justice.

Original transcripts issued in English by the university are accepted if the transcript arrives in the university’s sealed envelope. The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted. You can send the sealed envelope yourself to Aalto University.

The documents need to be delivered by mail, courier services or in person.

Transcript of records:

If your degree was awarded in Ireland, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree was awarded in Kenya, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree was awarded in Malaysia, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If you degree is awarded in Nepal, an official transcript of records must be sent in a sealed envelope to Aalto University. The sealed envelope can be sent by the awarding institution or by the applicant to Aalto University.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents).

If your university is not able to send the transcript directly to Aalto University, please request for the document to be attested by the Controller of Examinations or the Registrar and to be placed in an official sealed envelope. Transcripts attested by persons outside the Controller of Examination or Registrar's Offices will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records & degree certificate via My eQuals:

If your university uses My eQuals service, share your electronic transcript and degree certificate via My eQuals to the email address of the Doctoral education services of the Doctoral programme you are applying to.

Transcript of records & degree certificate if My eQuals is not used:

If your university does not use My eQuals service, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree was awarded in Nigeria, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

If your degree is awarded in Pakistan, the copy of your degree certificate and transcript of records have to be attested by the Higher Education Commission (HEC) in Pakistan.

Each page of the copies of the degree certificate and the transcript of records must have the original attestation stamp and signature of the HEC official. Regular copies of attested documents will not be accepted. The authenticity of the qualifications will be verified with the HEC.

For more information, please see the HEC website (hec.gov.pk).

The documents need to be delivered by mail, courier services or in person.

Transcript of records:

If your degree was awarded in South Africa, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree was awarded in Sri Lanka, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree was awarded in Sudan, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree was awarded in the United Kingdom, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate, diploma supplement or translations of the documents). Transcripts handled or delivered by the applicant will not be accepted.

An official HEAR (Higher Education Achievement Report) sent via Gradintelligence is also accepted. The HEAR has to be sent directly through Gradintelligence to the email address of the Doctoral education services of the Doctoral programme you are applying to.

Degree certificate:

There are no country-specific requirements of the degree certificate. Instead its authenticity must be demonstrated following the accepted methods of the Doctoral Programme.

Transcript of records:

If your degree was awarded in the USA, an official transcript of records must be sent directly from your university to Aalto University in a sealed envelope.

The transcript of records must be certified with an original stamp of the university and an original signature of the certifying officer. Regular photocopies are not accepted.

The envelope must be sealed with the awarding institution’s official stamp across the back flap to indicate that the envelope has not been opened. Envelopes sealed with a generic stamp are not accepted.

In addition to the transcript, the envelope can contain only official documents awarded by the university (e.g. degree certificate or diploma supplement). Transcripts handled or delivered by the applicant will not be accepted.

Electronic transcripts sent via Parchment Exchange, National Student Clearinghouse and eSCRIP-SAFE or in secure PDF format are also accepted. The PDF transcript has to contain the blue certification ribbon and it has to be sent directly from the issuing university's Office of the Registrar to the email address of the Doctoral education services of the Doctoral programme you are applying to.

Degree certificate:

You are not required to submit a copy of your degree certificate if your transcript of records confers the degree and includes the following information:

• name of the institution awarding the degree
• title/name of the degree
• name of the student
• date of award of the degree

If the above information is not available on the transcript of records, the authenticity of the degree certificate must be demonstrated following the accepted methods of the Doctoral Programme.