Policies & Procedures

Distributing Original Diplomas

If you attend the commencement ceremony and have completed all requirements you will receive a diploma cover with your diploma at that time.  If you have not completed requirements, you will receive a cover at the ceremony; when requirements are completed your diploma will be mailed to you at the address you specified on your Application for Graduation, or can be picked up at the Registrar’s Office.

If you do not attend the ceremony, your diploma and cover will be mailed to the address that you specified on your Application for Graduation, or can be picked up at the Registrar’s Office.

Ordering Duplicate Diplomas

The cost for a duplicate diploma is $10.00 for each copy ordered, and requests may take up to 4 weeks to process.  Diplomas will not be released if there is a financial hold on the student account.

Students can submit the Duplicate Diploma Order Form in person, by mail or by fax.* Diplomas can be mailed or picked up in person, but not be faxed or emailed.  If mailed, Pacific University is not responsible for diplomas lost or delayed in the mail.

* To be in compliance with the PCI (Payment Card Industry), Pacific University cannot accept any payment card information or process any payment card charges received via electronic mail. Because of this, requests for Duplicate Diplomas cannot be accepted via email.

Rush Orders

Rush processing may be possible; contact the Registrar’s Office for more information.

Name Change

The name on the diploma must be identical to the name currently on the student’s official academic record.  Students may change the name on their academic records by submitting a Name Change Form.

Notarized/Certified Copy of a Diploma or Transcript

A notarized copy of a diploma is a black and white copy of the original that has been authenticated by the Registrar’s Office and notarized by a Notary Public.  Notarized transcripts are on official transcript paper. Requests typically are processed within a week.  Requests for a notarized transcript or diploma should be indicated when the transcript or diploma is ordered.  Pacific does not charge for the notary service.

Apostille/Authentication

Foreign Jurisdictions may require an Apostille or Authentication along with the notarized transcript or diploma, which is an additional certification process offered by states.  More information is available from the Oregon Secretary of State.

There is no separate form for requesting notarization of your original diploma.  If you have the original, you should submit a copy of the diploma with your request (email with a scanned attachment is fine).  If you do not have your original diploma, simply order a duplicate diploma and indicate on the form that you also need it notarized.  Indicate when you order an official transcript that you need it notarized.

Please note that the Registrar’s Office can send your notarized documents to the Oregon Secretary of State, but cannot coordinate their payment or the return or forwarding process for the documents.   It is strongly recommended that you request your notarized diploma and/or transcripts be returned directly to you from our office, rather than having them sent to the Secretary of State.  You then can submit them to the Oregon Secretary of State with your payment and their required information in one package.