Certified Copies of Documents

UNE requires certified copies of primary and secondary identification documents along with any relevant qualifications cited in your application and as required to meet AQF & TESQA requirements.

The documentation that must be provided before an employee commences work with UNE includes:

  1. Primary Document (Certified): A primary document, such as an Australian Passport, Australian Citizenship Certificate, or Australian Birth Certificate, is required. These documents are crucial for verifying the identity and work rights of the individual.
  2. Supporting Document (Certified): A supporting document is also necessary alongside the primary document. This document could be a driver's license or any other government-issued ID with the individual's photograph. The document serves as an additional layer of verification to ensure the reliability of our identity checks.
  3. Qualification Documents: All qualification documents must be provided by the new employee for recruited roles or, directly from the hiring area. These should be certified copies or digital certificates with verification information, such as those available through my eQuals platform.

Any other pre-employment checks that are specified as being required for relevant positions, such as Working with Children Checks (WWCC), will also be required to be provided to People and Culture prior to the new employee commencing work and having their staff record activated in the payroll system.

Digital documents should be submitted electronically via the Heather Portal for newly recruited roles or, via the recruitment ServiceNow cases. It is imperative that all documents provided by the employee, such as identity and qualification documents, are of high quality and certified.

Collection of personal information

UNE is committed to ensuring any personal and health information is collected, stored, accessed and used in accordance with the Privacy Act 1988 (Cth), the Privacy and Personal Information Protection Act 1998 (NSW), The Privacy (Tax File Number) Rule 2015, and the Health Records and Information Privacy Act 2002 (NSW).

The University’s Privacy Management Rule provides further information on your rights and responsibilities in the management of personal and health information and details on the way in which information is managed, stored and used.

What is a certified (or notarized) copy?

A certified copy of a document is a photocopy (or scan) of the original that has been certified as a true copy of the original by an authorised officer.

Who can certify copies?

An authorising officer must not be related to you (by birth, marriage or de facto relationship).

People from the following professional and occupational groups:

  • an accountant – member of a recognised professional accounting body or a Registered Tax Agent
  • a judge, barrister, solicitor or patent attorney
  • a Commissioner for Affidavits, Declarations or Oaths
  • a bail justice or sheriff
  • a police officer
  • a postal manager
  • a principal of an Australian secondary college, high school or primary school
  • a medical practitioner
  • a minister of religion
  • a Justice of the Peace (with a registration number in the State in which they are registered)

Services Australia Website

Who can certify documents outside of Australia?

  • an authorised officer of an Australian overseas diplomatic mission
  • an authorised officer of an Australian Education Centre
  • a school headmaster or other recognised examining authority
  • a Notary Public authorised officer in accordance with local legislation/practice.

How to certify copies

  • Make a copy of the original document.
  • Take the original document and your copy to the certifier.
  • They will check your copy is the same as the original.
  • On a single-page document, the certifier must write or stamp, 'This is a certified true copy of the original as sighted by me'
  • On documents with more than 1 page, the certifier must write or stamp 'I certify this and the following [number of pages] pages to be a true copy of the original as sighted by me' on the first page and initials all other pages.
  • The certifier must also write or stamp on the copy:
    • their signature
    • their full name
    • their occupation
    • their phone number
    • the date
    • their address (optional)

Documents not certified or not certified correctly

All of your supporting documents must be true and complete records. You should be prepared to provide original documents or original certified copies of supporting documents upon request at any time. A failure to provide documents on request, or the discovery of either fraudulent documents or a misrepresentation of true circumstances in association with your employment, may lead to the withdrawal of your offer of employment.

Examples of documents that haven't been certified properly:

  • documents verified by an immediate relative or a person residing at the same address as the applicant
  • documents that are photocopies or scanned copies without certification
  • documents that are certified copies of copies or scanned copies. It must be clear the certifying authority/person has
    sighted the original document
  • documents that have not been correctly verified or
  • documents verified by a Justice of the Peace without a registration number.

Need help?

Please contact People and Culture on 02 6773 3705 or peopleandculture@une.edu.au.