Business Office

Documentation Guidance:

The college notaries are unable to notarize the following documents.

• Wills; and
• Certified copies of a government issued document such as a death or birth certificates Oregon Revised Statutes Chapter 432.380 (15) and Oregon Administrative Rule 333-011-0335(7). (for these documents the requestor should contact the government office that issued the document).

Acceptable documents that Reed College notary-employees can notarize:

• Documents related to the normal course of college business;
• Reed College notary-employees can certify black and white copies of a passport or driver license. A photograph cannot be notarized;
• student documents that require notarization;
  • students needing certified, notarized or apostilled diplomas or transcripts should contact the notary in the office of the registrar;
• faculty and staff personal documents.

Remember to bring your document (not signed) and acceptable ID from the list below to your scheduled appointment. Reed College notary-employees will require proof of identification at the notary appointment. All forms of identification must include both a picture and a signature.

Acceptable forms of identification:

The following types of identification are just a few examples that may be used to positively identify a client, if they are current or expired not more than three years before performance of the notarial act:

• A driver’s license, ID card issued by the DMV, learners permit, provisional or limited term driver license. (Temporary (interim) driver license or temporary ID cards are only good for 30 days.)
• A United States passport or an officially recognized passport of a foreign country. A passport card is not acceptable because it does not have a signature.
• A United States military identification card that contains the person’s photograph and signature.

Important information to keep in mind, prior to making a notary appointment:

• Your document must be completely filled out, you may not leave blank spaces within the document, with the exception of the notarial certificate and your signature portion.
• DO NOT SIGN THE DOCUMENT UNTIL YOU ARE IN THE PRESENCE OF A NOTARY.
• If your document is not in English, someone (that you are able to bring to the appointment) must be able translate the document into English and sign a sworn statement in front of a notary, that it is a true and accurate translation.
  • Once your translation has been completed and attached to the original foreign language document, both you and your translator must come to the appointment to have your document notarized. Both of you will need to sign the document and will need to have an acceptable form of government-issued ID with you.
  • If you are unable to have someone translate and come with you to your appointment, Reed College notaries are unable to assist. You will need to locate a notary who can read the language of your document.
  • Bilingual notaries can be found at consulates and embassies. Translators are often notaries. A simple Google search will usually reveal notaries who are in your area that are eager to notarize in other languages.

• If your document requires witnesses, you will need to schedule an appointment with a notary at a time when you can bring your own witnesses. Please be sure to bring the number of witnesses required by your document.
  • You and your witness/witnesses will need to sign the document and will each need to have an acceptable form of government-issued ID with you.
  • Reed College will not provide any witnesses; only the notary service will be provided.

Reed College employs staff with notary public commissions in order to complete documents that require notarization in the normal course of college business. The intent of this policy is to: ensure all notary-employees are well-trained public officials that are in compliance with State of Oregon notary standards in order to protect the notary-employee and the college. The following is a list of Reed College’s internal notary policies.

• The business office will maintain a current list of notary publics employed by the college on the business office web page.
• Notary-employees shall follow all State of Oregon notary public rules and regulations and remain in compliance with notary training and commission standards.
• Notary-employees must keep their notarial seal/stamps in a locked and secure location and not allow its use by any other person, notary or otherwise. Notary-employees shall affix a seal/stamp on every notarized document, in compliance with state statute.
• Notary-employees shall record every notarial act in a bound journal or other secure recording device and safeguard it as an important public record.
  • Notary-employees shall sign an agreement indicating their acceptance to surrender the journal to the college upon termination of employment, additionally, the notary employees should make and keep a copy of the journal, prior to their departure.
  • The College and notary-employees shall safely store the notary journal and its copy for ten years from the date of the last entry.
• Notary-employees shall NOT charge fees for college business or personal documents for: students, staff, faculty or friends of the college.
• Notary-employees are to be free from any retribution or retaliation for refusal of any acts.