Certification
Certified
certification of documents
AStA Certifications: Your guide through the document jungle!
The AStA often provides students with certifications, but the rules are varied and not always clear. Would you like to ensure that your documents are correctly certified and internationally recognised? We are happy to assist you in finding the right solution for your certification needs. Please contact us!
The topic briefly and concisely
AStA certifications are a cost-effective alternative for students to have documents certified for university purposes. Use this service to save on fees.
Check AStA certification recognition with the respective institution in advance to ensure it is sufficient. A higher acceptance rate saves time and effort.
Take into account the specific requirements of each AStA regarding document format, language, and office hours to ensure a smooth process. Good preparation reduces the time required by up to 50%.
Do you need certification for your documents? Find out what services the AStA offers, which documents can be certified, and what alternatives exist if the AStA cannot assist.
Do you need a certification for your documents? The AStA (General Student Committee) at many universities offers students a certification of copies service. This service is often free or inexpensive and can be a convenient alternative to more expensive official certifications through local authorities or notaries. But what exactly are AStA certifications, what are the requirements, and what alternatives are available if the AStA cannot assist? We show you how to have your documents certified quickly and legally.
In this article, you will find everything you need to know about AStA certifications. We explain what certification is, its purpose, and how it differs from official certifications. Additionally, we address the specific requirements of various universities such as RWTH Aachen, Ruhr-University Bochum, and Münster University. This way, you are well informed and can have your documents certified without any problems.
Do you need a professional translation of your documents? At mentoc, we offer certified translations and professional proofreading services in all languages. Our team of sworn translators and experienced proofreaders is at your service to ensure that your documents are internationally recognised and accurately translated or proofread. Contact us today to learn more about our services.
AStA Certifications: Authenticity of copies confirmed within the university context
Definition and Purpose of AStA Certifications
A certification is the confirmation of the authenticity of a copy of a document. In the university context, AStA certifications serve to facilitate the submission of documents to universities and authorities. They provide a cost-effective or even free alternative to notaries, especially for students. The AStA offers this service to support students in administrative processes and save them unnecessary costs. However, it is important to know that AStA certifications are not always sufficient.
What is a Certification?
A certification confirms that a copy of a document matches the original. This is particularly important when documents need to be submitted to official bodies such as universities or authorities. The AStA offers this service specifically in the university context to facilitate students’ access to administrative services. The AStA of Uni Münster provides free certifications, for instance.
Purpose of AStA Certification
The main purpose of AStA certification is to facilitate the submission of documents to universities and authorities. Since this service is often free or low-cost, it offers an attractive alternative to notaries. However, it is important to note that not all institutions accept AStA certifications. For example, the AStA Paderborn offers certifications for internal university purposes.
Distinction from Official Certifications
AStA certifications differ from official certifications, which are issued by citizens’ offices or notaries. While AStA certifications are often sufficient for internal university purposes, they are not accepted by all institutions. Therefore, it is important to find out in advance what type of certification is required. Some universities, like the Ludwig Maximilian University of Munich and TU Berlin, specifically require official certifications.
Differences in Recognition
A key difference lies in recognition. AStA certifications are not accepted by all institutions. For instance, Ludwig Maximilian University of Munich and TU Berlin often require official certifications. It is therefore advisable to check with the respective institution in advance which type of certification is accepted. The AStA Bochum notes that their certifications are not recognized by all universities.
When is an Official Certification Necessary?
An official certification is necessary when documents are required for official purposes outside the university sector. This can be the case, for example, when applying for certain professions or submitting documents to foreign authorities. In such cases, a certification by a citizens’ office or a notary is required. The RWTH Aachen provides information about alternative certification services in the city of Aachen.
Requirements for AStA certification: Original documents and language skills required
General Requirements
To obtain an AStA certification, certain requirements must be met. Typically, you need the original document as well as a legible copy. The AStA generally does not offer copy services, so you must bring the copies yourself. Additionally, the documents must be understandable in either German or English, or a certified translation must be provided. Ensure that the documents are loose, not stapled, and printed on standard paper.
Original Document and Copy
Presenting the original document and a legible copy is essential. Most AStA offices do not have facilities to make copies on-site. An exception is AStA Paderborn, which can produce a colour copy of the original for a fee. Therefore, it is advisable to find out in advance whether the AStA offers copying services or whether you need to bring the copies yourself.
Language of the Documents
The documents must be understandable in German or English. If the documents are in another language, a certified translation is required. AStA RWTH Aachen and AStA Siegen explicitly state that documents in other languages cannot be certified unless accompanied by a certified translation.
Document Format
The format of the documents is also important. AStA RWTH Aachen specifies that documents must be loose, not stapled, and printed on standard paper. This is to simplify the certification process and ensure that copies can be properly certified. Make sure the documents are prepared accordingly.
Types of Documents
Not all documents can be certified by the AStA. Generally, academic documents such as diplomas, transcripts, internship certificates, and language course certificates are certified. Personal documents such as identity cards, marriage certificates, police clearance certificates, financial documents, and contracts are excluded. Please check in advance which documents your university's AStA can certify.
Academic Documents
Typical academic documents certified by the AStA include diplomas, transcripts, internship certificates, and language course certificates. AStA RWTH Aachen, AStA Hochschule Düsseldorf, and University of Münster offer this service to help students present their academic achievements to universities and other institutions.
Excluded Documents
Certain documents are excluded from AStA certification. These usually include identity cards, marriage certificates, police clearance certificates, financial documents, and contracts. AStA RWTH Aachen, AStA Paderborn, and AStA Siegen highlight that such personal documents cannot be certified. You should contact a citizens' office or a notary for these documents.
AStA Certifications: Free services with local restrictions
RWTH Aachen
The AStA of RWTH Aachen offers a free certification service for students of RWTH Aachen. This service is limited to academic documents intended for public authorities. This means that only documents required by universities, offices, or other public institutions can be certified. Personal documents like ID cards or marriage certificates are not certified. The AStA RWTH Aachen provides certifications daily from 10 am to 2 pm.
Ruhr University Bochum
At Ruhr University Bochum, the AStA certification is subject to a fee. A charge of €1.00 is applied per document. Opening hours are limited and vary by weekday. In the winter semester 2024/2025, the service is available on Mondays, Tuesdays, Thursdays, and Fridays from 10 am to 12 pm and on Wednesdays from 4 pm to 6 pm in SH 0/11. It's important to note that the certifications from AStA Bochum are not recognized by all universities. Therefore, check in advance if the certification is sufficient.
Hochschule Düsseldorf
The AStA of Hochschule Düsseldorf certifies academic documents during opening hours. To avail of the service, you must present both the original and a copy of the document. The AStA is located at Münsterstraße 156. Additionally, the AStA offers various advisory services, including university sports and the Techniker Krankenkasse, which take place at specific times in room 03.E.005.
University of Münster
The AStA of the University of Münster offers free certification of academic documents. This service is located at the examination office of the Faculty of Mathematics and Natural Sciences. Students of University of Münster can have their certificates and other academic transcripts certified free of charge here. This is particularly handy for applications and other administrative processes.
University of Paderborn
At University of Paderborn, the AStA provides certifications for internal university purposes. A fee of €2.00 per document is charged, which includes a color copy of the original. It's important to note that no official certifications are issued. The service is restricted to documents such as university records, high school diplomas, and translations. Personal documents like ID cards or financial records are not certified. Opening hours vary depending on the AStA department.
University of Siegen
The AStA of University of Siegen offers free certifications, but only for German documents. Personal documents are excluded from this service. Opening hours vary between lecture periods and non-lecture periods. During lecture periods, the office is open Monday to Thursday from 9:30 am to 3:30 pm and Friday from 11:30 am to 2:30 pm. In the non-lecture period, the office is open on Tuesdays and Thursdays from 11:30 am to 2:30 pm. The AStA office is located in AR – H 105.
TU Dortmund
At TU Dortmund, an appointment is required for document certifications. A maximum of 10 documents can be certified per appointment. The service is primarily aimed at students of TU Dortmund who must use their university email address for verification. Non-TU students must provide a justification in the comment field when scheduling an appointment. Certifications are not carried out without an appointment. Opening hours and certification times vary depending on lecture periods.
AStA Certification: Prepare documents optimally and save costs
Preparation of the Documents
Careful preparation of the documents is crucial for a smooth process of the AStA certification. Ensure that you create both the original and a copy of the documents to be certified. Check whether the documents meet the requirements of the AStA, especially regarding language and format. Otherwise, there may be delays or rejections. For example, the AStA TU Dortmund requires a prior appointment.
Creating Original and Copy(ies)
Create both the original and one or more copies of the documents you wish to have certified. The AStA typically needs both the original and the copy to confirm consistency. It is advisable to make several copies if you need the certifications for different purposes. The AStA RWTH Aachen emphasizes that the copies must be single-sided and readable.
Ensuring Documents Meet Requirements (Language, Format)
Ensure that the documents meet the specific requirements of the AStA. Pay attention to language, format, and any special rules. For instance, the AStA Universität Siegen only certifies German documents. The AStA RWTH Aachen requires that the documents be unbound and unstapled. Careful preparation helps to avoid unnecessary delays.
Appointment Booking (if required)
Some AStA offices, like the AStA TU Dortmund, require prior appointment booking. This helps to manage demand and ensure that sufficient time is available for certifications. Find out in advance whether an appointment is necessary to avoid unnecessary waiting times. Other AStAs, like the AStA RWTH Aachen, offer the service during regular opening hours.
TU Dortmund: Mandatory Appointment Booking
At TU Dortmund, an appointment for document certifications is mandatory. Without an appointment, no certifications are carried out. Booking an appointment allows the AStA to manage demand and ensure sufficient time for each student. Schedule your appointment in advance to avoid delays.
Other AStAs: Checking Opening Hours
Even if an appointment is not required, it is advisable to check the opening hours of the AStA. Opening hours may vary depending on the university and the time of year. For example, the AStA Universität Siegen has different opening hours during lecture time and non-lecture time. Check in advance to ensure you can use the service during open hours.
Presenting the Documents
When presenting the documents, it is important to have both the original and the copy(ies) ready. The staff member of the AStA will check the agreement between the original and the copy before certifying the copy. Make sure to present all necessary documents completely to speed up the process.
Personal Presentation at the AStA
The documents generally need to be presented personally at the AStA office. Presentation through third parties is usually not possible. Personal presentation allows the AStA staff to verify the identity of the applicant and ensure the documents are correctly presented.
Submission of Original and Copy
Present both the original and the copy(ies) of the documents. The AStA staff will verify the consistency between the original and the copy before certifying the copy. Ensure that the copies are readable and complete to avoid delays.
Payment (if required)
Not all AStA certifications are free. Some AStA offices charge a fee for the service. For example, the AStA Ruhr-Universität Bochum charges €1.00 per document, while the AStA Universität Paderborn charges €2.00 per document (including colour copy). Check in advance about the costs to avoid unpleasant surprises.
Ruhr-Universität Bochum, Universität Paderborn: Chargeable
At Ruhr-Universität Bochum and Universität Paderborn, the AStA certification is chargeable. The AStA Ruhr-Universität Bochum charges €1.00 per document, while the AStA Universität Paderborn charges €2.00 per document (including colour copy). Have the money ready to speed up the process.
Other AStAs: Often Free of Charge
Many other AStA offices offer the certification service free of charge. For instance, the AStA RWTH Aachen, the AStA Universität Münster, and the AStA Universität Siegen offer the service free of charge. However, check in advance to ensure that no fees apply.
Receiving the Certified Documents
In most cases, you receive the certified documents immediately after certification. However, for larger quantities, you may need to collect the documents later. The AStA Universität Paderborn offers the option to submit larger quantities of documents and collect them later. Clarify this in advance with the AStA staff.
Immediately After Certification
In most cases, you receive the certified documents directly after certification. The AStA staff will mark the copy(ies) with a stamp and signature before handing them over to you. Check if all documents have been correctly certified before leaving the office.
For Larger Quantities: Later Collection (AStA Paderborn)
If you want to have a larger number of documents certified, you might need to collect the documents later. The AStA Universität Paderborn offers the possibility to submit larger quantities of documents and collect them later. Clarify this in advance with the AStA staff to avoid misunderstandings.
AStA certification rejected? Citizen offices and notaries offer alternatives
Bürgerbüros
Bürgerbüros offer official certifications for various documents. Unlike AStA certifications, official certifications are accepted by all institutions. However, this service incurs a fee. Costs vary depending on the municipality and type of document. Please check in advance regarding the applicable fees and required documents.
Notare
Notaries also provide official certifications. Notarial certifications are highly regarded and generally accepted by all institutions. However, notarial certifications are associated with higher costs than certifications from Bürgerbüros or the AStA. Please check in advance regarding the applicable fees and required documents.
Andere Behörden
Depending on the type of document, other authorities may also perform certifications. For instance, civil registry offices can certify birth certificates and marriage certificates. Check with the relevant authority whether a certification is possible and what conditions must be met.
AStA Certifications: Check recognition and observe opening hours
Check the Recognition of AStA Certification
Before you commission an AStA certification, it is essential to check the recognition of the certification. Confirm in advance with the institution where you need to present the documents whether an AStA certification is sufficient. Some institutions, such as Ludwig Maximilian University of Munich and TU Berlin, explicitly require official certifications from citizen offices or notaries.
Pay Attention to Opening Hours
The opening hours of AStA offices may vary. Check the current opening hours in advance to ensure you can use the service. Some AStA offices have different opening hours during the lecture period and the lecture-free period. The AStA University of Siegen, for example, has different opening hours during the lecture period and the lecture-free period.
Observe Specific Requirements of the AStA
Each AStA has specific requirements for the documents to be certified. Pay attention to the document format, language, and any special regulations. The AStA RWTH Aachen, for instance, requires that the documents are loose and not stapled. The AStA University of Siegen certifies only German documents. Familiarize yourself with the specific requirements in advance to avoid delays.
If Unsure: Direct Contact with the AStA
If you are uncertain about whether an AStA certification suffices for your purposes or what requirements need to be fulfilled, contact the AStA office directly. The staff at AStA can answer all your questions and assist you in preparing the documents.
AStA Certifications: Your Key to Smooth Document Management
AStA Certifications are a practical and cost-effective way to have documents certified for university purposes. They offer students a simple way to demonstrate their academic achievements and ease administrative processes. However, it is important to meet the specific requirements of the respective AStA and to inform oneself in advance about the recognition of the certification. If an AStA certification is not sufficient, there are alternative options available to you with citizen offices and notaries.
Do you need a professional translation of your documents? At mentoc, we offer certified translations and professional proofreading services in all languages. Our team of sworn translators and experienced proofreaders is here to ensure that your documents are internationally recognized and accurately translated or proofread. Contact us today to learn more about our services.
More useful links
The Uni Münster provides information on the free certification service of the Examination Office of the Faculty of Mathematics and Natural Sciences.
The AStA Paderborn provides information about their certification service for internal university purposes, including fees and accepted documents.
The AStA Bochum provides details about their paid certification service and its limited recognition by other universities.
The RWTH Aachen offers information on certifications and apostilles, including alternative certification services in the city of Aachen.
The AStA RWTH Aachen describes their free certification service for students of RWTH Aachen, including document requirements.
The AStA Siegen provides information about their free certification service, accepted documents, and varying opening hours.
The AStA Hochschule Düsseldorf offers information about the certification service for study-related documents during opening hours.
The AStA TU Dortmund explains how students can schedule an appointment for document certification.
FAQ
What exactly is an AStA certification?
An AStA certification is the confirmation of the authenticity of a copy of a document by the General Student Committee (AStA) of a university. It is intended to facilitate the submission of documents to universities and authorities.
Which documents can I have certified by the AStA?
Generally, academic documents such as certificates, transcripts of records, internship certificates, and language course certificates are certified. Personal documents such as identity cards or marriage certificates are usually excluded.
What does an AStA certification cost?
Many AStAs offer the service free of charge. However, some, like Ruhr University Bochum (€1.00 per document) or University of Paderborn (€2.00 per document), do charge a fee.
Where can I find the AStA that offers certifications?
The AStA is usually located on the campus of the respective university. Detailed locations and opening hours can be found on the website of the AStA or the university.
What do I need to bring to the AStA to obtain a certification?
Generally, you require the original document as well as a legible copy. Some AStAs do not offer copying services, so you should bring the copy yourself.
Are AStA certifications recognized by all institutions?
Not all institutions accept AStA certifications. Some universities and authorities explicitly require official certifications by citizens' offices or notaries. Confirm this in advance.
What should I do if the AStA cannot certify my documents?
If the AStA cannot certify your documents, you can turn to a citizens' office or a notary. They offer official certifications that are generally accepted by all institutions.
What alternatives are there to AStA certification?
Alternatives to AStA certification are official certifications by citizens' offices or notaries. These are chargeable but are generally recognized by all institutions.
