Lydster: Apostille

Thanks to my daughter, I’ve learned a new word, apostille, which I’ll describe in due course. She decided to study abroad in the second semester of this college year. There’s a database she consulted to discern where to go based on her interests in art, black studies, environmental studies, and social justice.

She found one college in Botswana and three in South Africa: one in Johannesburg and the others in Cape Town. So she picked one, and then the process began. Because her current college compiled grades in a non-conventional way, she didn’t get approved for this process until late October. This seems like a reasonable amount of time, except that one has to get a visa to be a student in South Africa.

She made an appointment and was given January 21, 2025, to appear at the South African consulate in New York City. (One has to go to NYC, LA, or DC.) After writing a letter of appeal, the time was changed to January 14, and her February 5 flight was still a tight deadline.

The extensive list

Before the consulate visit, she had to check off items on this list. One item was a Notarized copy of the birth certificate. What does THAT mean?

Since my daughter was away at college, I went to Albany City Hall to get another copy of her birth certificate. We had the original, but I correctly surmised we’d need another one. It was a good thing I went in that direction. Once I got the birth certificate ($17), I got this page from the city clerk’s office. “Once a certified record is issued by the city of Albany, that record must go to the Albany County clerk’s office. The fee is $3 per document. The record must be issued within the last six months.” Fortunately, the city and county clerks are only a short distance apart on Eagle Street.

“The documents must then go to the New York State Secretary of State,  Miscellaneous Records the country where the document is to be sent must be specified. The fee is $10 per document. ” That is at 99 Washington Avenue, not too far away. 

The word at the top of the page the city clerk’s office gave me is Apostille. It is “a document used in international law that is issued by a government in accordance with the Hague Convention, and that certifies that another document has been signed by a notary public.”

Plus

She also needed a “Machine-readable valid passport with at least two (2) unused (blank) pages labeled Visa when presented at the Embassy or Consulate; one page for affixing the visa or permit by the embassy/consulate and the other page for endorsement of entry/departure stamp by the South African Immigration Services. Passport must be valid for 30 more days after the intended return date from South Africa.”

As it turned out, I had… persuaded her to get a passport in February 2024, which allowed her to dream about going abroad.  

• Two (2) passport photos with white or light background

She got this when she was home for Thanksgiving break. These are for the visa.

• Medical report on prescribed form (physical). The certificate must not be older than six (6) months at the time the applicant submits an application.

It was also completed during the T-day break.

• Original FBI certificate (full criminal background check report) and original police clearance certificate from each country where the relevant applicant resided for 12 months or longer after attaining the age of 18 years (for the last 5 years) in respect of criminal records or the character of that applicant, which certificate shall not be older than six months at the time of its submission.

Ditto. This was done in Half Moon, a small hamlet in the metro area that is not especially nearby.

What else?

• Certified/notarized copy of bio page of the passport
• Proof of financial means in the form of recent three months bank statements stamped by bank, and notarized letter from the parents stating the financial responsibility.
• Proof of sufficient financial means available to the learner while in South Africa
• Certified copy of ID of person taking financial responsibility, with three months statement and stamped letter from the bank.

Our financial institutions (banks, credit unions) handled “certified/notarized” slightly differently. 

• Proof of itinerary/reservation of round trip air tickets. Please do not purchase air tickets until you obtain a South African visa.

How do we prove an itinerary without buying a ticket? We purchase a (more expensive) refundable ticket.

But we HAVE insurance, don’t we?

• Proof of medical cover, renewed annually, for the period of study with a medical scheme registered under the Medical Schemes Act.

This confused me somewhat, as the entity arranging the trip provided a policy through a company that “provides a complete network of travel insurance coverage—medical insurance, 24-hour emergency assistance, trip and baggage delay, loss of baggage, and much more!” However, the company was NOT registered under the Medical Schemes Act.

On January 6, I purchased a qualifying insurance policy. I had a copy of my receipt, but we didn’t have a copy of the policy. I wrote to them again on January 10th, and they sent the policy to my daughter, saying they had sent it previously. Unfortunately, it was password-protected, and we had no idea what the password was. Luckily, my daughter wrote to them again, and they gave us a clean copy we could print.

So, on Monday, January 13, my daughter and I took a train to New York City in anticipation of the trip to the  South African consulate with what we HOPED was everything we needed, including a  US Postal Service self-addressed, pre-paid courier envelope “to facilitate return services” and a “non-refundable fee of  $36.00 money order for processing.”

More soon.