Documents of Studies Office

Personnel of the Documents of Studies Office:

IMPORTANT!
A storage fee of 200 lei will be charged for the release of (unclaimed) study documents dating back more than three academic years from the date of successful completion of the final examination. This provision is applicable to graduates who successfully completed their final degree examination as of June 2022. No storage fee will be levied for previously issued study documents.

Required documents for the issuance of documents of study and academic documents such as diploma supplement/ academic transcript/ academic record

1. Valid identity card or passport (original) and birth certificate (original or copy);
2. For the documents of studies requiring a photo: two recent colour photos on photo paper, size 3x4 cm, taken at a professional photo studio (only if they were not submitted to the faculty; no photos have been submitted to the Academic Records Office for undergraduate graduates, classes 2020 and 2021);
   Note: Photographs not complying with the requirements will not be placed on the diploma.
3. For the issuance of undergraduate, master's, doctoral degrees: The QR code generated following the online completion of the evaluation survey for the labour market insertion of UBB graduates.

• Access here the survey designed for graduates and select the option corresponding to the level of studies completed.
  https://insertiepm.ubbcluj.ro
• Save or print the QR code received by e-mail/available at the end of the survey.
• The QR code can be presented for validation at the Documents of Studies Office, either on mobile phone or another device, or printed, within 6 months from the generation of the QR code.

Decision of UBB Administration Council regarding the completion of the evaluation survey for the labour market insertion of UBB graduates

Decision of CA-UBB

For the attention of graduates requesting a Certificate of Completion for the Psycho-Pedagogical Training Programme!

Beginning with the graduating class of 2020, the Documents of Studies Office will issue Certificates of Completion for the Psycho-Pedagogical Training Programme based on the following documents:

1. Valid identity card or passport (original) and birth certificate (original or copy);
2. In the case of graduates who have already been released these degrees, a bachelor’s diploma is required for level I, and a master’s diploma is required for level II.

Issuance of documents of studies and academic documents such as diploma supplement/ academic transcript/ academic record

Documents of study and academic documents such as diploma supplement/ academic transcript/ academic record are released to the graduate.

If the graduate cannot be present, documents can be releaesed to their assignee, based on an authorization letter authenticated by a notary/ power of attorney, which expressly mentions that the assignee can pick up documents of studies/ academic documents.

If the authorization letter was released on the territory of another state, it will be submitted in original with a certified translation. The authorization letter must be apostilled or superlegalized by the designated competent authorities of the state where it was issued, except for those issued in states which have concluded conventions, treaties or agreements with Romania on legal aid in civil matters, which provide exemption from legalization. Authorization letters issued by Romanian embassies or consulates in various states are accepted. Authorization letters issued with the signature of the ambassador/ consul are not required translation or apostillation/ superlegalization.

The syllabus is issued to the holder, or to another person, without the requirement to submit an authorization letter/ power of attorney.

Academic transcripts on request for graduates from June 1983 to February 1994

Since the diplomas of the graduates who took the exit examination between June 1983 and February 1994 were not accompanied by academic transcripts, they can request the faculty they graduated to produce the academic transcript. The academic transcripts are released by the Documents of Studies Office under the conditions provided in chapter “Issuance of documents of studies and academic documents such as diploma supplement/ academic transcript/ academic record”

Issuance of duplicates of documents of studies

In case of loss, damage, destruction, lamination of a document of studies, a duplicate is released.

In order to be released the duplicate of a document of studies, the graduate will submit a request to the leadership of the institution, accompanied, as the case may be, by the following documents:         

• written statement of the graduate, which covers all the necessary requirements for identification and the circumstances in which the document was lost, destroyed or damaged;  
• certified copy ‘true copy’ of the birth certificate;
• for the documents of studies requiring a photo: two recent colour photos, size 3x4 cm;
• proof of publication in the Official Gazette of Romania, Section III, in case of loss or destruction of the document of studies;
• the damaged or laminated document of study, in original;
• authorization letter/ power of attorney in a certified copy with the original;
• proof of payment of the fee for the release of the duplicate (the fee of 200 RON can be paid cash or by credit or debit card at the Central Cashier’s Office, 14 I.C. Brătianu Street, respectively by bank transfer or postal order).

(click here to view Payment Methods)

The application request may be submitted by the graduate owning the document of study in question or by their assignee.

If the duplicate of a document of studies has been lost, damaged, destroyed or laminated, another duplicate will be issued to the graduate upon request.

The statutory term for the issuance of the duplicate of a document of studies is of maximum 30 calendar days from the approval of the application.

The release of a duplicate of a document of studies is made under the conditions provided in the chapter “Issuance of documents of studies and academic documents such as

diploma supplement/ academic transcript/ academic record

Application form for duplicate release

Statutory declaration form

Issuance of certificate of authenticity for documents of studies and academic documents such as diploma supplement/ academic transcript

In order to be released a certificate of authenticity for documents of study and other academic documents such as diploma supplement/ academic transcript, requested in order to be certified by the Ministry of Education and Research for apostille or for equivalence of studies abroad, the graduate will submit to the Documents of Studies Office the following documents:

• application form requesting the release of the certificate;
• documents of study and academic documents for which they request the certificate of authenticity, in original and photocopies thereof (for the Syllabus -
  only a photocopy of the nominal certificate is required); 
• proof of payment of the fee for the release of the certificate (the fee of 50 RON can be paid cash or by credit or debit card at the Central Cashier's Office 14 I.C. Brătianu Street, respectively by bank transfer or postal order).

(click here to view Payment Methods)

The statutory term for the issuance of a certificate of authenticity for the documents of studies is two working days from submitting the documents to the Documents of Studies Office.

Application form for issuance of certificate of authenticity

Expedited issuance of the graduation diploma.

Until the diploma release, graduates who have passed the exit exam are issued a certificate of completion of studies, which gives the holder the same legal rights as the diploma, with the signatures and data contained in the diploma, as well as information on the form of education, study period, average score of the years of study.

In well-founded situations, where the certificate of completion of studies is not recognized abroad, the graduation diploma can be issued in an expedited manner. The application request for the expedited release of the graduation diploma, accompanied by proof of payment of the fee will be submitted to the Documents of Studies Office (the fee is 150 RON and can be paid cash or by debit or credit card at the Central Cashier's Office 14 I.C. Brătianu Street respectively by bank transfer or postal order).

(click here to view Payment Methods)

Note: Before requesting the expedited issuance of the diploma, please contact the Documents of Studies Office to check if the standard forms required for the preparation of diplomas are available.

The statutory term for expedited issuance of the graduation diploma is five working days from the date of registration of the application.

Application form for expedited issuance of the graduation diploma

Guidelines

Keep the originals of the documents of study safe and avoid submitting them in original with the admission/ competition files.
Do not laminate the originals of the documents of studies, as you may encounter difficulties to authenticate, authorize and apostille them.