The Great Apostille (Part 1): Making rounds of government offices

In my previous post, I suddenly declared that I'd made a move to Spain. I also told you that I'd learned a lot about local formalities and processes, about which I'd post later. So here it is. In a series of posts, starting with this one, I'm going to describe the processes and formalities required to make a move to Spain, from getting those seemingly impossible documents, your Visa, local contracts and NIE appointments.

The motivation to write this series:
With a change in country of residence, comes the requirement of a new Visa. That they're both within the European system is irrelevant, so far as procedure is concerned. While going through the process myself, I found an extremely useful mine of information on the blog of someone who seems to have made the same move sometime ago. And so I find it appropriate to be passing on the good deed, by providing an updated version to his information, which you can find here.

Who can use this material?
We of course parts of it are relevant to anyone making a move to Spain from India, but it would be most useful for those moving for Academic purposes, better yet an advanced academic degree.

In this post;
I write about the dreaded Apostille required for academic documents. This isn't needed to get a Visa, but in all likelihood needed to register at your institution. Better then, to do it before you leave the country?

What is this wretched thing?
Spanish institutions (most) require our (Indian) original public documents to be 'Apostilled' for acceptance in their system. The Ministry of External Affairs (MEA) provides the essential points on the purpose of this 'sticker'. But to put it succinctly, - Your local police station may give you a letter, saying you have no criminal record, but the other country's government doesn't recognize your local police station. They do, however, recognize your government's external affairs ministry - who gives you the 'apostille' saying that your letter from the police station, is legitimate. This holds for all kinds of public documents, including academic. Now imagine a multi-lateral recognition system between more than a hundred countries - The Apostille Convention.

The following information pertains only to getting Educational Documents, (Degree and Transcripts) Apostilled, by the Ministry of External Affairs, New Delhi. Also they're relevant for institutes which fall under the Jurisdiction of Maharashtra, which is where I went about the process. However, other States will have a similar procedure. I say relevant for Maharashtra, because I'll be providing pin-point locations, departments/sections/buildings, names, phone-numbers and cheat-codes! to get your job done quickly and smoothly.


Step1: Notarization. Get the documents 'notarized'. You need not to go to a magistrate, just a regular notary. If you're close to Andheri, then lookout for them at the Court Lane, close to East station. However, if you're institute falls under Mumbai University (including Xavier's Autonomous), you could do it in Town, outside the High Court, since the next step will take you there anyway.

Cheat. Look for a large red sticker placed on the windscreen of the parked cars outside High Court. If it's sunny you may even spot a large umbrella sticking out of it's window. They're notary officials. If you look like a tourist, which is my favorite term for someone who's clueless, then expect to be ripped off gloriously. If you talk right, you can get done paying about Rs.50/page. Walk up and confidently but respectfully ask for 'Notary of Rs.25' for your educational docs. DO NOT say it's for a Visa or Spain or anything like that. Just that your idiotic boss wants them notarized (change in company policy and he needs to cover his rear end)

What you get: 1 red seal, with his name and notary details embossed, 1 set of postage stamps worth Rs.25, 2 ink stamps proclaiming 'Notary | Government of India' and containing his registration number/expiry date, and 1 ink stamp proclaiming that the document has been 'attested by me', his personal salutation (usually an advocate in the courts) and address.

Step2: Stamp of the University Controller. Since my institute didn't fall under MU, I didn't need to go through this step exactly, but its about the same. I can't provide you details of who to go to exactly, but you need the stamp/signature of the "Controller" or "Controller of Examinations" which basically verifies that the degree/transcripts have been issued by them.

What I can confirm for a fact, is that this will definitely be at the Fort office of the University in South Bombay, and NOT their exam center in Kalina. If they send you there, pester them saying that those people sent you here, and you also know that it takes place here. Period. They'll then ask you to leave your docs and come back in an hour or two. Done.


Step 3: Home department. This notarization has now, to be certified by the Home Department of the State Government, where the documents were issued. The Officers at Mantralaya (where the State Government sits) seem to have become fed up of answering calls regarding 'attestation of educational documents' and have put up a webpage dedicated to this, which you can check here. I'll carry on anyway.

Cheat: REMEMBER, there are many people in the Home Department who 'attest' notarized documents, but there's a different officer deputed for different kinds of documents. For your purpose, head to the "New Administrative Building", which is the one exactly opposite the 'Mantralaya' building. The person in charge during my time, which was about mid 2016, was a certain 'Kharat sir' - always refer to them in that manner, even and especially when asking around. He sits on the 9th Floor of that building.

Section officers, sign such documents by the hundreds every single day. Because most people rely on 'agents' for these processes, they come carrying a huge bundle - and speedily process their docs in batches. Present yourself to his 'aide-de-champ' - everyone has one, so he can verify that you've done the earlier steps correctly, and he will take you to his boss. Earnestly explain that you don't live in the city and need to return home today, and he'll leave his batch to sign your 3-4 pages

What you get: An ink stamp stating that,

The signature of Shir ..... is hereby verified. Section Officer, Home Department, Government of Maharashtra, Mantralaya, Mumbai

This is followed by his signature. The stamp leaves a portion blank, for you to fill in the notary official's name. They don't have the time to do that, but you must remember to.
 

Final Step: Department of Higher and Technical Education 
In the days of jat-moody you could expect to finish this step in a day or two, but with the new person in charge - and his own way of doing things, that's no longer possible. You are now heading to collect the coveted stamp and signature of the Deputy Secretary of the State Higher Education Department - P.M. Takte.


....to be continued in another post...