Notary Public Services
Please note: due to recent University decisions regarding office closures, the Center for Student Involvement is not available to perform any notary services at this time. We will be updating with changes as we continue through this academic year and into the next. Please reach out to the Center for Student Involvement at the email below with any questions or concerns.
Please read below prior to requesting a notary service
If you have any questions, call 785-532-6541 or email firstname.lastname@example.org.
Preparing for a Notarization
1. Review your document carefully and ensure that you understand its contents. Fill in all the blanks in the document (except the signature and date fields if these need to be witnessed by the Notary). Please note that the Notary Public cannot provide legal advice or assist with completing a document in any way as Notaries are not qualified attorneys and are strictly prohibited from giving legal advice to signers as this could constitute the unauthorized practice of law. The Notary may inquire as to whether the signer(s) understands the contents of the document.
2. Ensure that the document has notarial wording (a notarial block or certificate) or that you know what type of notarization is required. The Notary Public cannot make the determination as to what type of notarization is appropriateas this could constitute the unauthorized practice of law. If it is unclear what type of notarization is needed, you may need to contact the document drafter to determine this. See “Types of Notarizations Authorized in the State of Kansas” below for the types of notarizations that state of Kansas Notaries are authorized to perform.
3. Do not sign or date the document. If the document requires that the Notary witness your signature (this includes oaths/affirmations), you will need to wait to sign in the presence of the Notary.
4. Be prepared to have all document signers that require notarization appear personally before the Notary with valid identification as described below.
Be sure to bring the following:
▪ Government-issued identification that includes a photo and a signature, and is current or, if no expiration date, was issued within the last five years for all signers needing notarization (NOTE: KSU Wildcat IDs are not a valid form of ID for notarizations),
▪ The document itself, completed with the exception of the signature(s) and date,
▪ Knowledge of the type of notarization that is needed, and
▪ When required by the document, suitable witnesses.
*The Notary Public has the right to refuse any notary request.
**Please note that the Notary Public is not responsible for the legality or accuracy of the document's contents or the appropriateness of the type of notarization used, and that the Notary cannot provide legal advice or assist with completing a document as Notaries are not qualified attorneys and are strictly prohibited from giving legal advice to signers as this could constitute the unauthorized practice of law.
Notarizations we cannot complete:
(Please note that this is not a comprehensive list. There may be other situations in which the Notary Public cannot complete a valid notarization. The Notary has the right to refuse any notary request.)
▪ Notary requests for anyone that does not have valid identification as described above (NOTE: Notarizations can be completed for minors that have valid identification if they understand the document and are signing it of their own free will).
▪ Electronic Notarizations – only Notary Publics that have specific State authorization can complete electronic notarizations.
▪ Loan/Escrow Documents – should be done by the escrow company.
▪ Last Wills and Testaments – should be done by an attorney.
▪ I-9 Forms - by law, the verification of documents is not a notarial act and should be done by an authorized representative of the company.
▪ Publicly Recorded Documents including birth certificates, death certificates, marriage licenses, divorce decrees, court documents, etc. – copy certification cannot be used for publicly recorded documents as the Notary cannot obtain the original document. Original documents on file with an office/entity must be certified by that entity, therefore you must go to the appropriate public office that issued the document to obtain a certified copy (i.e., birth/death certificates are certified by the Kansas Department of Health and Environment, Office of Vital Statistics, which maintains the original records; court documents are certified by the court clerk who retains the originals; corporation documents filed with the Secretary of State’s office are certified by the secretary of state, etc.).
▪ School Documents (e.g. diplomas, transcripts, degree certificates) – should be requested from the Registrar’s Office:
KSU Office of the Registrar
118 Anderson Hall
Types of Notarizations Authorized in the State of Kansas:
(From the Kansas Notary Public Handbook)
The purpose of a Notary Public is to prevent fraud and forgery. The notary acts as an official, unbiased witness to the identity of the person who signs the document. A Kansas notary public has six major duties:
▪ Acknowledgments: Person appears before the notary and acknowledges or declares to the notary that he or she signed the document.
▪ Witnessing: Person signs in the presence of the notary public. The notary public must witness the signature.
▪ Verification: Person appears before the notary who administers an oath before he or she signs the document. The signing party signs in the presence of the notary following the oath (see procedure below for administering oaths).
▪ Administering an Oath/Affirmation: The person raises the right hand or places the right hand on the Bible. The notary administers the oath, which must begin with the words “You do solemnly swear” and end with the words “So help you God.” Those opposed to oaths may perform an affirmation, which begins with the words “You do solemnly, sincerely, and truly declare and affirm” and ends with the words “And this you do under the pains and penalties of perjury.”
▪ Certifying Copies: The notary certifies that the document is a true and correct copy of the original document. The notary public must be presented with the original document and make the copy so as to ensure that the copy is in fact a true copy of the original. This procedure should not be used for publicly recorded documents as the notary public cannot obtain the original. Original documents on file with an office/entity must be certified by that entity (i.e., court documents are certified by the court clerk who retains the originals; corporation documents filed with the Secretary of State’s office are certified by the secretary of state; birth/death certificates are certified by the Kansas Department of Health and Environment, Office of Vital Statistics, which maintains the original records, etc.).
▪ Noting a Protest: A protest is a certificate of dishonor made by a notary public or other person authorized by the law where dishonor occurs. The protest must identify the instrument and certify either that presentment has been made or, if not made, the reason why it was not made, and that the instrument has been dishonored by nonacceptance or non-payment. The protest also may certify that notice of dishonor has been given to some or all parties.
Services are provided by bonded, professional Notaries Public who are certified by the Kansas Secretary of State.
Center for Student Involvement
114 K-State Student Union
Monday-Friday 8 a.m.-5 p.m.