Q & A: CERTIFIED COPIES

In this edition, we focus on matters related to certifying copies of documents. While this might be regarded as one of the more routine tasks we undertake, there are some circumstances where we need to pay special attention.

AHPRA requirements

The Australian Health Practitioners Regulation Authority (AHPRA) has very specific requirements when certifying copies of identification documents. Failure to meet these exacting standards may cause the document to be rejected by AHPRA which will delay the client’s registration and require the client to repeat the certification process.

Q1. How do I certify the copy of an ID document with a photo, to satisfy AHPRA’s requirements?

A1. The client who requires the copy to be certified must be present. You should ensure that the copy presented for certification is exactly the same as the original. Visually compare the photo in the original document against the person’s face. If you are satisfied that the client is the person pictured in the document, then you can go ahead and either write or stamp the following: I certify that this is a true copy of the original and the photograph is a true likeness of the person presenting the document as sighted by me. You must also include your name, signature, date of signing, qualification (JP(Qual) or Cdec) seal of office and number, and a contact phone number. You may wish to use the QJA contact details stamp if you do not wish to provide your personal phone number.

Q2. What should I do if the person does not look like the photo presented?

A2. If the person’s appearance has changed, for example, if they have facial hair, or different hair colour, you should try to identify facial features such as their eyes, or shape of the face. If you remain unsatisfied that there is a true likeness you should decline to certify the photo.

Q3. How do I certify a one-page document without a photograph?

A3. This is fairly straight forward. Once you have ensured that the document is exactly the same as the original you should write or stamp: I have sighted the original document and certify this to be a true copy of the original.

Insert your name, signature, date, qualification, seal of office and contact phone number.

Q4. How do I certify a document with multiple pages?

A4. Once you have ensured that the document is exactly the same as the original you should initial every page and write or stamp the following on the last page: I have sighted the original document and certify this to be a true copy of the original. Insert your name, signature, date, qualification, seal of office and contact phone number.

Q5. How do I certify a copy of an EPA or AHD?

A5. Compare each page of the copy with the original enduring document to verify it is a true and complete copy of the original. • Check that the number of pages in the copy document (including any additional pages) corresponds with the number of pages indicated on the witness certificate in the original document (note: this step applies only to enduring documents executed on or after 30 November 2020). • Sign or initial each page of the copy (including any additional pages), other than the page on which the certification statement is inserted.

• Insert the following certification statement on either the first or last page: This is to certify that this _____ page document, each page of which I initialed / signed, is a true and complete copy of the original _____ page document I sighted.

Q.6 How do I certify a copy of a pre-30/11/2020 enduring document?

A6. It is appropriate to use the same multi-page method outlined in the answer to the previous question when certifying copies of pre-30/11/2021 EPAs or AHDs.

Q7. Is it allowable to certify only copies of those pages containing variable information from pre-30/11/2020 enduring documents?

A7. When dealing with pre-30/11/2020 enduring documents, some receiving agencies ask clients to provide them with copies only of those pages containing variable information. If this is what the receiving agency has instructed the client to get, you should proceed as follows: Explain to the client that you are prepared to certify the requested pages but the client should be aware that your finished work will not be equivalent to a certified copy of the complete document.

Q8. If I use the pre-30/11/2020 enduring document certification process (i.e. inserting a “corresponding page” certification statement on each page except the final page where a “complete copy” certification statement is inserted), will that now render the copy as invalid?

A8. No. While it is no longer necessary to certify each page of a copied enduring document, a copy certified in this manner is equally valid to one certified using the multi-page process described above.

Q9. Can a Principal sign their own EPA/AHD copies?

A9. Under the Powers of Attorney Act 1998, certified copies of an EPA or AHD can be signed by the Principal to these documents. At times when clients require numerous certified copies of the original EPA/AHD, it may be appropriate to stamp and certify a limited number of copies and then suggest that, where possible and appropriate, the Principal be invited to complete the remaining documents in the same manner.

Q10.What do you recommend to prevent accidently stamping the original document as a copy?

A10.Unfortunately, there is little that you can do to correct this error once it has happened, except to apologise to the client. It is a good idea to ensure that your certifying processes include strategies to prevent this from occurring. Many JPs have adopted the process of examining the copy against the original, and once satisfied that the copy is a true copy, to hand the original back to the client before picking up their stamp. Alternatively, it may be helpful to adopt a process whereby you always place the originals on the same side of your desk (e.g., left hand side) and the copies on the other side.

Q11.What is the best way to certify an A4 sheet of paper containing a copy of just one or two small card-sized original documents? Should I “zed” out the blank spaces?

A11.There are several techniques to using your certification statement in a way that ensures that statement cannot be misused after the document leaves your hands. Whatever technique you use, your objective is to prevent the client (or another party) from subsequently inserting additional images on the page in a way that makes it appear your statement also applies to those added images. Yes, you could zed out all the blank spaces on the sheet but, if there are multiple copies, this could be a very time-consuming and tedious process. Another approach is to place your certification statement so that it touches or slightly overlaps the copied image/s in such a way that it could not be construed as also applying to any subsequently added image/s. Some certifying officers draw arrows and circle/s to link each image and the related certification statement. This approach is helpful when you are presented with a page containing several images but insufficient space to place the certification statement closely adjacent to the related image/s. Another technique is to use letters or numerals to identify the respective images and to add those alpha or numeric identifiers to your certification statement/s. Depending on the circumstances with which you are presented, you may find one or more of the above techniques of assistance.