An Authority Letter for Degree Collection is a crucial document used when a graduate or degree holder cannot personally collect their academic credentials from their educational institution. This document, governed by US education privacy laws including FERPA, serves as a formal authorization allowing a specified individual to act on behalf of the degree holder. The letter must include comprehensive details about both parties, explicit authorization language, and typically requires notarization to be legally valid. It's particularly important for international students, those who have relocated, or individuals unable to collect their degrees in person. The document must comply with both federal education privacy requirements and specific state regulations where the educational institution is located.
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1. Header Information: Date, recipient institution's name and address, and reference line
2. Salutation: Formal greeting to the receiving authority
3. Student Information: Full name, student ID, program details, and graduation date of the degree holder
4. Authorized Person Details: Full name and contact information of the person authorized to collect the degree
5. Authorization Statement: Clear statement of authorization, specifying what the authorized person can collect and do
6. Validity Period: Specific timeframe during which the authorization is valid
7. Contact Information: Degree holder's current contact details for verification purposes
8. Signature Block: Space for degree holder's signature, date, and notary attestation
1. Reason for Authorization: Explanation of why the degree holder cannot collect the degree personally, included when required by the institution
2. Special Instructions: Any specific requirements or procedures to be followed during collection, included if there are special circumstances
3. Additional Authorizations: Permission to collect other documents like transcripts or certificates, included if multiple documents need to be collected
4. Relationship Declaration: Statement of the relationship between the degree holder and authorized person, included when required by the institution
1. Copy of Student ID: Attached photocopy of the degree holder's student identification card
2. Copy of Authorized Person's ID: Attached photocopy of the authorized person's government-issued identification
3. Proof of Graduation: Copy of graduation confirmation or completion letter, if required by the institution
4. Payment Receipt: Copy of any required fee payments for degree collection, if applicable
Relevant legal definitions
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Education
Higher Education
Professional Services
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Administrative Services
Academic Services
Document Management
Relevant Teams
Academic Affairs
Student Services
Registration
Administrative Services
Document Processing
Legal Affairs
Compliance
Student Records
Enrollment Services
Relevant Roles
Registrar
Academic Administrator
Student Services Coordinator
Administrative Assistant
Document Control Specialist
Compliance Officer
Education Coordinator
Legal Administrator
Academic Records Manager
Enrollment Services Director
Student Affairs Officer
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