Document Checklist

Important Notes Before You Start

• No translation or notarization is needed for SENESCYT registration. Translation and notarization are only required later for the visa process.
• Only the diploma needs an apostille. No other document requires apostille.
• All documents must be scanned and uploaded digitally as part of the online submission.
• Timeline: The full process typically takes 35–120 days from submission to approval, depending on document quality and analyst responsiveness.

1. Passport

Your original, valid passport. This is used for identity verification during the online submission and at the in-person appointment. Make sure it is not expired.

2. Original Apostilled Diploma

This is the most important document and the one that takes the longest to prepare. The process is:

1. Get your diploma notarized by a notary public.
2. Get the notarized diploma apostilled by the Secretary of State in the state where your university is located. Walk-in service is significantly faster than mail-in.
3. Ship the apostilled diploma to Ecuador via FedEx or DHL. Do not use USPS — international USPS shipments to Ecuador are unreliable and frequently lost or delayed.

You will need the original apostilled diploma for the in-person verification appointment. A scan is uploaded during online submission, but the physical document must be presented at the appointment.

3. ISCED Certificate or Letter Stating Lack of ISCED

The International Standard Classification of Education (ISCED) code classifies your degree type. Some universities provide an ISCED certificate. If your university does not issue one, request a letter from the registrar's office stating that the university does not assign ISCED codes. Either document is accepted by SENESCYT.

4. Academic Transcript

Your official, certified academic transcript. Key requirements:

• Must be signed by the appropriate university official.
• Must be an official/certified copy, not an unofficial student printout.
• Best if the signature is in black ink (not blue) for scan clarity.
• Mail the original to Ecuador for the in-person appointment. A scan is uploaded online, but the physical document is verified at the appointment.

5. Field of Knowledge Letter

A letter from your university that explains the contents and focus of your degree program. This should describe what subjects the degree covers and what field of knowledge it falls under.

• Must be signed by the registrar's office or an authorized university official.
• Can be an emailed PDF — does not need to be a physical original.

This is one of the documents universities are least familiar with. You may need to explain to your registrar exactly what SENESCYT requires.

6. Modality Letter

A letter from your university containing specific details about how the degree was completed. This letter must include:

• Graduation date
• Number of terms/semesters completed
• Full-time or part-time status
• Enrollment date
• Accreditation information for the program
• Whether the degree was completed online or in-person

Important note about online degrees: Online degrees have restrictions for SENESCYT registration. Not all online programs are eligible. Check the official list of restricted programs at: siau-online.senescyt.gob.ec/media/infoDocs/listado-de-carreras.pdf

7. Signed Letter Specifying Study Dates and Curriculum

A signed letter from your university specifying the beginning and end date of your studies, along with the degree curriculum. This may overlap with information in the modality letter, but SENESCYT requires it as a separate document. Ensure it includes:

• Start date of enrollment
• End date / graduation date
• The degree curriculum or program of study (list of courses or program description)

8. Proof of University Accreditation

Documentation proving that your university is accredited. This can be a letter from the accrediting body, a printout from the accrediting organization's website, or a letter from the university referencing its accreditation status. SENESCYT needs to verify that the institution granting your degree is legitimately accredited.

9. Official Letter About Transferred Credits (If Applicable)

If you transferred credits from another institution to complete your degree, you need an official letter documenting the transferred credits. This letter should come from the degree-granting university and explain which credits were transferred, from where, and how they were applied to your degree.

If you did not transfer any credits, this document is not required.

Scanning Best Practices

Poor scan quality is one of the most common reasons for rejection. Follow these guidelines:

• Minimum 300 DPI resolution for all scans.
• PDF format for all uploaded documents.
• No phone photos. Use an actual scanner or a high-quality scanning app with proper lighting and alignment.
• No blurry or cropped scans. Every edge of the document must be visible, every word legible, and every signature clear.

If SENESCYT rejects your submission for scan quality, you will need to rescan and resubmit. Getting it right the first time saves weeks.