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Evidence requirements

Sculpture outside Centre for Innovation

The University is legally required to verify certain personal details for students.

  • A new/first year student is someone who has never previously enrolled at Otago
  • A returning student is someone who was enrolled at Otago in one or both of the previous two years.
  • A recommencing student is someone who has been enrolled at Otago but not in the preceding two years. A recommencing student may be required to provide the same evidence as for a first year student.

Note: Any documents supplied must be in English or be accompanied by an appropriately certified English translation.

First year/new student to Otago

Matching your details against the NSI

After you have submitted your application we will attempt to match your name, date of birth and citizenship or residency against the National Student Index (NSI) using your National Student Number (NSN).

If you do not have an NSN, or we are unable to match your details, or we are able to match your details on NSI but your personal details have not been verified, you may be asked to provide certified documents to verify your name, date of birth, and citizenship or residency status.

Evidence of legal name, date of birth and citizenship

If you are a New Zealand or Australian citizen

If you are a New Zealand or Australian citizen, and have never changed your name, a certified copy of one of the following will normally provide all the information required:

  • The page of your passport showing your name and other details
  • Your citizenship certificate
  • Your birth certificate (only if born in New Zealand).

Note: A copy of your driver’s licence will not be accepted as it does not provide evidence of your citizenship or residency status.

Documents can be provided by uploading to the alert that was sent to you through your eVision portal. You are also able to bring originals documents into the AskOtago Central Hub to be certified if you prefer.

If you have a New Zealand residence visa or are an Australian permanent resident

If you have a New Zealand residence visa or are an Australian permanent resident, and have never changed your name, we will require:

  • A certified copy of the front page of your passport showing your name and other details,
    and either
  • A certified copy of your residence visa label or, appropriate documentation confirming you have been granted an electronic visa (eVisa) (New Zealand residents only), or
  • A confirmation email sent directly from the Visa Entitlement Verification Online (VEVO) service that you have been granted an electronic visa (eVisa) (Australian permanent residents only).

If you have refugee status, you must provide the original or a certified copy of the letter from the Immigration Service giving you entitlement to reside in New Zealand or Australia.

Documents can be provided by uploading to the alert that was sent to you through your eVision portal. You are also able to bring originals documents into the AskOtago Central Hub to be certified if you prefer.

International student?

See the Submitting identification documents page on the International Office website for additional information.

Note: If you do not hold the status of a domestic student you must have a student visa to enrol in a course that lasts for longer than three months taken in a New Zealand government-funded institution. If you are in the country on the basis of a work visa you must apply for a variation to your visa to permit you to enrol. You will be required to provide a copy of your student visa. For further information contact the International Office.

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If you have changed your name

If the name on the NSI, your birth certificate, passport or citizenship certificate differs from your current name, or the name in which you gained any qualifications relevant to your admission, you must also provide a certified copy of documentation as formal evidence of each change. See documentation requirements below.

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Documentation required to change your name, citizenship or residency details

If you have changed your name

Provide a certified copy of one or more of the following:

  • Marriage or civil union certificate
  • Certificate of dissolution of marriage or civil union
  • Deed poll
  • Statutory declaration issued by Registrar of Births, Deaths and Marriages.
  • Amended birth certificate

Notes:
(i) Any document containing a change of name must include both your previous name and the new name.
(ii) if the University has not verified your previous name you may need to provide evidence of this also (e.g. birth certificate/passport in your previous name).

You can request a change to your details via the Personal details section of your eVision portal. Correctly certified documents can be uploaded to this request. You are also able to bring originals documents into the AskOtago Central Hub to be certified if you prefer.

If you have changed your citizenship or residency details

Provide a certified copy of one or more of the following:

New Zealand or Australian citizen

  • The page of your passport that shows your name and other details, or
  • Your citizenship certificate

New Zealand residence visa holder or Australian permanent resident

  • The page of your passport that shows your name and other details
    and either
  • Your residence visa label, or appropriate documentation confirming you have been granted an electronic visa/eVisa (New Zealand residents only), or
  • A confirmation email sent directly from the Visa Entitlement Verification Online (VEVO) service to university@otago.ac.nz that you have been granted an electronic visa/eVisa (Australian permanent residents only)

If you have refugee status, you must provide the original or a certified copy of the letter from the Immigration Service entitling you to reside in New Zealand or Australia.

You can request a change to your details via the Personal details section of your eVision portal. Correctly certified documents can be uploaded to this request. You are also able to bring originals documents into the AskOtago Central Hub to be certified if you prefer.

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Previous New Zealand tertiary study

If you have enrolled at another New Zealand tertiary institution (either this current year, in a previous year, or since you were last enrolled at Otago), you may need to provide an official transcript in order to be assessed for admission to the University of Otago.

If you have previously studied at another New Zealand university, your method of entrance will normally carry over to Otago.

It is your responsibility to provide your transcript as the University of Otago is not able to request records from other institutions on behalf of students, and cannot match this information on the NSI. Students who have completed appropriate study at a tertiary institution may apply for ad eundem or transfer credit on the basis of passes achieved; a fee is normally charged for such applications.

Note: The University defines transferring students as ’a student who has previously attended another university in New Zealand but not the University of Otago’. There are separate admission requirements if you have been enrolled at an overseas university or a non-university tertiary institution in New Zealand.

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Further information