Document Notarization

COVID-19 Notarization Update *

Due to the current situation we find ourselves in, the AIMG Program has taken strides to ensure that the 2021 Cycle is accessible to all applicants, whether they are having to self-isolate or have other restrictions enabling their AIMG Application to carry forth, without undue hardship.

The following documents will not need to be notarized for the 2021 Cycle Application, but must be added to your physiciansapply.ca account and shared with the AIMG Program by the stated deadline:

• Proof of legal name change,
• Alberta post-secondary institution transcript, if original is not provided
• Canadian Passport (valid for the period of December 01, 2019 through June 05, 2020),
• Canadian Citizenship Certificate, or Canadian Citizenship Card,
• Permanent Resident Card (front and back) (valid for the period of December 01, 2019 through June 05, 2020),
• Confirmation of Permanent Residence (valid for the period of December 01, 2019 through June 05, 2020).

Furthermore, the following documents will not need to be notarized for the 2021 Cycle Application:

• Alberta Driver’s Licence,
• Alberta non-operator’s identification (ID) card,
• Alberta Personal Health Card

The following document is the only document that will be required to be notarized for this application period in the Province of Alberta between December 1, 2019 through June 05, 2020:

• Alberta Residency Statutory Declaration form

The Law Society of Alberta has approved, at this time, the following accommodations for people who must use virtual methods to notarize a document, due to medical reasons that the two cannot be physically present together.

1. While connected via video technology the applicant must show the notary the front and back of the applicant’s current government-issued photo identification and the notary must compare the applicant’s video image and information in the applicant’s government-issued photo identity document to be reasonably satisfied that it is the same person and that the document is valid and current. The notary must also take a screenshot of the front and back of the applicant’s government-issued photo identity document and retain it.
2. The notary and the applicant are both required to have a paper copy of the Statutory Declaration, including all documents, before each of them while connected via video technology.
3. The notary and the applicant must review each page of the Statutory Declaration and documents to verify that the pages are identical and if so, must initial each page in the lower right corner.
4. At the conclusion of the review, the applicant will state what needs to be said to swear or affirm the truth of the facts, and the notary must watch the applicant sign his or her name to the Statutory Declaration.
5. The applicant will then send the signed Statutory Declaration with documents electronically to the notary.
6. Before completing the Statutory Declaration, the notary must compare each page of the copy received from the applicant against the initialed copy that was before him or her in the video conference and may affix his or her name to the jurat only upon being satisfied that the two copies are identical.
7. The two copies will then be attached together with a certificate signed by the notary stating that the notary was satisfied that the process was necessary because it was impossible or unsafe, for medical reasons, for the applicant and the notary to be physically present together.

  Document:
Notice to the Profession & Public - Remote Commissioning - 2020-02
 
* Please Note:  These updates are an accommodation for the 2021 Cycle year and may not be continued into the 2022 Cycle.

 

Why Must I Use A Notary Public And Not A Commissioner For Oaths?

Supporting documents requiring notarization need to be signed before a Notary Public for the Province of Alberta. A Commissioner for Oaths will not suffice. Commissioners are not able to verify the accuracy of documents or certify true copies.

A Notary Public is governed by the Notaries Public Act, provincial legislation that summarizes their duties and responsibilities.

The duties of a Notary Public include (among others):

• administering oaths and taking affidavits, affirmations and declarations attested by the notary public’s signature and seal; and,
• certifying copies of documents as being true copies.

Before notarizing any document, a Notary Public must carefully review the document to ensure that it is not a legally ineffective or obviously irregular document that should not be notarized. Notarization of such a document is strictly prohibited, as it may lead parties to believe incorrectly that it is legitimate and has some effect in law.

Please note that if any lay Notary Public in Alberta has any concern that a document might be legally ineffective and/or obviously irregular, the document should not be notarized, and the requesting party should be referred to a member of the Law Society of Alberta.

The embossed stamp or seal must state that it is from a Notary Public in the province of Alberta.

I Am Completing My Final Year Of Medical Studies Outside Of Canada And Canadian Consular Officials No Longer Provide Document Certification Services, What Can I Do?

For final year medical students completing their studies outside of Canada who do not have access to an Alberta notary ONLY – the AIMG Program accepts certification of the Applicant Identity Verification Form and proof of Canadian status documents from the officials below if it is within their mandate and they offer these services:

• Authorized representatives at the Dean or at the Registrar offices of the candidate’s faculty (school) of medicine
• Officials at any embassy or consulate
• Notary public
• Lawyers (member of an official bar association)
• First-class magistrates, judges/justices of the peace

In the United States only, a Commissioner of Oaths (provided that they have an official government agency appointment and an ENGLISH OR FRENCH stamp or seal)