University Enrollment in Cluj: Required Translated Documents (UBB, UTCN, UMF)

Cluj-Napoca, one of Romania's most important university centers, welcomes thousands of international students each year. If you're an expat looking to enroll at Babeș-Bolyai University (UBB), Technical University of Cluj-Napoca (UTCN), or "Iuliu Hațieganu" University of Medicine and Pharmacy (UMF), understanding the documentation requirements is essential for a successful admission process.

Why Are Certified Translations Necessary?

Educational documents issued abroad must be translated into Romanian by authorized translators and notarized to be accepted by universities in Cluj-Napoca. This process ensures the authenticity and legal validity of your academic documents in Romania.

Required Documents for UBB Enrollment (Babeș-Bolyai University)

For Bachelor's Programs

International candidates applying to UBB must submit:

1. High School Diploma or Equivalent

• Authenticated original
• Certified translation in Romanian, English, or French
• Notarized legalization

For Hague Convention signatory countries: The original diploma must be accompanied by the Hague Apostille, then translated and notarized.

For non-signatory countries: Documents must be authenticated by the Ministry of Foreign Affairs in the country of origin, then translated and notarized.

2. Academic Transcript (High School Record)

• Certified translation
• Notarial legalization

3. Birth Certificate

• Copy and legalized translation

4. Passport

• Copy attesting permanent residence in country of origin

5. Medical Certificate

• Translation and legalization

6. Language Proficiency Certificate

• IELTS (minimum 6.5 for master's programs) or other internationally recognized certificates
• For programs in Romanian, B2 level proficiency certificate required

UBB Admission Process

Application period: April 1 - August 31

UBB uses an academic performance evaluation system for international students. After submitting your complete application:

• The university processes the application within 5-10 days
• The file is sent to the Ministry of Education
• The Ministry issues the Letter of Acceptance within 30-40 days
• The candidate is notified and can apply for a student visa

Important: To officially become a UBB student, you must personally present original documents at the International Cooperation Office within the specified enrollment deadline.

Required Documents for UTCN Enrollment (Technical University)

For Non-EU Students

The Technical University of Cluj-Napoca requires the following documents:

1. Birth Certificate

• Copy and legalized translation

2. Identity Document

• Copy attesting permanent residence in country of origin

3. High School Diploma

• Original or certified copy
• Certified translation (if not issued in English or French)

4. Academic Transcript

• Legalized translation

5. Medical Certificate

• Translation and authentication

6. Language Proficiency Certificate

• For programs in Romanian: B2 level certificate
• For programs in English: IELTS, TOEFL, or Cambridge English
• For programs in German or French: equivalent certificates

Important Note: UTCN emphasizes that if study documents were not originally issued in English or French, legalized translations are required.

UTCN Admission Calendar

• July 2-11: Online application
• July 14-17: Evaluation of applications by faculties
• July 17-18: Centralization and candidate notification
• July 18 - August 29: Official response issued by Ministry of Education
• Enrollment deadline: Mid-October for all bachelor's programs

Romanian Language Preparatory Year

UTCN organizes a Romanian language preparatory year for international students who wish to access programs offered exclusively in Romanian. This program is mandatory and is accredited by the Romanian Agency for Quality Assurance in Higher Education.

Required Documents for UMF Cluj Enrollment

The "Iuliu Hațieganu" University of Medicine and Pharmacy in Cluj-Napoca has the highest number of international students in Romania, offering programs in English and French for Medicine, Dental Medicine, and Pharmacy.

UMF Documentation Requirements

1. High School Diploma

• Must be recognized by the Romanian Ministry of Education
• List of recognized high school diplomas is published on the UMF website (Annex 5)
• Certified translation if not in Romanian, English, or French

2. High School Academic Transcript

• Translation and authentication mandatory

3. Birth Certificate

• Legalized translation

4. Valid Passport

5. Language Proficiency Certificate (minimum B2 level)

• For programs in English or French
• Internationally recognized certificates issued by accredited institutions
• Certificates with limited validity must be valid at the start of the academic year
• Alternative: UMF organizes its own language proficiency exams starting in June

6. Medical Certificate

Legalization of Study Documents for UMF

A. For EU, EEA, and Swiss Confederation Citizens:

Legalization of study documents is carried out according to Hague Convention requirements. The Hague Apostille is NOT necessary for documents issued in these countries.

If documents are issued in languages other than Romanian, English, or French:

• The ORIGINAL document (high school diploma, academic transcript) must be apostilled
• 1 translation of the apostilled original document must be legalized/apostilled

B. For Third-Country (Non-EU) Citizens:

The legalization process is more complex and requires multiple authentication steps.

UMF Enrollment Period

Enrollment takes place in the last two weeks of September, by submitting original documents uploaded to the admission platform, as well as other documents requested by the department.

Registration platform: https://admissions.umfcluj.ro/

International Students Department Contact:

• Address: Gh. Marinescu Street no. 23, room 1, Cluj-Napoca
• Email: internationalstudent@umfcluj.ro
• Phone: +40-371-789159
• Schedule: Monday - Thursday, 11:00 AM - 3:00 PM

The Legalization and Apostille Process in Detail

What Is an Apostille?

An apostille is a certificate that authenticates the origin and legitimacy of a public document for use in foreign countries. Romania is a member of the 1961 Hague Convention, which recognizes and issues apostilles.

Steps for Document Legalization

1. Authentication in Country of Origin

• For pre-university documents: School Inspectorates
• For university documents: CNRED (National Center for Recognition and Equivalence of Diplomas)
•  

2. Apostille Application

• By the competent authority in the issuing country
• For Romania: Prefecture Institution for administrative documents

3. Certified Translation

• Performed by an authorized translator
• In Romanian, English, or French (according to university requirements)

4. Notarial Legalization

• Translation must be notarized by a public notary

5. Translation Apostille

• By the Chamber of Public Notaries in the county where the notary performed the legalization

Exceptions to Apostille Requirements

Certain Romanian documents do not require apostilles when presented to authorities in other European Union member countries:

• Birth, death, marriage certificates
• Criminal record certificates
• Nationality and residence certificates

However, academic certificates still require apostille and certified translation to be valid in other EU countries.

Why Choose LexiTrad for Your University Translations?

Expertise in Academic Translations

LexiTrad has extensive experience translating university documents for all three major universities in Cluj-Napoca. We understand the specific requirements of each institution and ensure complete compliance with current regulations.

Complete Services Offered

1. Certified Translations

• Translations certified by EXPERT authorized translators
• Accepted by all universities and institutions in Romania
• Translations to and from over 40 languages

2. Notarial Legalization

• We facilitate the legalization process with a public notary
• Save your valuable time
• Ensure legal compliance

3. Apostille Assistance

• Complete guidance through the apostille process
• Coordination with competent authorities
• Verification that all documents are in order

4. Express Services

• Urgent options available for tight deadlines
• Fast delivery without compromising quality

5. Free Consultation

• We evaluate your complete file
• Identify necessary documents
• Provide a clear action plan

LexiTrad Cluj Advantages

✓ Convenient Location: Our office is located in Cluj-Napoca, near all three major universities

✓ Local Knowledge: We understand the specific requirements of UBB, UTCN, and UMF

✓ International Experience: We've worked with students from over 50 countries

✓ Guaranteed Quality: All translations are verified by specialists

✓ Transparent Pricing: No hidden costs, clear quotes from the start

✓ Continuous Support: We remain at your disposal throughout the entire admission process

Checklist for Your Admission File

For All Universities:

□ Completed application form                                                                                                                                                            □ High school diploma (original + legalized translation)                                                                                                                 □ Academic transcript (original + legalized translation)                                                                                                               □ Birth certificate (copy + legalized translation)                                                                                                                           □ Valid passport (copy)                                                                                                                                                                   □ Medical certificate (legalized translation)                                                                                                                                   □ Language proficiency certificate                                                                                                                                                   □ Passport photos                                                                                                                                                                               □ Proof of application fee payment

Additional Documents (If Applicable):

□ Hague Apostille on original documents                                                                                                                                       □ Motivation letter (translation if not in Romanian/English)                                                                                                         □ Letters of recommendation (translation if not in Romanian/English)                                                                                       □ Power of attorney (if applying through a representative)                                                                                                         □ Criminal record certificate (for certain programs)

Common Mistakes to Avoid

1. Unauthorized Translations                                                                                                                                                     Universities accept ONLY translations performed by authorized translators. Informal translations or those done by friends will be rejected.

2. Missing Apostille                                                                                                                                                                       For Hague Convention signatory countries, the apostille is mandatory. Check if your country is part of the convention.

3. Incomplete Documents                                                                                                                                                             A single missing document can delay or invalidate your entire application. Double-check the list multiple times.

4. Non-Compliant Translations                                                                                                                                           Translations must be notarized after being completed. A simple certified translation is not sufficient.

5. Missed Deadlines                                                                                                                                                                       The legalization and apostille process can take weeks. Start procedures at least 2-3 months before the deadline.

6. Expired Language Certificates                                                                                                                                                                      Language proficiency certificates with limited validity must be valid at the start of the academic year. Check the expiration date.

Steps for a Successful Admission Process

Stage 1: Preparation (3-4 months before)

• Contact LexiTrad for a free consultation
• Identify all necessary documents
• Begin the process of obtaining apostilles from your country of origin

Stage 2: Translation and Legalization (2-3 months before)

• Send documents to LexiTrad for translation
• Schedule notarial legalization
• Verify that all documents are complete and compliant

Stage 3: Application (1-2 months before)

• Complete the online form on the university platform
• Upload all translated and legalized documents
• Pay the application fee

Stage 4: Awaiting Response

• Monitor email for communications from the university
• Prepare documents for student visa (if applicable)

Stage 5: Enrollment

• Present in person at the university with all original documents
• Complete enrollment procedures
• Register with the General Inspectorate for Immigration (for residence permit)

Frequently Asked Questions (FAQ)

How long does the translation and legalization process take?                                                                                                             Under normal conditions, 5-10 business days for translation and legalization. LexiTrad also offers express services of 1-3 days for urgent cases.

Can I apply with a provisional graduation certificate?                                                                                                                           Yes, UBB and other universities accept provisional certificates issued no more than one year before application. However, you must present the original diploma at enrollment.

Is the apostille necessary for EU citizens?                                                                                                                                                   For EU, EEA, and Swiss Confederation citizens, the Hague Apostille is NOT necessary for many documents. However, certified translation and legalization remain mandatory.

Can I use an expired TOEFL or IELTS certificate?                                                                                                                                       No. Language proficiency certificates must be valid at the start of the academic year in which you enroll.

Do I need to translate all pages of my passport?                                                                                                                                       No, usually the page with personal data and the page with the visa (if any) are sufficient. Check the specific requirements of your university.

Can I send documents through a representative?                                                                                                                                    Yes, but you need a special translated and legalized power of attorney that clearly specifies the actions the representative can perform on your behalf.

Cluj Universities Contact Information

Babeș-Bolyai University (UBB)

International Cooperation Center

• Address: Universității Street 7-9, Cluj-Napoca
• Website: https://cci.ubbcluj.ro
• Email: Check specific faculty website

Technical University of Cluj-Napoca (UTCN)

International Relations Office

• Address: Memorandumului Street no. 28, Cluj-Napoca
• Website: https://bri.utcluj.ro
• Email: Check for specific admission info

"Iuliu Hațieganu" University of Medicine and Pharmacy (UMF)

International Students Department

• Address: Gh. Marinescu Street no. 23, room 1, Cluj-Napoca
• Email: internationalstudent@umfcluj.ro
• Phone: +40-371-789159
• Schedule: Monday - Thursday, 11:00 AM - 3:00 PM

Contact LexiTrad Cluj

Don't let documentation stand in the way of your academic dream! LexiTrad Cluj is your trusted partner for all translations needed for university enrollment.

Our Services Include:

 ✓ EXPERT certified translations                                                                                                                                                       ✓ Notarial legalization ✓ Apostille assistance                                                                                                                               ✓ Free consultation for complete file                                                                                                                                             ✓ Express services for urgent cases                                                                                                                                             ✓ Compliance verification with university requirements

Contact Information:

LexiTrad - Translation Bureau Cluj

📍 Address: Piața Mihai Viteazu, nr. 31, ap. 3, Cluj-Napoca

📞 Phone: (+4) 0751 169 260

📧 Website: www.lexitrad.ro

⏰ Schedule: Monday - Friday: 9:00 AM - 6:00 PM

Request a Free Quote Today!

Send us your list of documents and within 24 hours you'll receive:

• A detailed and transparent price quote
• A clear action plan for preparing your file
• Answers to all your questions

Don't wait until the last moment! Start the translation and legalization process well before the deadlines.

Conclusion

Enrolling at a university in Cluj-Napoca as an international student is a process that requires attention to detail and meticulous document preparation. Whether you choose UBB for its academic diversity, UTCN for technical excellence, or UMF for top-tier medical education, proper translation and legalization of your documents are essential steps to success.

LexiTrad Cluj understands the challenges faced by expats and international students and is dedicated to making this process as smooth as possible. With our local experience and international expertise, we are the best partner for preparing your admission file.

Don't let language barriers or bureaucracy stop you from studying in one of Romania's most vibrant university cities. Contact us today and take the first step toward quality education in Cluj-Napoca!

(+4) 0751 169 260

birou@lexitrad.ro

Piata Mihai Viteazu, 31, Cluj Napoca 

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