Applicant Guide • Section 2 of 5Public Access
Document Upload Specifications & Authentication Standards
Comprehensive technical standards for digitizing, formatting, certifying, and attaching academic records to your university application.
1. Required Document Verification Checklist
| Document Type | Allowed Formats | Max File Size | Authentication & Scan Requirements |
|---|---|---|---|
| ESSLCE Result Certificate (or Int'l High School Diploma) | PDF, PNG, JPG | 5 MB | Official Grade 12 National Exam result sheet issued by MoE / EAES. International applicants: Official High School Graduation Diploma or leaving certificate. |
| Secondary Transcript (9–12) | 10 MB | Official high school transcript covering Grade 9, 10, 11, and 12. Must include official school seal/stamp and signature of the school principal. | |
| National ID / Passport | PDF, JPG, PNG | 3 MB | Valid Ethiopian Fayda National Digital ID, Kebele ID card (front and back scanned on one page), or International Passport identity page. |
| Passport Photo | JPG, PNG | 2 MB | Recent 3x4cm headshot against a plain white background. Full face must be centered without hats, sunglasses, or heavy filters. |
| University Transcript (Transfers) | 10 MB | Official university transcript dispatched directly or stamped certified copy. Must include official course descriptions for transfer credit evaluation. |
2. Technical Scanning & Formatting Guidelines
- Resolution & Legibility: Scan all documents at a minimum resolution of 300 DPI (dots per inch) in full color. Ensure all institutional seals, grade tables, signatures, and document serial numbers are razor-sharp.
- Single-File Multi-Page Documents: Multi-page transcripts (e.g. 4 years of high school) MUST be combined into a single PDF document. Submitting individual page images in separate fields is not permitted.
- Security Locks & Password Encryption: Do not upload password-protected, encrypted, or digitally signed PDF files that restrict printing or server processing. The upload system will reject encrypted documents during virus and security scanning.
- Storage Infrastructure: In accordance with master configuration flag
AWS_S3_ENABLED, verified uploads are securely stored in AWS S3 encrypted document buckets with restricted pre-signed URL access.
3. Common Document Rejection Audit Triggers
The Registrar Document Audit team will flag and reject documents under the following conditions:
- Low-resolution camera photos taken in poor lighting with glare, shadows, or distorted angles.
- Cropped document edges missing official stamps, signatures, or page numbers.
- Discrepancy between the name on the National ID and the ESSLCE examination certificate without legal proof of name change.
- Uncertified internet printouts of grade reports lacking official EAES digital signatures.