For internationally trained dental professionals pursuing licensure in Canada, the application journey through the National Dental Examining Board (NDEB) is detailed, document-driven, and governed by very specific regulatory standards. One of the most commonly asked questions by applicants—especially those who are permanent residents or citizens of Canada—is whether they need to resubmit a notarized copy of their Canadian passport or residency document if they have already submitted it earlier during the application process.
The answer to this question isn’t always straightforward. It depends on the stage of your application, the type of documentation previously submitted, and the specific requirements outlined by the evaluating authorities. Let’s break down the key considerations so you can ensure your documentation is current, compliant, and aligned with the requirements.
Understanding the Role of Identity and Residency Documentation
When applying to the NDEB for credential recognition and exam eligibility, applicants are required to provide valid proof of identity and, in some cases, proof of residency or citizenship in Canada. This is an essential part of verifying eligibility, maintaining security, and aligning with regulatory guidelines set by Canadian authorities.
Typically, the documents that fall under this requirement include:
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Canadian passport
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Canadian permanent resident card
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Canadian citizenship certificate
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Confirmation of Permanent Residence (COPR)
These documents must often be submitted as notarized copies, meaning they need to be verified by a legal authority such as a notary public to confirm authenticity.
Initial Submission: What You’ve Already Sent
If you have already submitted a notarized copy of your Canadian passport, PR card, or other residency-related documents during the initial phase of your application with the NDEB, you may wonder if you need to submit them again in subsequent stages such as:
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Document verification
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Equivalency process
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Written examination registration
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Clinical Skills and Situational Judgement Exams
In many cases, if your document is valid, unexpired, and clearly readable, you may not need to resubmit it. However, if your situation has changed—or if your submitted document is close to expiration—you may be asked to send a new notarized copy. Additionally, certain phases of the NDEB process require confirmation that your residency or citizenship status remains unchanged.
Common Scenarios Where Resubmission Might Be Required
Let’s consider a few situations where applicants might be required to send in a new notarized document:
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Document Expiration
If your passport or residency document expired after the initial submission, you’ll need to provide a new copy of the updated document—duly notarized. -
Change in Immigration Status
If you transitioned from a temporary resident to a permanent resident or citizen, you must update your file with the new status, along with a notarized copy of the new supporting document. -
Technical Issues or Clarity Concerns
Occasionally, previously submitted documents may not meet formatting requirements or may be blurry, cropped, or incomplete. In such cases, authorities may request a resubmission of a clearer, notarized version. -
Time-Lapse Between Application and Exam Registration
If a significant amount of time has passed between the initial application and subsequent steps like registration for exams, you may be asked to reconfirm your identity or residency. -
Random Compliance Verification
As part of routine checks, applicants are sometimes asked to re-submit certain documents to ensure continued compliance and validity.
What to Do If You’re Unsure
If you’re unclear about whether you need to resubmit your document, here’s what you should consider doing:
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Review the Official Communication
Always check your emails and notifications from the NDEB carefully. Instructions related to documentation resubmission are usually clearly stated. -
Check Document Validity
Ensure that the document you previously submitted is still valid. If it has expired, a new notarized copy of the renewed document is likely required. -
Contact Support or Your Authorized Agent
If you are working with a credential verification agency, immigration consultant, or legal advisor, reach out to them for clarification. They often have updated insights and can liaise on your behalf. -
Visit the Application Portal
Log into your official application dashboard and check for flags or outstanding document requests. Most portals include a section for pending requirements.
Best Practices for Submitting Notarized Documents
When submitting a new copy, keep the following best practices in mind:
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Always use original and valid documents.
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Ensure the notarized copy includes a clear notary stamp, signature, and date.
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Submit the document as a PDF or a high-resolution image as per submission guidelines.
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Double-check that names, document numbers, and expiration dates are clearly visible and match your application records.
Final Thoughts
Whether you’re at the beginning of your NDEB journey or nearing the final stages of licensure, staying on top of your documentation requirements is crucial. Submitting a notarized copy of your Canadian passport or residency document is a necessary step for identity verification. If you’ve already submitted it, you may not need to resend it—unless your document has expired, your status has changed, or there’s a specific request from the NDEB.
Staying proactive, regularly reviewing your application status, and ensuring all documents are up to date will help prevent delays or complications. Always err on the side of caution—if there’s even a small doubt, submitting a new notarized copy might be the safer choice.
If you’d like assistance with document preparation, notarization, or coordination with credential evaluation services, consider working with a reliable documentation support provider to streamline the process.
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