For candidates navigating the National Dental Examining Board (NDEB) certification process, one of the important early steps involves submitting personal identification documents such as a Canadian passport, permanent residency card, or other official proof of status. These documents are used to establish your identity and confirm your legal status in Canada, which is especially important when it comes to verifying eligibility for examinations and licensure.
But what happens after you’ve already submitted your identification documents? Many applicants wonder: Do I need to send a new notarized copy again later in the process?
This is a valid question—particularly if it has been a long time since you applied, or if you are transitioning from the Equivalency Process to the Certification Process. Understanding when and why you may need to resubmit notarized documents can help prevent delays and confusion in your certification journey.
In this blog, we’ll walk you through the requirements, timelines, and best practices regarding identification document submissions, so you can move forward with confidence and clarity.
Why Identification Documents Are Required in the First Place
Submitting a Canadian passport, permanent residency document, or other valid form of ID is an essential requirement in your NDEB profile because it:
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Confirms your legal identity
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Establishes your status as a Canadian citizen or permanent resident
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Matches the name and identity used in your exam records and certificates
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Supports eligibility for certain regulatory benefits or fee structures
The NDEB requires all candidates to submit these documents as part of the registration process. These documents must typically be notarized to confirm that they are true copies of the original, and to comply with the rigorous verification standards required for national credentialing.
If You’ve Already Submitted Your Documents
If you submitted a notarized copy of your Canadian passport or residency document when you first created your candidate profile or registered for the Equivalency or Certification Process, you may not need to submit it again. These documents are generally retained in your digital file for future use and do not expire within the system unless:
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Your status has changed (e.g., from temporary resident to permanent resident or citizen)
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Your previous document has expired
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Your name or legal identity has been legally changed
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You are now entering a new stage of the certification process that requires an updated form of verification
In most cases, if there have been no changes to your legal status or identification, and your original documents were accepted and approved by the board, you do not need to submit them again.
When You Do Need to Submit a New Notarized Copy
Despite having submitted your ID earlier, there are certain conditions under which you may be required to provide a new notarized copy. These include:
1. You Changed Your Name
If your name has changed due to marriage, divorce, or a legal name change, you must submit a new notarized identification document reflecting your current legal name. This ensures all future certificates, correspondence, and licenses reflect the correct identity.
2. You Updated Your Immigration Status
If you moved from a temporary to a permanent residency status or became a Canadian citizen after your initial application, you will likely be required to submit an updated and notarized version of your new identification document to reflect this change.
3. Your Previous Document Expired
Expired passports or residency cards are not accepted as valid proof of identification. If your submitted document has expired since your original application, you’ll need to provide a notarized copy of your renewed document.
4. You Are Moving to a New Stage in the Certification Process
Sometimes, transitioning from one stage (e.g., Equivalency Process) to another (e.g., Certification Process) may require re-confirmation of your residency or identity. In this case, you might be asked to resubmit notarized documentation, particularly if a long period has passed since your original submission.
5. The Board Requests It
Occasionally, administrative reviews or updates to policy may prompt a request for resubmission. If you receive an official notice asking for a new notarized copy, it’s important to comply promptly to avoid delays.
How to Resubmit a Notarized Copy If Required
If you’re required to submit a new notarized copy, follow these steps:
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Obtain the updated original document (new passport, residency card, or certificate).
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Have a true copy notarized by a lawyer, notary public, or commissioner of oaths.
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Ensure legibility and completeness—all information must be clearly visible, and the notary seal must be present.
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Submit it via your candidate portal or as directed by the examination authority.
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Retain a copy for your records in case further verification is required later.
Make sure to submit the document before any upcoming exam registration deadlines or major application milestones to prevent processing delays.
Best Practices for Document Submissions
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Keep your profile up to date. Any change in personal information should be promptly reflected in your candidate account.
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Store multiple copies of notarized documents to avoid repeating the process unnecessarily.
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Plan ahead if your passport or residency card is nearing expiry—processing delays could interfere with exam scheduling or application progression.
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Communicate proactively with the administrative team if you’re unsure whether a resubmission is needed.
Final Thoughts
Submitting your Canadian passport or proof of residency is a foundational step in your dental certification process. Once completed correctly, it typically remains valid for the entirety of your journey—unless your personal, legal, or immigration status changes.
If you’ve already submitted a notarized copy of your Canadian passport or residency document, you do not usually need to send it again unless specifically requested or unless there has been a material change in your status or identity.
Maintaining accurate and up-to-date documentation helps ensure that your path to becoming a licensed dentist in Canada proceeds without unnecessary interruptions. And while the process may seem administrative in nature, it plays a critical role in safeguarding the integrity and trustworthiness of the national dental certification system.
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