Bureaucrazy: The Korean Edition part 2 – EPIK Style

Welcome back to part 2 of the craziness. I know these stories aren’t filled with beauty and joy, but I think it’s a valuable reflection of what kind of work goes into the lifestyle. It helps me (and others) to appreciate that it isn’t just luck or privilege that allows me to do my thing, but hours of hard work, lots of determination and not a small amount frustration. In the end it only makes the prize sweeter. So join me as we explore the realities of the job hunt in South Korea.


As I began to apply to university positions, it became clear to me that these were really competitive and difficult to obtain unicorn jobs, which I might technically be qualified for but would also be at a massive disadvantage because I wasn’t already in Korea with a visa in hand. Apparently the catch-22 of needing experience to get the job you need to get the experience is not limited to the US. So I decided I needed a solid backup plan. After all the work I was doing for this Korean visa, it would be a real shame if it all went to waste simply because I overreached in my job applications. Don’t get me wrong, I’m was still holding out hope as many schools said they would be conducting interviews in late Nov-early Dec, but I like back up plans.

I did some research about non-university teaching jobs and quickly decided I didn’t want to work at a hogwan (private language school), but could be open to teaching at a public school where I would have a Korean co-teacher and at least theoretically better hours and treatment than at many hogwans. I found the three main government sponsored public school programs: EPIK, GEPIK, and SMOE. At one time, these were all separate, but now it seems they’ve been blurred together due to funding issues, so filling the EPIK paperwork seems to be the only thing you can do.

not to be confused with the K-pop band Epik High

I had my intake interview (which mostly felt like, “are you not a total idiot?”) and then received a packet detailing what documents I needed to mail to them in Korea in order to move on to the next step of actually being offered a job. I guess they don’t want to make offers to people who don’t have the paperwork, but I admit it made me nervous to think of sending all the paperwork I worked so hard to get while I was secretly hoping to get a call back from one of the universities. In retrospect, I shouldn’t have worried. It took another month after my interview acceptance to the time I finally got all my documents to send to them, and I’m starting to feel pretty committed to the idea that I’ll be an EPIK teacher instead of a university professor next year.

EPIK Application Form

This form is 8 pages long (not counting the 5 page lesson plan you are meant to attach to the end). It asks for your complete academic records including the names and dates of your elementary and middle schools. (I’m an Air Force brat, it’s not just one school.) It includes several essays, explicit details about any piercings and tattoos, 5 years of residency history and even more of job history. I once applied for a job with the US government that required the SF-86 background form. This wasn’t quite as detailed, but it was a near thing. I sent this form in as an email attachment prior to my intake interview, and then part of the interview process was reviewing the form in painstaking detail to correct any formatting or informational mistakes I had made in filling it out the first time so that I could redo it before printing the hard copy to mail to Korea with all the other documents.

This lesson plan was pretty intense too. When I did my TESOL certification classes, we had to write long elaborate lesson plans basically to demonstrate a grasp of the material we were learning, how to organize a lesson, how to manage time, how to actually teach the material, etc. At no point since then have I been asked to write anything so long as 2 pages for a 45-50 minute class. That’s not a lesson plan, it’s a script. The 5 pages of lesson plan that is part of the EPIK application is ostensibly meant to be 2 pages of actual plan and 3 pages of materials. I don’t have any lesson plans that long from actual teaching jobs, so I broke out the one I used for TESOL and revamped it to fit the EPIK format provided in the application file.

We talked about my lesson plan in the interview, which was fine. It’s actually really easy for me to talk about teaching or classroom management now. They asked me to find one flaw in my lesson plan, which seemed a little odd, cause I’m thinking If I thought it was flawed, I would have fixed it before I sent it to you. But fortunately the interviewer had asked a question about a game I used being problematic for a larger class, sooo I just kind of re-worded his critique and suggested some solutions. Later on, in the email review process where I sent in several more versions of the application to make sure it was perfect before shipping, he told me that my lesson plan was too short because it didn’t fill a full two pages and the ideal lesson plan should really be 2.5-3 pages.

I suppose if you’re reading this blog you’re probably thinking something like, “please, Kaine, we know you can generate pages and pages of text, don’t tell me you can’t bs a 3 page lesson plan”. Of course I can. But my ideal lesson plan looks more like this:

There was just a point where I realized that less than 5% of this application process was about whether or not I was actually qualified to do the job and the other 95% was about my ability to follow precise instructions to meet government mandated requirements. There was no way for me to add more material to the lesson plan without going over the allotted time, so I just had to resort to using the longest most descriptive sentences possible to bring my total length up to about 2.25 pages. Hoop jumped.

Original Letters of Recommendation & Original Proof of Teaching Experience

So, my historical understanding of letters of recommendation is that you request them from employers on your way out for your files. You have a copy in your personal files, and you can show it, make a copy, etc to potential employers down the road. They are not meant to be single use items. People hate writing these things, and it’s kind of insane to expect a teacher, pastor, boss, or other person in authority to write them over and over. Yet EPIK is very specific that the letters must be in their format, and signed in INK (no color printed scanned copies of signatures, INK). So I had to get two brand new letters of recommendation, because the ones I have on file are not in the magical format, and they are electronic copies only.

I hate having to ask for these things. It’s always awkward. It takes up the time and energy of the people involved, many of whom do not have experience writing such kinds of letters and end up stalling because they don’t know what to write. In the past, I have written letters and simply asked the people to sign them. I did this because teachers have asked me to do it that way to save them time and to make sure that the letter has what I want in it. I hate even more having to ask for them on a deadline, or in a specific format, because then I feel like I’m asking for a really difficult favor, which I basically am. Thankfully, I am in a situation where two people are willing to print and sign new copies of the letters they just wrote for me should I need more than one original, but what it basically comes down to is that any time someone wants an original letter of recommendation, expect to have to inconvenience someone in a position of authority over you.

The original employment verification letters may be even more ridiculous, since those are pretty much just form letters given by an employer. I’m honestly don’t know what the obsession with getting your only copies of these letters is. Do they just expect your employers to print and sign letters of recommendation and proof of employment in batches, or is it’s just supposed to be really obnoxious to weed out those who lack grit and determination. Also, while the universities required the proof of employment with exact dates on it, the EPIK program wants them to say “full academic year” if the dates are less than 12 full months. Even though school years in nearly every place on earth are 9-10 months long. So, you may remember how kind and cooperative the school in China was to send me that verification letter in the exact format I asked for back when I was only applying for university jobs? Well, not being able/willing to infer that September to June  is a full academic year, EPIK needs new letters!

As you might conclude from the previous installation, there is no freaking way I’ll be getting this from the school in Saudi. Even if I could convince them to issue a 3rd letter, they won’t mail me an original, because you know, e-copies are good enough for “most” employers. But the school in China lived up to their original niceness and mailed me yet another letter which included the phrase “full academic year” just for EPIK. The good(ish) news is that this only impacts my pay grade, not my employability. None of my other experience will count towards the 2 years for the level 1 pay grade (my summer jobs can’t count because only whole years count, not cumulative ones) and this means I get bumped to a level 2+ pay grade, which is a difference of 200,000 won per month (170$US) so I’m not super happy about the situation, but it isn’t the end of the world.


Also known as the “Seoul Metropolitan Office of Education”. This is one of the three programs to hire teachers for public schools through the government. EPIK is “English Program in Korea”, and handles basically everything that isn’t Seoul. There used to be one for the greater Seoul area called GEPIK, but it seems to have vanished. I tried to apply for GEPIK at the same time I applied for EPIK but the “official” GEPIK website routed me to a recruiter for the application page. I couldn’t find a SMOE website at all. Now I know why. Only after you’re accepted by EPIK can you fill out the SMOE attachments, addendum and contract to add yourself to the Seoul list of schools possible teaching pool.

Since I was already filing a huge number of papers, it seemed reasonable to go ahead and print out another ream of paper and initial every page… twice, and thereby be considered for jobs in the Seoul area as well as the rest of Korea.


Another ingredient of the international job recipe that is often discounted: photos of yourself. Pretty much every overseas job wants you to send digital photos of yourself as part of the application process since they will not get to meet you face to face before hiring you. Skype has really helped with the visual aspect of overseas interviewing, but it’s new and everyone still wants to see your picture first. Plus, a lot of government documentation will require “passport style” photos to be attached to official forms. When I was going through the Saudi application process, I spent way too much money getting passport photos from a local drug store at 10$ per 2 photos. A long time ago this made more sense because they had to take your photo against a plain white background and it had to be aligned correctly, then developed and cut to size. Now, you can take your own passport selfie against any white wall and crop it to passport regs in your phone. So why are they still charging me 10$ to take a digital picture?

For Applications

This is going to change from country to country, and sometimes even from job to job within a country. Some places want to see you posing in business dress, others want to see you in a more natural habitat, engaging in your hobbies or out with your friends. Most of them want the photos to be less than three months old. I try to keep a pretty up to date stock of fun photos (no NSFW photos) so that I can provide some shots of me being a fun loving, outdoorsy, go-getter, but the professional shots really confounded me. Korea specifically seems a little schizophrenic about what they want, because I was told professional attire, but BIG smile.I have a hard time working up a fake smile, so my business pose tends to be a small smile, polite and friendly, but not “hey I’m having a great time in this suit!”. The picture I sent to EPIK the first time wasn’t “smiley” enough. However, it’s still easier to do this yourself or with a friend. You don’t even need Photoshop anymore to touch up your imperfect selfies because Pixlr offers most PS features for free online. I was able to remove my facial piercings (easier to Photoshop them out than to take them out for a photo, I’ll remove them for real before I fly out), change the background to a better shade of white, and brighten up the colors all pretty quickly. It’s also great for removing zits.

For Passport Style

To make things more fun, each country could have a different standard size or ratio for passport style photos.America is 2”x 2” square, but Japan and Korea use a rectangular aspect ratio (and cm). So a standard “passport photo” from your local drugstore is not only expensive, it might be the wrong size. When I realized I needed a million passport photos for Saudi, I decided to make my own sort of contact sheet by putting the photos into an A4/letter sized document and just having them printed off on photo stock paper. It was certainly cheaper, but thanks to the internet there’s an even better way.

Here I have one piece of good news for the international paperwork questor. There are about a dozen websites that will take the photo you upload and help you re-size and crop it to fit the passport size for the country you select. You don’t even have to know the sizing (though I like to double check) you just select your country of choice and upload your photo. Here’s the cool part: they turn it into an American standard 4×6 print (or 4R other places) with however many correctly sized photos will fit. Then you simply send this file to a photo printing place and they print you off a copy for less than 1$ (I actually got 4 copies for less than 1$, I placed the order online and the photos were finished and waiting for me in less than an hour). If  you have access, you can even print it out on a home photo printer. This one small breath of fresh air, of ease, convenience and inexpense deserves a standing freaking ovation.

The Final List

I was really surprised at how quickly the apostilles arrived once they were sent off for, and found myself waiting with increasing anxiety on the final document: the second letter from my former employer in China. I passed a couple of weeks by checking and rechecking the checklist, going over my documents with a fine tooth comb to ensure that I had not missed anything, emailing my EPIK liason with re-edits of the application for approval, making copies, learning how to use the scan function on the office copy machine to send myself digital copies, and hunting down “passport photos”. In the end, I had everything ready to go and waiting in a neat little file folder but still the letter had not arrived. To make matters more frustrating, it was coming on time for another couch hop (ok spare bedroom hop) which would take me about 90 minutes of driving away from the address the letter was coming to.

One day after I’d moved across town, I got a text from the former roomie letting me know that the letter from China had arrived. Not being willing to wait another 5-6 days until the next time I had planned to visit their house, I drove up in the middle of the night (after I get off work, plus less traffic) to retrieve the letter. I was so excited to finally have everything together I actually couldn’t get to sleep until I’d gone over the checklist one more time and put everything together for the great mailing. The instruction packet sent to my by EPIK on how to assemble my documents is 15 pages long, by the way. Here’s the final list:

  1. completed and signed application + 5 page lesson plan + passport size photo (notice how they just slip three things into one item on the list? sneaky.)
  2. scan or copy of the passport : the instructions say they prefer color copies but will accept black and white if it’s legible. I’m kind of wondering since they have a color scan already, why they can’t just print it if my copies aren’t good enough?
  3. criminal background check with apostille attached: it’s really important to make sure the apostille doesn’t come loose while you’re making copies of this document too.
  4. I’m really happy to have avoided this one, which is only for UK and Australians, but original birth certificate with apostille. I’m pretty sure my original is long lost, but I have this crazy credit card looking one that they were experimenting switching to the year I was born. No one knows what the heck it even is.
  5. copy of degrees with apostilleand if you don’t remember what was involved with this headache, check out “part 1“.
  6. sealed transcripts: please write “transcript” in pencil on the envelope… 
  7. original letters of recommendationmust be on official letterhead and have INK signatures.
  8. smoking sworn declaration & tattoo/piercing sworn declaration
  9. copy of TESOL certificate with proof that it’s at least 100 hours and proof of how many hours are in class vs online
  10. original proof of teaching experience: that letter I had to ask for from China twice, and will now never see again. also please write “PTE” in pencil on the envelope. So much for giving those stamps to my niece.
  11. Seoul attachment form,
  12. SMOE Addendum,
  13. SMOE contractyes, you have to sign a contract pre-accepting a job with SMOE in order to be considered for a job with SMOE

The next day, once the letter had been scanned and copied dutifully, I checked the checklist and every piece of paper again before sliding it all into a thick manila folder and heading over to FedEx… where I paid nearly 100$ to ship this brick of paper to Korea. I’m really happy to be there, but man I don’t know why we couldn’t just do this electronically for free. I tried to remember how much it cost me to ship my documents to Saudi and eventually realized I never did, I only sent them to a US based visa specialist, so got the far cheaper domestic overland shipping costs.

The Takeaway Lessons

Last year I recommended to myself and my readers:

Do your own research:I’d like to add to that – research should include phone calls and/or emails with a person who will oversee whatever it is or who has undergone the process before. Cursory internet/website research is often incomplete, outdated or just plain wrong. So are untrained cogs.

Have patience: Yeah. That’s really reinforced. I spent three months just gathering the documents I needed to get hired, and I haven’t even started the visa process yet.

Hold on to the story: Last year I thought that was so I could look back while I was having wild adventures and laugh at the red tape blooper reel. I still think keeping the story is important, but now I’m looking at it more as a learning opportunity. The paperwork isn’t going away. Re-reading my Bureaucracy stories from Saudi really put some things in perspective for me about my current trials.

This year, in addition to adding a few caveats to last year’s lessons, I can say I’ve learned the following:

Be as tremendously specific as possible when requesting documents: It’s better to over document, send extra letters, attach extra instructions, assume that the people who will receive your request  are going to do the bare minimum asked of them, or look for a way to avoid doing it altogether. I don’t think this is really true of most people, but it’s like those direction writing exercises we used to do in school, assume you’re writing instructions to an alien and be really really specific.

Leave yourself enough time to do it twice: It turns out I had to do several things twice, part of that was improper research and part of it was lack of super specific requests, but I’m sure there’s something else I haven’t accounted for that will make me need to do something twice again next time.

Look carefully at who or what is causing your frustrations and setbacks: Re-reading my posts from pre-Saudi paperwork made me realize how much of my hair-pulling and head-desking was the result of the company that hired me providing incomplete, contradictory or erroneous information on how to proceed. It turned out that my whole working experience with them was just as frustrating, so maybe I should have been clued in before I ever got on a plane that it wasn’t going to get better. Meanwhile, this time around much of the frustration has been caused by domestic institutions and not at all by my potential employer. I won’t know for a while yet if this is a reliable correlation, but it seems worth paying attention to.

It’s ok to say “no”:

As an international adventurer, I’m usually all about the power of “yes” but over the last year I had some intensely disappointing situations that I ended up having to leave in less than ideal ways. Of course we want to maintain an open mind about travel and adventure to make the most of the time and opportunities. It is important not to wait for everything to be perfect or the ideal situation because we might end up waiting forever. But it can be dangerous to jump into situations that seem too much less than ideal. Looking back on my blogs, I can’t believe I didn’t see what a bad idea that Saudi company was. The job in Japan seemed great until I showed up. My reluctance to say “no” once I realized how disparate the reality was from what I was promised led to a great deal of frustration, heartache and eventually to my premature departure from the country because I didn’t have enough time to search for another visa sponsor. This time, I decided firmly that I was simply not interested in working for another private language school. It would have been easy as pie to get hired by a hogwan, I had recruiters banging down my inbox with private school opportunities, but I said “no”. Only time will tell if I made the right decision, but so far I feel better about it.

and last but not least…

It’s worth it!: No matter how frustrating the preparation work is, or how many potholes or pitfalls I’ve met along the way, I wouldn’t give up the last year of experiences for anything and I’m really excited for the next year, too.

Bureaucrazy: The Korean Edition (part 1)

Ladies and Gentlemen, I’m sorry it’s been so long since I’ve had an update here. I really wanted to do fun and exciting adventure stuff in Seattle while I was “home”, but it turns out that finding an overseas job and filing paperwork is a huge time sink. I have been spending some fun times with my friends here, and I have some trips planned to visit family soon, but really it’s been mostly working and spending all my free time on the paperwork/job hunt or on really mundane stuff like groceries and laundry. Thankfully, I looked back on my posts from last year about paperwork and realized that I totally learned some valuable lessons that have helped me navigate the waters this time around.

I have come to terms with the fact that I’m going to be a wizard level expert at international red tape by the time I am done with this phase of my life. As rewarding as travelling around the world can be, it seems that it’s always going to be expensive. It just so happens in my case, the expense is time, sanity and maybe gray hair and only a little bit of money. Eh, I guess until I’m independently wealthy, I have to pay the red tape price for pursuing my dreams. So, welcome to Bureaucrazy, the ongoing cycle of dull boring (frantic, insane) paperwork that I must complete in pursuit of my life of wonderment and adventure.

Every international traveler knows the joy of passports and visas, and most ESL teachers have a similar list of things that are required for basically every overseas ESL Job ever:

  • CV/Resume
  • Cover Letter
  • Copies of Diplomas/Transcripts
  • TESOL Certificate
  • Letters of Recommendation
  • Recent Photo
  • Copy of Passport page

These things aren’t hard, and I have so many versions of cover letters (it’s really best to be as personalized as possible when writing these) and updates of CVs that I can do them in my sleep. I generally try to take a new photo about once every year or two, but otherwise, once you have these things, you think you’re set. I have copies in my cloud and on a USB I carry with me everywhere so I can do job hunting any time I have a few minutes at a computer.

There were some additional things I thought I needed specifically for South Korea:

  • FBI Criminal Background Check (Apostilled)
  • Apostilled copies of Diplomas
  • Official Transcripts

After the Saudi debacle, I really didn’t think this was going to be any harder or more frustrating a process. I did some cursory research on the CBC and Apostille process and realized that it took forever, but shouldn’t actually be hard (ha-ha). So I determined to start the paperwork process in September (even though the hiring season is Oct-Dec and the school year starts in March). I am so glad I did.


It’s not really surprising that we need a criminal records check to get a job. I had to get one from City of Seattle for my Saudi gig, after all. But Korea is not satisfied with a mere city, county or state level criminal records check, oh no. They need the Federal Bureau of Investigation to be in on this. MIB, Moulder and Scully, Quantaco. So, I head over to the FBI website to find out what the process for criminal background check actually is.

  1. Fingerprints on specific government form
  2. FBI CBC application form
  3. money
  4. time
  5. oh and don’t forget to explicitly specify that you’re going to get this apostilled so that they put a seal and signature on it.

So, starting with number 1, I look up places to get fingerprints done and decide to head to our city PD downtown office. I had a very nice and smooth experience. I was the only person around that day and the lady was very nice to me (her daughter also travels overseas a lot). So I left feeling pretty positive about the whole start to this paperwork process. I completed and printed the application form and wrote a sticky note with the reminder to stamp and seal the final document for apostille use, then stuck the whole thing in a big envelope and dropped it in the mail. (I may mention, as foreshadowing, that this is the only time in this process I have not used tracked mail. Never underestimate the importance of tracking numbers.)

Then I decided that I would wait the 6-8 weeks to get my CBC back and send all my documents that needed apostille off to the State Department at once. Convenient, right? Wrong!

A month later, I still hadn’t seen the FBI charge appear on my credit card and was starting to get worried. So I called the info line and was told that they don’t even *open* the applications until they’ve had them for 8-9 weeks. That’s right, ladies and gentlemen, the FBI’s already insanely backed up process that is supposed to take 6-8 weeks TOTAL, is now so clogged that it takes them longer than that just to open the envelope. Then another 4-5 weeks to process the request. At this point I don’t even have a means of verifying that they have received my request, because my dumb butt thought that seeing the credit card charge would be enough of a clue and didn’t bother tracking the envelope. (Did I mention the importance of tracking numbers?)

Meanwhile, even though main hiring season is Oct-Dec, I popped online to Dave’s ESL where all the ESL jobs live and noticed that there were some jobs posting early for the March start. I’m not a big procrastinator, so I started applying, of course, and learned that *some* jobs wanted applicants to already have their apostilled documents in hand (or scanned versions of them to include in the application). Which was even more confusing, since the documents are only good for 3-6 months after they are obtained (I still can’t get a straight answer on this timeline). So, I’m starting to freak out a little because on this new extended timeline, I’m not going to have my apostilled background check in time for application season. So, I start researching approved FBI Channellers.

These are a handful of companies that have some strange in-road to the FBI process and can get your CBC in 5-7 DAYS, with all the bells and whistles for apostille. After exchanging a few emails with the company to make sure they really mean it, and I’m not just reading wishful thinking into their website, I’ve been assured that their company is not subject to whatever new policies are causing the 13 week wait time for everyone else, and that all their CBCs are apostille ready, I decide to shell out the 85$ for expedited service nearly 6 weeks after my original submission to the FBI (and still 3-4 weeks before they’ll open it). But this meant another round of fingerprinting and application forms, too.

I moved habitation in the meantime, so I was hoping to go to a police department closer to the house I was staying in, and then to the local post office to send off this new round of application materials, but as it turns out, you can’t get your fingerprints taken at most police stations without an appointment and proof that you live in their jurisdiction. Since I’m basically couch surfing while I’m back in the States, I don’t have proof of living where I’m staying like a driver’s license, bank statement or utility bill, so there was simply no way for me to get my own fingerprints taken except to go to the large municipal police department in downtown Seattle. Round 2 fingerprinting took a little longer because there were more people in line, but still a pretty positive experience (way to go Seattle PD, well done). I take my new fingerprint cards and my application to the Channeller, and go to the post office to mail them registered style so I never have to fear a lack of package arrival again.

About 8 days later, I got a UPS letter with my CBC in it and a letter helpfully telling me I could pay their partner service another huge fee for expedited apostille service. The State Department really seemed to think it only takes a week or two to apostille a document, so I took my chances and spent the roughly 20$ to send the paperwork to the State Department myself instead of the nearly 200$ that the “expidited” service wanted to charge. In the meantime, my card still hasn’t been billed by the FBI and I may or may not receive another CBC sometime … ever.

It’s been pointed out to me by one of my Seattle hippie socialist friends that this processes is incredibly corrupt, since it basically entails a private company using its connections with a federal agency to bypass the public applicants and get served first, then charge an arm and a leg to the public for piggybacking on this privilege. Twice. Yay capitalism.

The Apostille

Moving on to the apostille process (and no, I still don’t know how we’re supposed to say this word. I got a French, Spanish and American version and every office seems to say it differently). When it looked like my CBC was going to be super delayed, I decided to get a jump on the diploma apostilles so that I could show the schools I was applying to that I was doing my best to meet the requirements. Further research led me to discover that the United States Department of State doesn’t apostille diplomas. In fact, local documents have to be apostilled locally. So, actually, only my FBI CBC is going to the US Department of State, but my diplomas need to go to the state level State Department offices. Of course, I make this more complicated by having gotten my BA and MA in two different states. You thought we were one country over here? Oh no. I’ve seen easier transitions between countries in the EuroZone than between certain states in America.

Washington (state not D.C.)

A note to non-US residents: It’s still fascinating to me how many people outside the US don’t realize that Washington state and Washington D.C. are not the same place, and are in fact on opposite sides of the country. D.C. sits on the Potomac which feeds into the Atlantic, it’s close to New York. Washington State is all the way in the far northwest, near Canada and the Pacific.

So, starting local and working outward, I hopped on the Washington Secretary of State website to see what the apostille process was. Although the website is not terribly easy to navigate, I found the apostille process itself to be fairly simple: a notarized copy of the diploma, a printed out application form, and a check. No problemo. Fill in and print out the form, write the check and take my original diploma off to get a new notarized copy made.

Since I had this done last year for the Saudi experience, I decided to go to the same notary as before. But when I asked for a notarized copy I was informed rather rudely that it was illegal to make notarized copies of diplomas, and that they would not do so. I expressed surprise and dismay since they had notarized a copy for me last year. He told me someone must have made a mistake. I pulled out the copy (which I wasn’t using for the apostille because it had Saudi stamps all over it in addition to the notary stamp) and asked him if that was his seal/signature. It was, and at this point he became pretty hostile. I tried to ask what the procedure was, how I could get it done. I tried to show him where on the Secretary of State’s website it said that originals were not accepted for apostille, only notarized copies, but he was downright mean at this point. So we had to leave.

I say we. Fortunately, I was running errands with a friend that day to help keep me sane in traffic. She’s an avid reader of my blog/follower of my travels and occasionally gets to see the barest glimpse of the bureaucracy wars (like that time she got up at 4am to help me call airlines and bring this bunny home from China). Also like this time where we were basically stuck between two people in positions of relative authority telling us totally contradictory information. So, sitting in the car and fuming slightly, I decided that the best option was to call the Secretary of State’s office and find out what the heck was going on.

After three tries, I finally got to the lovely and helpful lady who deals with all the apostille stuff. Really, really good idea. She informed me that apparently in the state of Washington, notaries public aren’t trained in how to do their jobs. These are people who collect fees from the public in order to act as legal witnesses to all kinds of things, and they don’t get trained before they are certified. Go Washington, well done. She told me the name of the Washington State law that I needed to direct the next notary to, where they could find the short forms in this law, and which of the short forms needed to be attached to the copy of my diploma in order for it to be a legitimate notarized copy. She also confessed that whenever improperly notarized copies come to her, she fines the notary, which probably explains why Mr. Grumpy refused to do his job, since he also refused to learn how to do it and so got fined for doing it wrong.

Next, Google gives us a list of nearby notaries. We call one and ask specifically if she knows how to do “true and correct” copies and she says, yes. We go, we stand in line, we get to the front and she has no idea what short forms we are talking about. Thankfully, before we can be turned away, my friend whips out her phone where she’d taken all the notes from our helpful friend in the apostille office and shows this notary where to go. Despite being totally out of her comfort zone, this lady was way more gracious than Mr. Grumpy. She got on her computer, found the page in question, was able to print out the short forms and cut out the one we needed for the copy. And she did it all with good grace. See what happens when we’re nice to each other? I get properly notarized copies and she avoids getting fined by the Secretary of State’s office.


My Bachelor’s Degree apostille is a little more complicated. I went to the University of Memphis for my BA, and so I have to get the apostille from the Tennessee Secretary of State. So, on to their website for the rules. Not only do the copies have to be notarized by a Tennessee licensed notary, it then has to be stamped by the county clerk’s office of whichever county clerk licensed the notary then it can be sent to the Secretary of State for the apostille.

My American readers will have a good understanding of how far away from Seattle Memphis actually is. When I fly over to visit my mother there, it’s a good solid day of flying, like 7-9 hours. For the non-Americans, think about how far from your home country you can get in 7-9 hours of flying and know that isn’t even all the way across America, only about 2/3. So there is no way for me to do this in person. I couldn’t imagine that there was not a way for people living outside the state to achieve this, so I waited until the next business day and called the office to ask what methods existed for people who no longer resided in Tennessee. I was told to find someone who was willing to run around and get the stamps/signatures for me. Because Tennessee is trapped in the mid 1970s and knows nothing of the information age.

Fortunately my mother lives and works in Memphis, and she saw my plight on Facebook and offered to get involved (although she may regret that offer now). So, I printed out the forms, cut the check, and wrote a very long email of very specific instructions, then shipped my diploma to my mom. She managed to get notarized copies (she told me they wrote “true and correct copy” on it, and all I could do was hope that Tennessee doesn’t have a short forms law that their notaries don’t know how to use either). I included a list of all the county clerks offices in her county in the email, and advised her to call ahead before going (because websites are so reliable). She did call ahead, and asked all the right questions, and got directed to an office where she waited for an HOUR just to be told that no the only place that they certify notary signatures is the downtown office. When she called to tell me, I just said, “Welcome to my world.”

She finally made it to the downtown office where she was indeed able to secure the certification, and the Tennessee state apostille arrived in good shape a little more than a week later.

United States

As for the federal apostille, that was another adventure. Once the email alert telling me that my CBC was en route showed up, I started the detailed research on the US State Department website. I downloaded the form and started filling it out. Small forms should not be so complicated, but it turns out that most government forms require additional pages of instructions translating the boxes on the form so that you know what to actually fill in. Just as I’m finishing the form and quintuple checking the instructions to make sure that I haven’t missed anything, I see a little line that says that “you must submit a new cover letter for each request. Failure to do so will result in your case being rejected and your documents returned.” WHAT? I check again, maybe this form is a cover letter? No, the paragraph where this line is written mentions the form by alphanumeric designation specifically. I check the website again which has a list of all the things to include with your mailed in request and there is NO mention of a cover letter. Yet clearly, failure to include one has dire consequences. So, I wrote the most basic “to whom” cover letter expressing my desire to have my document apostilled and not rejected and hoped that was good enough.

In addition to the CBC itself and the application form and the money, the US Secretary of State also wants a self-addressed stamped envelope. These aren’t difficult, although they’ve become increasingly rare because most companies want to be able to track their packages and so simply ask clients to include a return shipping fee (or just raise the fee to account for return shipping cost). It’s been a long time since I had to include an SASE. But it’s not just this, the application form wants to know the shipping carrier and tracking number of the SASE that is inside the envelope that the application form is also inside. I think the poor little guy at the post office hates me.

I wrote myself sticky notes of instructions for this process over the weekend, and then headed into the post office on Monday. I began by picking out flat rate trackable envelopes and filling out address stickers. When I got to the front of the queue, I started out by requesting first the money order I needed to include, then explaining that I needed to know the tracking number for the envelope that would go INSIDE the one I was sending. Then I had to fill in the tracking number on the application form before it could go into the big envelope. Then I had to pay for everything before I could get the money order, so he took the final destination address slip and started logging it into the computer to generate a tracking number and of course a price tag.

He told me that I had written the address incorrectly. I told him I’d copied it exactly off of the US State Department website. He went to a supervisor who told him to get me to re-write the address. I showed him the website.  I still had to rewrite the address. It needs to be pointed out that it wasn’t incorrect information that caused this, but merely which line of the address the information went on. I had written 4 lines of text (as it was on the website) and the USPS decided they needed 5 lines of text. Riiiiight. Let’s hear it once more for the federal government! Finally, I had the package paid for and managed to assemble all the necessary bits (CBC, application form with SASE tracking number, SASE, and the mysterious cover letter) into the envelope and of to the east coast.


This should not be hard. Universities send these out all the time. I needed them to get into grad school. I needed them to get hired in Saudi. But yet for some reason (possibly because the Korean government actually cares about the substance and not merely the form?) this year’s quest for transcripts was unusually dismal. Each school of course has it’s own procedures, and since I’m in town with the UW, I decided I could always run down to the registrar’s office for a quick copy if things got down to the wire, so I would tackle the UM first.

I went on to the website to discover that only e-transcripts can be requested via the online request form, and e-transcripts can’t be official. OK. So I print out and mail off the form requesting my official transcripts, 3 copies just in case (I’m told I need 2, but since it’s all the way across the country I order a spare). When they arrive, they are in an improperly sealed envelope with “return service requested” on the outside instead of “official transcript enclosed” which is what it should say. After a few emails back and forth with the office of transcripts, I discover that I should have added the fact that I needed the transcripts to be signed and sealed (instead of merely requesting “official” transcripts) even though there is no place for this on the form and no indication in the instructions on the website. At least they don’t charge for copies? And eventually she agreed to send me what I needed without me having to submit another request form. Small favors.

The UW accepts online requests, but also charges 9$ per copy so I just ordered 2. They both arrived in the same envelope… For those of you who have never had to deal with multiples of official transcripts, they are invalid after the envelope is opened. So if you have to send an official transcript to multiple places (which you do for going to teach in South Korea) you need them in separate sealed envelopes. I have no idea why the universities (which require official transcripts for admission, transfer and job applications themselves) don’t get it when they issue transcripts. So I also ended up having to email the transcript office here and explain the situation, asking with fervent hope if they would please send me a second official transcript since I had paid the 9$ for it as well as the online “convenience fee” (you know for the privilege of paying for something on the internet). Fortunately, she was very accommodating and agreed to send out a second copy as well.

Letters of Employment Verification

Some of you will have noticed that this isn’t in the list. This is because it wasn’t something I thought I would need, but rather something I discovered in the process of applying for jobs. Basically every single school I applied for wanted these letters from previous employers simply stating that I had in fact worked there and from what day/month/year to what day/month/year. I have not ever encountered such a thing before. I have always been in a situation where someone either took my word for what was on my resume or simply called the company to verify my employment with HR. As such, it had simply not occurred to me to get these letters on my way out of previous jobs. I had tried to get one leaving Saudi, because my boss suggested it, but the company (not surprisingly if you’ve read anything else about my exit process) did not deliver.

So, this meant I had to go back and ask. Since the universities seemed focused on other university jobs, at least that meant I didn’t need to go get letters for my summer teaching gigs. First order of business was to dig up the email for the English department at a school I taught at back in 2007 over in China. I can’t say I expected anything to come of it, but I was pleasantly surprised at how well it went. They responded quite quickly and mailed me a letter exactly in the format I had asked. Wow, awesome.

Then I reached out to the school I had just left in Saudi. It took them two weeks to get back to me since everyone was on vacation when I emailed. My request bounced from person to person in the company, until getting to someone who was willing to talk and then needed all my information again because they couldn’t be bothered to read the original email I sent(?). I had long since determined that my decision to leave this company was correct and justified, but this experience only further solidified it. After several more weeks of confusion, I got a PDF file of a letter that did not include the information I’d asked for, but did include an advertisement for the program that went on for 2 paragraphs.

I wrote back, waited more, got tossed to more different people and eventually told that it was not their policy to use specific dates (because most employers don’t need it), nor to mail copies once a teacher had left. I explain that South Korean universities ALL want exact dates, and also that I did ask for a copy before I left but hadn’t been given one. Then I was told they would make an exception and rewrite the letter, but only mail it to me if I would pay the shipping costs. (BTW, they have a branch office in America, so I have no idea still why the US office couldn’t have slapped a letter in an envelope and sent it for $0.49, but hey! mail it from Saudi, it’s better I’m sure).

I say fine, ok, but can you please also mention that we were teaching in the university, to which they explain no, despite our physical location in a university teaching university students in a program that granted a certificate to the students who had just graduated from the university,  that because I was in the ONLY branch of their program that is like that, because they are contracted with the Department of Labor and not the Department of Education they would not write such a thing in the letter. Fine, ok. Then I don’t hear from them for another two weeks because the country director is out of town. Eventually, after many more emails pleading for my letter with exact dates, they sent me a new pdf. I’m never getting a paper copy. I’m not saying I won’t ever work in Saudi again, but I have some strong feelings about who it won’t be for if I do.

Stay tuned for the next exciting installment of Bureaucrazy: The Korean Edition where we’ll learn about EPIK teaching options and follow up on more surprise paperwork!