Document Checklist for Future Graduates

February 13, 2024: Effective immediately, NEB has implemented the following procedures regarding initial registration. All applicants are expected to follow these updated procedures when undergoing their registration with NEB. Please note that these procedures are iterative and will be even further strengthened over time.

After completing the online NEB Registration, you will have to provide the following required documentation:

Photo Requirement

• You must upload a passport-acceptable photo to your NEB portal upon registration.
• The photo must be taken within one year of the registration date.

Identification (ID) Verification

You must send ONE of the following as a notarized hardcopy by physical mail showing your name exactly as it appears on your candidate portal and other registration documents:

• Valid, unexpired passport (ID pages only) OR
• Birth certificate

Name Changes

• You must submit a notarized copy of one of the following for each name change:
  • Marriage certificate
  • Change of name certificate
• ID Verification documents must be sent via courier / physical mail. NEB does not accept emailed documents for ID Verification

Dean's Letter (FINAL YEAR STUDENTS ONLY)

• Future graduate candidates must provide a statement from the Dean of the college or university stating that the candidate is a bona fide member of the final class.
• The letter should state the program of study, candidate’s name, and anticipated graduation date.
• The letter must be sent directly from the university by an official institutional email to the NEB.
• NEB will not accept your dean's letter if it has been given to you or anyone else first, or if documents that are not from your university are sent with it.

Candidates from international non-accredited schools, who are enrolled in the final year of a veterinary degree program, may take the BCSE provided they are expected to graduate within 12 months.

Candidates from international accredited and non-accredited schools, who are enrolled in the final year of a veterinary degree program, must be within ten months of their expected graduation date by the end of the testing window to take the NAVLE.

Language Proficiency

• Please review this page for Language Proficiency Requirements: Language Proficiency Requirement
• Future Graduates whose Professional Degree in Veterinary Medicine is Taught in English or French:
  • The information regarding language proficiency based off the professional degree in veterinary medicine can be included in the dean’s letter, if applicable. Please review the necessary details to include in the dean's letter regarding language proficiency here: Language Proficiency Requirement

Surgical Experience Documentation

• This is applicable to candidates who register with the NEB after January 1^st, 2015 only. This document is needed at the latest once you have registered for the Clinical Proficiency Examination (CPE).
• You can find more information about this document here: Registration Procedure
• NOTE: This document is not needed for candidates who are not required to take the CPE

Score Transfers / ECFVG Status or Completion Letters

• If you have already passed the NAVLE and are planning to register with NEB to get your Certificate of Qualification, please transfer the results to us using https://www.aavsb.org/viva/score-transfers
• If you are enrolled with ECFVG, you may request ECFVG to send exam scores (BCSE and/or CPE scores), as well as a status or completion letter on your behalf. Please contact ECFVG directly for score transfers and/or letters to be sent to NEB.

Mailing Address:

CVMA-NEB
339 Booth Street
Ottawa ON, K1R 7K1
Email Address: neb-bne@cvma-acmv.org

Communication Updates

• Always include your full name and NEB ID number in any correspondence with NEB. Your NEB ID is provided in your Portal account.
• Allow up to 5 business days for a response to any inquiry you make before contacting our office about the same matter again.
• When entering your name in the NEB portal make sure it appears exactly as it is on the valid, government issued identification you will be submitting to NEB.
• You do not need to use your home address on the NEB portal. Enter the address NEB should use when mailing something to you.
• Keep your NEB portal account updated with any changes to your contact information (i.e., address, telephone number, email address) by logging into your account and making the changes or contacting NEB so we can update it.
• NEB will primarily communicate by email and messages in the portal. Be sure to check your email regularly and make sure your email settings will allow NEB emails to reach your inbox.
• NEB does not acknowledge the receipt of any documents until the registration fee has been paid and document evaluation stage has begun. If you wish to know the delivery status of a document, please check with your courier.
• NEB does not tolerate any disrespectful behavior. Please keep your communications respectful and objective.

Processing Timeline

1. Start of NEB Registration– NEB starts tracking your registration period when you pay the initial registration fee. It is important to note the date your fee was paid, as shown in your NEB profile, because this is the start date of your 7-year cycle. NEB candidates have seven years to complete all their NEB exams requirements to obtain the Certificate of Qualification.
2. Submitting Required Hard Copy/Physical Documents to NEB– The time this takes is determined by you and the institutions that must submit documents on your behalf.
3. Application Documents Received and Reviewed– Upon NEB receiving your documents for initial registration, you will be informed via the NEB portal or by email if you are approved or if there are any outstanding requirements. If you send documents before paying the initial registration fee, your documents will not be considered in the processing queue until the fee has been paid. The document review processing times are listed at the top of this webpage. Processing times are subject to change depending on the volume of mail received by our office.
4. Completion of any Outstanding Requirements– If you are informed that there are outstanding requirements, the time this takes to complete is based on how quickly you can follow through. Please note that all mail is reviewed in the order that it is received, but those with outstanding requirements may be reviewed sooner depending on the volume of mail. If you have to re-send documents, this will impact the processing time of yours and others applications, so it is highly encouraged to be sure that you are sending complete and accurate documentation to NEB based off of this Document Checklist. All NEB candidates are responsible for carefully and fully reviewing this page to ensure they are sending complete and correct registration documents.

How to Notarize Documents

1. Have the notarizing officer make a copy of the original document. Do not make a copy of a copy.
2. Have each page of the document stamped and/or signed by someone with a qualification on the acceptable witness list found below in English or French. They must attest that the copy is an exact duplicate of the original document. The document you send to NEB must show the original stamps and/or signatures.
3. Do not submit original documents. Only notarized copies will be accepted. NEB does not return documents under any circumstances.

Acceptable Witnesses

• Notary Public from anywhere in the world– Stamp/seal and signature required.
• Commissioner for Oaths from anywhere in the world– Stamp/seal and signature required.
• Lawyer from anywhere in the world– License number and signature required.
• Embassy/Consulate Official from anywhere in the world– Stamp/seal and signature required.

Translations

If a required document is not written in English or French, you will need to submit either an English or French translation by following these guidelines:

• The translation must be prepared by an official, certified translator.
• Each page of the translation must include the original stamp and signature of your official translator.
• A copy of the original language document must be submitted with the translation and each page must include the original stamp and signature of your official translator.
• The name and credentials of your translator must appear in English or French.
• The version of the translation must be the original. Copies of translations are not accepted, even if certified.
• If you are submitting a translation of your transcript and/or, the original language version you send must match the original language version sent directly to NEB by your university.
• Translations can be submitted by physical mail or by email to the NEB.

Alternative Document Submission

If you are unable to submit any of the Required Documents outlined in the Document Checklist due to circumstances beyond your control, you may use the NEB Alternative Documentation Submission Process. The National Examining Board (NEB) will consider the evidence submitted on a case-by-case basis and provide reasons for any decision. The NEB may request additional documents to verify your credentials. NEB will provide further information about this process to candidates if applicable. Please contact NEB staff at neb-bne@cvma-acmv.org for more information.

These are acceptable reasons for not being able to meet the requirements detailed in the Document Checklist:

• None of these documents were ever issued to you and cannot be issued.
• You no longer have any of these documents and they cannot be reissued.
• Your primary ID does not show your full, legal name as it appears on your application.
• If your name on your ID is spelled differently than on your application.
• The names on your degree or transcript are different than your name on your ID.