Document Checklist for Graduates

Table of Contents

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.

Current Registration Processing Times After Receiving Your Documents
Updated May 8, 2024

4-6 weeks

Please see the Processing Timeline for more info!

Important Notice

Be sure that when signing up with the NEB, to enter your name correctly and exactly as it appears on your ID document you will submit to the NEB. Candidates must carefully check that the information they enter for NEB is accurate and spelled correctly. Entering incorrect information will delay processing of your registration. Some ways this delay will be in effect include:

  • Spelling your name incorrectly
  • Not including your full name as shown exactly how it appears on your identification document submitted to NEB
  • Spelling your email incorrectly
  • Typing your name in either all capital or all lowercase letters. Your name should be written with a capital letter followed by lowercase letters for each name; for example: John Smith
  • Entering your surname/last name as your first/given name, or vice versa. Ensure that your name is written according to the standards typically accepted in Canada
  • Entering your birthday incorrectly

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

Education Verification

University Transcript

  • The university transcript must list all courses in your degree program with corresponding grades.
  • If your university cannot send an original transcript, they can provide a photocopy. However, each page must be stamped by your university and signed by a university official.
  • Your transcripts must be sent to NEB directly from your university.

University Degree (ONLY IF APPLICABLE)

  • If your transcript, or letter attached to your transcript, clearly states that your degree has been conferred, you DO NOT need to submit the degree certificate.
  • If your transcript does not clearly state that your degree has been conferred, your university must provide an official copy to the NEB or you must submit a notarized copy of your degree certificate.
  • Your degree certificate must be sent to NEB directly from your university by an official institutional email address.
  • Acceptable documents for degree certificate include:
    • Diploma
    • Provisional Degree Certificate
    • Graduate Verification / Certification
    • Academic Statement

Two options for sending Educational Documents

Option 1: By email (preferred!)

  • You can request that your transcript be emailed to neb-bne@cvma-acmv.org
  • The document must be emailed directly from an official employee (i.e. Administrative Officer or Registrar) with an official institutional email address from the university; it cannot be sent directly by you (the candidate)
  • If your school has an online system (i.e., MyEquals, Parchment, etc.) where a secure link can be provided to NEB to be able to access a digitally certified copy of your transcript, that is acceptable.
  • NEB reserves the right to conduct source verification of your transcript / degree by directly contacting the issuing authority.
  • Documentation submitted with your educational documents that are not issued by the authorizing authority will NOT be accepted.

Option 2

If your university is not able to send your educational documents directly to NEB on your behalf by email, you (the candidate) will need to send NEB notarized copies of your transcript (and degree, if applicable) by physical mail.

  • NOTE: This will delay processing times of your registration as we must conduct degree verification with the issuing authority. The degree verification process is dependent on how responsive your university is to our requests. Any fees requested for degree verification are the responsibility of NEB candidates.
  • We will not grant approval of registration until we receive direct communication from your university for the degree verification process.

Language Proficiency

Surgical Experience Documentation

  • This is applicable to candidates who register with the NEB after January 1st, 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 review 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 degree, 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 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.