First week in a new country: the apartment’s sorted, the paperwork’s mostly done, and now it’s time to get the kids into school. Then the school secretary asks for the birth certificate - translated, by a court-appointed sworn translator. What translator, which registry, how long does it take, how much does it cost?
The answer depends entirely on which country you’re in. Over 664,000 Ukrainian children were enrolled in EU schools as of 2024, according to UNICEF data - and each country has its own rules. This article breaks down the six most common destinations: Poland, Czech Republic, Germany, Austria, Spain, and the UK.
Documents you’ll need everywhere: the baseline¶
Regardless of country, there are documents that almost every school will ask for. Get these ready before the first visit.
Child’s passport or birth certificate. If there’s no passport (young child, or passport left in Ukraine) - the birth certificate. Some countries accept both, some insist on the passport.
Parent’s or guardian’s passport or ID. Proof that you’re the child’s legal representative.
Temporary protection document or residence permit. In most EU countries, this is the foundation for enrollment. It’s already issued in the local language, no translation needed.
Previous school records - report card or transcript. Needed to determine which grade to place the child in. If you don’t have them, Poland and Czech Republic let you write a hand-signed statement listing which schools and grades your child attended. Germany is stricter - try to get the documents from Ukraine.
Medical records, including vaccination proof. Austria, Spain, and Czech Republic treat this as a standard requirement. The Ukrainian vaccination booklet (green card) - many countries want a translation of this.
Poland: the most lenient system, with a catch¶
Poland is the easiest country for documentation. The Polish government’s official position is clear: no translation of documents into Polish is required for school enrollment.
The process:
- Go to the school in your district (or submit a request to the gmina - they assign a school)
- Submit an enrollment application
- Hand over the child’s documents - in original, without translation
- The school determines the grade based on age and previous schooling
In practice, it’s not always that straightforward. Different gminas, different principals - different approaches. Some schools ask for a translation of the birth certificate anyway, especially for 6-7 year olds where it’s the primary identity document. That’s not a legal requirement, but the principal has the right to ask for additional confirmation.
As UNHCR Poland notes, if you have no documents at all - a handwritten statement listing which schools and grades the child attended is enough for enrollment.
The 2025 change: school attendance tied to benefits¶
From June 1, 2025, attending a Polish school became a mandatory condition for receiving the 800+ benefit and “Good Start” benefit. If the child is only attending an online Ukrainian school without a Polish school - benefits are stopped.
Exception: students in the final grades of the Ukrainian education system can continue online without losing benefits.
Language support: every Polish school is required to provide free additional Polish lessons - 6 hours per week for 24 months. For a child with no Polish at all, that’s meaningful support.
Translation cost (if asked): a sworn tłumacz przysięgły translation of a birth certificate - 80-150 PLN (≈20-35€).
Czech Republic: school record and passport, translation partially¶
The Czech process is a bit more involved but still relatively lenient compared to Germany. You go directly to the school in your district, or through the local municipal office (obecní úřad).
| Document | Translation needed? |
|---|---|
| Child’s passport | No |
| Parent’s passport | No |
| Temporary protection document | No (already in Czech) |
| School records | Recommended, official translation usually not required |
| Vaccination records | Translation recommended |
Good news for secondary school entry: under Czech law changes in 2025, Ukrainian students with temporary protection can take entrance exams in Ukrainian, or if the exam is only in Czech, they automatically get 25% extra time and can use a translation dictionary.
The downside: from the 2025/26 school year, Czech Republic is cutting support - funding for Ukrainian-speaking classroom assistants won’t be renewed. Children without Czech will have a harder time adapting linguistically, and parents should look for language support independently (NGOs, language courses, Ukrainian community organizations).
Translation cost: official úředně ověřený překlad (certified translation) of a birth certificate or vaccination records - approximately 500-1,500 CZK (≈20-60€). Schools can often organize this for free through the National Pedagogical Institute (NPI) - ask the school directly.
Germany: Schulpflicht and mandatory sworn translation¶
Here’s where it gets serious. In Germany, school is Schulpflicht - a legal obligation. And document requirements are the strictest of all six countries here.
Your child has to attend a school in Germany, even if they attend a Ukrainian school online.
Online attendance at a Ukrainian school doesn’t exempt from Schulpflicht. The child must physically attend a German school - and can continue online in parallel, but that’s not a substitute.
Documents for school enrollment in Germany¶
| Document | Translation? | Type |
|---|---|---|
| Child’s passport or birth certificate | Yes | Beglaubigte Übersetzung |
| Parent’s passport | Depends on Bundesland | Beglaubigte Übersetzung |
| School report card | Yes | Beglaubigte Übersetzung |
| Vaccination records | Yes | Beglaubigte Übersetzung |
| Aufenthaltstitel (residence permit) | No | Already issued in German |
Beglaubigte Übersetzung is a translation by a vereidigter Übersetzer - a translator who has taken an oath before a German court and holds an official stamp. That signature gives the translation legal force without needing a separate notary. A regular bilingual translation from a neighbor, or from Google Translate, won’t work.
Regional differences¶
Requirements vary between federal states (Bundesländer). Bavaria and Baden-Württemberg are stricter. Berlin, Hamburg, and NRW are more flexible. Always call the specific school or your district’s Schulamt (school authority) to find out exactly what they want.
In some states, the KMK (Standing Conference of Education Ministers) decision from February 2025 introduced a more lenient approach for Ukrainians - in particular, the absence of some standardized test results can’t be used as grounds to refuse enrollment.
Where to find a translator¶
- Justiz-Dolmetscher Datenbank - official court-appointed translator database
- BDÜ (Bundesverband der Dolmetscher und Übersetzer) - translator association with regional search
If there’s no time or no Ukrainian-language translators in your area, online services are an option. With ChatsControl, you upload a scan of the document, AI creates a draft translation, and a sworn translator reviews and signs it - you get a PDF with the translator’s signature and stamp within 2-24 hours. Works well for standard documents - birth certificate, report card, vaccination record. Pricing is comparable to local bureaus (around 30-60€ per document), but faster and without queues. Downside: for handwritten, very old, or damaged documents, better to go in person to a translator.
Free help with the logistics: Jugendmigrationsdienst (JMD) and the Elternhotline - both are free and multilingual. They don’t do translations, but they’ll help you figure out the procedure and find the right school.
Costs: beglaubigte Übersetzung of a birth certificate - 40-80€. A one-page report card - 40-70€. For a family with two children, covering the minimum (birth certificate + report card + vaccination records per child) - 240-420€ in translations.
Austria: Schulpflicht from age 6, documents with translation¶
Austria is similar to Germany - Schulpflicht applies to all children aged 6-15, regardless of citizenship or status. Go directly to your local school or through the municipality.
| Document | Translation needed? |
|---|---|
| Child’s passport | No (if biometric, data in Latin script) |
| Birth certificate | Translation recommended |
| Vaccination records | Yes - translation required |
| Previous school documents | Yes - for grade placement |
| Temporary protection document | No |
In Austria, the translation type is beeidigt Übersetzung (sworn translation) - the equivalent of beglaubigte Übersetzung in Germany. The translator must be listed in Austria’s official registry.
One positive change from 2025/26: Austria increased German-language teaching hours for foreign children by around 130%. That’s real support for a child arriving with no German.
Costs: beeidigt Übersetzung in Austria is typically more expensive than in Poland or Czech Republic - 60-150€ per document.
Spain: traducción jurada required for everything¶
Spain has a clear rule: any document not in Spanish requires a sworn translation (traducción jurada) from a translator accredited by the Spanish Ministry of Foreign Affairs.
Education is compulsory and free for all children aged 6-16 - in practice from 3 to 17. Even without a NIE (foreign identity number) or residence permit, the school must enroll the child. But documents still need to be translated.
| Document | Translation? | Type |
|---|---|---|
| Birth certificate | Yes | Traducción jurada |
| School transcripts from previous school | Yes | Traducción jurada |
| Vaccination records | Yes | Traducción jurada |
| Passport / NIE | No | - |
The accredited translator registry is available on the Spanish Ministry of Foreign Affairs website. Search for the language pair ucraniano ↔ español.
Standard turnaround: 3-5 working days. Urgent (1-2 days) costs 50-70% more.
In major cities (Madrid, Barcelona, Valencia), there are plenty of Ukrainian ↔ Spanish translators. In smaller towns there can be a shortage - online ordering is more practical there.
Costs: birth certificate - 35-65€, school transcript - 30-55€ per page.
UK: the most lenient system¶
The UK is the simplest for basic school enrollment. For a state primary or secondary school, no official translation of documents is required.
What you need to enroll: - Proof of address (utility bill, rental contract) - Child’s passport or birth certificate - in original, no translation - Confirmation of the Homes for Ukraine scheme or other permission to stay
Contact your Local Authority - they assign a school based on your address, or you can go directly to the school’s admissions office.
As Buckinghamshire Council indicates, school administrations have discretion to apply flexible approaches to documentation for Ukrainian families under special rules for displaced persons.
Where translation is still needed: recognizing qualifications (for teenagers and older), applying to university or college, some benefit claims, and immigration paperwork. In those cases, a certified translation from an accredited translator is required.
Translation costs (if needed): certified translation of a certificate or diploma - £40-80.
Comparison table: countries, documents, requirements¶
| Country | Translation for enrollment? | Type of translation | Approximate cost per document |
|---|---|---|---|
| Poland | Not required (school-dependent) | Sworn, if asked | 20-35€ |
| Czech Republic | Partial (vaccinations recommended) | Úředně ověřený | 20-60€ (free via school) |
| Germany | Yes, required | Beglaubigte Übersetzung | 40-80€ |
| Austria | Yes (vaccinations required) | Beeidigt Übersetzung | 60-150€ |
| Spain | Yes, required | Traducción jurada | 35-65€ |
| UK | No (for basic state school) | Certified (for university) | £40-80 |
How to get documents translated: three options¶
Local translation bureau - find a bureau in your city, bring the original or a scan. You can talk in person and ask about specific school requirements. Downside: takes time, prices usually fixed regardless of document length.
Sworn translator directly - every country has an official registry: justiz-dolmetscher.de (Germany), sdgliste.justiz.gv.at (Austria), tlumacze.ms.gov.pl (Poland), maec.es (Spain). Usually cheaper than going through a bureau, but you have to find a specific person and arrange things individually.
Online service - for example ChatsControl: upload a scan or photo of the document, AI prepares a draft, a sworn translator reviews and signs it, and you get a PDF with signature and stamp by email. Useful when you don’t have time to track down a translator in a new city, or there are no Ukrainian-language translators nearby. Pricing is comparable to local bureaus, turnaround usually 2-24 hours. Not the right option for handwritten, very old, or damaged documents - those need a translator in person.
Document checklist by country¶
| Document | Poland | Czech Rep. | Germany | Austria | Spain | UK |
|---|---|---|---|---|---|---|
| Child’s passport | ✓ | ✓ | ✓ + translation | ✓ | ✓ | ✓ |
| Birth certificate | Sometimes | Sometimes | ✓ + translation | ✓ + translation | ✓ + translation | ✓ |
| Report card / transcript | ✓ (no translation) | Recommended | ✓ + translation | ✓ + translation | ✓ + translation | Optional |
| Vaccination records | Recommended | Recommended | ✓ + translation | ✓ + translation | ✓ + translation | Optional |
| Temporary protection doc | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Practical tips¶
Order translations before the first school visit - if you’re in Germany, Austria, or Spain. Without ready translations, they’ll just send you home. Do it once, bring everything together.
Get multiple copies of each translated document - they’ll come up again for medical facilities, social services, and other authorities. Order 2-3 copies upfront; it’s cheaper than re-ordering.
Call the school ahead of time - even within one country, specific requirements vary. A 10-minute call before the visit saves multiple unnecessary trips.
Vaccination records deserve separate attention - this is the thing families most often forget. The Ukrainian vaccination booklet is required in Austria and strongly recommended in Czech Republic and Spain. If you don’t have it, the Ukrainian consulate may help with restoration, or the local doctor will schedule catch-up vaccinations.
If you have no documents at all - don’t wait until you retrieve everything from Ukraine. In Poland and Czech Republic, a handwritten statement gets the child enrolled. In Germany, contact Jugendmigrationsdienst (JMD) - a free service that deals with exactly these situations.
Check the specific Bundesland rules (Germany) - education law is decentralized. What Bavaria requires can differ significantly from Berlin. Always verify with your specific region.
FAQ¶
Do I need an apostille on school documents for enrollment in the EU?¶
No. For basic enrollment in grades 1-9 in most EU countries, an apostille isn’t required. It becomes necessary when officially recognizing diplomas and certificates for university admission or formal qualification recognition. If the child is going to school to continue studying, not to certify completed education, an apostille isn’t needed.
Will schools accept a Google Translate or DeepL printout?¶
No. In countries that require official translation - Germany, Austria, Spain - a machine-translated text without a signature and stamp has no legal force. You need a translation from a vereidigter/beeidigt/jurado translator with an official signature.
How much does a full translation package cost for two children in Germany?¶
For each child: birth certificate + report card + vaccination records = 3 documents. For two children - 6 documents. At 40-70€ per document: 240-420€. If parents’ documents also need translation, add another 80-140€.
What if the report card was left in Ukraine?¶
In Poland and Czech Republic - a handwritten declaration works. In Germany and Austria - request documents from the Ukrainian school electronically (most schools have learned to send scans). The Ukrainian consulate in your country can also help with document retrieval. As a last resort, the school will place the child based on grade-level testing.
Can a child attend Ukrainian online school and a local school at the same time?¶
In most countries yes, and many families do it. But in Poland from 2025, attending only an online Ukrainian school without a local Polish school means losing the 800+ benefit. In Germany, the law requires physical attendance at a local school - online school is not a legal substitute. In the UK and Spain, parallel attendance is possible, but the local school is the priority for integration.
What grade will the child be placed in if there are no documents?¶
Usually by age, with a possible adjustment of 1-2 grades down to allow time for language adaptation. If there’s a parental statement listing previous schools and grades, that’s taken into account. In Czech Republic, placement testing is possible. In Germany and Austria, preparatory classes (Vorbereitungsklasse / Deutschförderklasse) exist specifically for children who arrive without the local language.
Where can I get free help with school enrollment?¶
- Germany: Jugendmigrationsdienst (JMD) and the Elternhotline - free, Ukrainian-speaking consultants available
- Poland: Polskie Forum Migracyjne and local NGOs
- UK: Citizens Advice, local Ukrainian community hubs
- Spain: United for Ukraine (ufuplatform.com)
- Czech Republic: Centrum pro integraci cizinců - counseling for foreigners
These organizations help with logistics and finding the right school, but you’ll still need to order official certified translations from a sworn translator.
Need a professional translation?
AI translation + human review + notary certification
Order translation →