1. Confirm the requirement for your document
The official post-defence instructions require readable PDFs of up to 5 MB each. The supporting records include RG front and back or CNH, a birth or marriage certificate, and the undergraduate diploma front and back. Check the complete official checklist before submitting; these scans are only part of the request.
The public form starts with contact details. This guide has not tested its later upload fields. Follow their labels and any more specific instructions: do not combine all documents into one application-wide PDF. The official guidance does not state a general page limit or define MB in bytes.
2. Assemble a complete copy of each ordinary scan
Keep your original files. For an ordinary paper RG or undergraduate diploma, collect the front and back without cutting off edges, stamps or registration details. Keep the birth or marriage certificate separate from unrelated documents.
If both sides are JPG or PNG images, use Images to PDF, place the front before the back and download the result. If they are separate ordinary PDFs, use Merge PDF in the same order. Combine only pages belonging to the document requested by the field. Measure the result: merging does not itself reduce file size.
3. Reduce an oversized scan only if necessary
Check each resulting PDF in bytes. If it exceeds the field limit, try Compress PDF with a custom target of 4.8 MB. That is a suggested margin, not a UFES requirement or a promised result. PDFMinto uses 1 MB = 1,000,000 bytes; any explicit byte limit in the form takes precedence.
Compression uploads the PDF directly to the server, with temporary processing files cleaned up when the task ends. The product accepts up to 30 MB and 200 pages. Download the result and measure it again. If it remains too large or loses detail, return to the original and prepare a better source scan; do not delete required pages.
4. Review details before using the official form
Compare every page with the source. Check the page count, front/back order, names, dates, document numbers, seals and small print. Look closely at faint stamps and text near the edges. An unreadable file is not fixed by being below the size limit.
Upload each checked document in the matching official field and review the form before sending. The instructions say the applicant receives an emailed copy of the form; retain that record. This guide does not test submission or establish that UFES has accepted the documents.
Keep signed records and the dissertation out of this scan workflow
Do not send digitally signed, encrypted or interactive-form PDFs to these tools. Browser PDF tools also reject annotations and embedded attachments. A scanned handwritten signature is different from a PDF digital signature, but the institution still decides whether that copy is acceptable. Preserve original digital records and ask the programme about a suitable copy if necessary.
The dissertation has an additional requirement: its text must remain selectable and extractable. This guide does not cover preparing or modifying it. Do not turn its pages into images to shrink it, or alter a digitally signed approval record. Follow the separate official instructions for the dissertation and signed completion statement.
Images to PDF and Merge PDF assemble files in the browser: up to 40 inputs and 30 MB total, with PDF inputs limited to 200 pages and each image to 24 megapixels. These are product limits, not UFES rules. Compression may reduce image detail and cannot guarantee a target size or acceptance.
Frequently asked questions
Is 5 MB the total for the entire request? The published instructions say each file. Keep the required document categories separate and follow the actual form fields.
Can I submit only the front of my undergraduate diploma? The official checklist requests both sides. Keep the reverse even if it contains little information.
Can the tool repair an incomplete or incorrect certificate? No. File preparation cannot correct official records or satisfy missing academic requirements.
What if a readable PDF under the limit still fails? Recheck the field and the portal message. Contact PPGDIR if needed; do not repeatedly damage image quality to solve an account or form error.