• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement 
• Section 4 - Procedures 
• Part A - Completion and Conferral 
• Early Awards 
• Part B - Academic Documentation
• Part C - Replacement Academic Documents 
• Part D - Third Party Verification of Student Records
• Part E - Guidelines

Section 1 - Purpose and Context

(1) This procedure operationalises the Student Administration Policy with respect to conferral and academic document issuance processes

Section 2 - Definitions

(2) For the purposes of this policy, definitions that apply can be found in the Policy DDS Glossary, in addition to the following:

1. Academic Documents refer to an official document issued by the University to a student or graduate, which formally records academic achievements, enrolment status, or award conferral.
2. Conferral is the formal process to award a graduand their degree.
3. Completion is an interim status that identifies when a student has successfully met all academic requirements of their enrolled program but has not yet been conferred their award.

Section 3 - Policy Statement 

(3) Refer to the Student Administration Policy.

Section 4 - Procedures 

Part A - Completion and Conferral 

(4) Students are responsible for ensuring that all information on their student record is correct, including:

1. Full legal name
2. program details including Majors, Minors and Concentration
3. any university prizes or awards.

(5) Students are also responsible for ensuring that there are no outstanding holds, future term subject registration or outstanding grades on their record.

(6) Students will be completed once they meet all requirements outlined in Part M – Conferral and Academic Documentation of the Student Administration Policy.

(7) Student Administration will ensure that students who have had their program completed will have their awards conferred by the delegated authority in an expedient manner once they have been assessed as meeting requirements.

(8) Student Administration will maintain records of all qualifications and awards it is authorised to issue, and of all graduates of the University. These registers will contain sufficient information to correctly identify the graduate, the award including all subjects, credit for prior learning, results, and the date of issuance.

Early Awards 

(9) Students enrolled in a double degree, integrated or nested program and who meet the requirements to graduate for part of the program may apply for an Early Award through MySR.

(10) Student Administration will review applications for Early Awards and where eligible, arrange for the completion and conferral for the eligible award.

(11) Students enrolled in a double degree, integrated or nested program and who apply for an Early Award will be asked if they want to continue in the primary program or be discontinued with the Early Award as part of their application.

(12) Double degree and integrated program students are not required to apply for an Early Award where they elect to confer from both components of their program at once, at the conclusion of their studies.

Part B - Academic Documentation

(13) The University produces a range of academic documents, including:

1. Testamurs, issued under the Seal of the University, which confirm a graduate has had their degree awarded.
2. Transcripts, which is a comprehensive record of a student’s study at the University and includes all subject attempts and results.
3. Australian Higher Education Graduation Statement (AHEGS) which provide supplementary information about the degree, the University and Australia’s higher education system.
4. Completion Letters, which confirm that a student has met academic requirements to complete their program and is awaiting conferral of the award.
5. Certificates, which recognise the completion of activities or non-award study.

(14) Academic documents are produced under the authority of the Registrar who has responsibility for the style and format of such records.

(15) The University will set rules covering the content and format of all academic documents. These will consider external factors, such as guidelines issued by government departments.

(16) Registers of formats and stationery used for academic records, including copies of the actual paper used, will be maintained by Student Administration for each official document. Each register will document the dates when specific formats are in operation and when changeovers occur.

(17) Academic documents are provided to students on conferral from their program and may be ordered for a fee at other times.

(18) Academic documents issued upon conferral will be sent electronically to the graduate’s My eQuals account. Any hardcopy documents are posted to a graduate’s residential address as recorded in MySR.

(19) Copies of academic records should not be accepted as official University documents.

Part C - Replacement Academic Documents 

(20) Where an original testamur, transcript, AHEGS or certificate has been lost, damaged or destroyed, or where the recipient's name has changed, a replacement may be issued by the University, upon request, to Student Administration.

(21) A new testamur will be identified as a replacement by inclusion of the following: "Replacement ..... issued ... (dated)".

(22) A graduate issued with a new document as a result of a change of name will have all key administrative records held by the University amended to reflect the new name.

Part D - Third Party Verification of Student Records

(23) It is in the University's interest and that of its students and graduates that the academic achievements and qualifications claimed by applicants for educational, professional, business and other service roles are genuine.

(24) Employers, professional bodies, licensing and regulatory bodies and others may wish to verify that information on academic records is accurate. Awards may be verified through the Award Verification Service or upon application to Student Administration. The Privacy Policy and Privacy Management Plan direct the University's response in such situations.

(25) Academic documents may also be provided to external organisations, where the student has provided appropriate written authority for the University to do so or where such disclosure falls within the Privacy Policy.

(26) Academic documents may also be required to be provided to external organisations under specific legislation. Refer to the Privacy Policy for more information.

Part E - Guidelines

(27) Graduation Ceremonies