Qualification Issuance Procedures

b. The Registrar prints each student’s academic record for the Dean/Associate Dean/Program Manager (IT) (as relevant) (or delegated officer) to verify and sign off as meeting course requirements and therefore eligible to graduate.

c. The Dean/Associate Dean/Program Manager (IT) (as relevant) reviews each student’s academic record against the course completion rules and confirms if the student is eligible to graduate by signing off the academic record and completing the completions table provided by the Registrar’s Office.

d. The Registrar adds the student identification number and the award title to the list of students eligible to graduate as part of the Board of Examiners report for recommendation to Academic Board, via the Course and Subject Committee.

b. The Academic Board recommends the list of eligible graduands to the Board of Directors for conferral of the qualification.

c. The Secretary of the Board of Directors advises the Registrar once the Board of Directors has approved the conferral of qualification to the eligible graduands as recommended by the Academic Board.

Secretary of the Board of Directors

b. The Registrar sends the details to a secured printing facility to organise the printing of the testamur and official transcript on the pre-approved and certified documents.

c. The Registrar checks the printed testamur and certification documentation.

d. The Registrar prepares the testamur and official transcript for the graduation ceremony.

e. The Registrar organises the issuance of testamur and official transcript for graduates in absentia as nominated either:

• in person at the nominated campus;
• by post; or
• by personal proxy upon written permission from the student and proof of identification upon collection.

b.      The Registrar investigates the circumstances regarding the possible rescission of the qualification.

c.      Upon investigation, if satisfied that there is satisfactory evidence to support that the qualification be rescinded, the Registrar consults with the DVC (Learning and Teaching), President and Chair of the Academic Board to determine a recommendation.

d.      If the Registrar, DVC (Learning and Teaching), President and Chair of the Academic Board determines that the qualification be rescinded, the Registrar submits a proposal to the Academic Board for endorsement and the Board of Directors for approval thereafter.

e.      Where a qualification has been rescinded, the testamur and any other official certification document must be returned to the Institution.

1. Submit a formal request for replacement of testamur

Higher education testamurs

a. Students can apply for a re-issuance of a replacement a higher education testamur if the original testamur was lost, stolen, damaged or if their name has changed. There is a fee for re-issuing a replacement of testamur as stated in the appropriate form.

b. The student submits a request for the re-issuance of a testamur to Student Services by completing the online form. and provide the relevant supporting documentation such as but not limited to:

• Name change – the student must provide a certificate of name change, re-issued birth certificate or any verifiable proof of identification with the name change.
• For lost or stolen documentation– the student must provide a signed statutory declaration outlining the circumstances and events leading to the loss.

For damage – the student must submit the original damaged testamur where applicable and provide a signed statutory declaration outlining the circumstances and events leading to the damage.

c. The student must provide the payment details and nominate one of the following collection methods:

• in person at the nominated campus;
• by post; or
• by personal proxy upon written permission from the student and proof of identification upon collection.

Vocational Education and Training (VET) testamurs

d. From 31 July 2024, requests for the reissuance of a testamur by former students who have completed VET units of competencies and/or qualifications will be directed to ASQA, as the Institution is no longer an active Registered Training Organisation.

b. The Registrar assesses the application and supporting documentation. The assessment includes but is not limited to verifying the student’s details such as personal details, academic records and testamur issuance register.

Within 5 working days

b. The Registrar sends the details to a secured printing facility to organise the printing of the testamur on the pre-approved and certified documents.

c. The Registrar checks the printed testamur and certification documentation.

d. The Registrar organises the issuance of testamur and official transcript for graduates in absentia as nominated either:

• in person at the nominated campus;
• by post; or
• by personal proxy upon written permission from the student and proof of identification upon collection.