1. Governing policy
These procedures relate to the Conferral of Qualifications and Graduation Policy.
The procedures describe how students and staff are to enact the Conferral of Qualifications and Graduation Policy. (“policy”), including the steps to be taken in issuing or re-issuing a testamur and/or other certification documentation process.
2. Scope
These procedures are relevant to all enrolled students, eligible graduands, past students and any delegated staff issuing or re-issuing a testamur and/or other certification documentation.
3. Procedures
3.1. These procedures set out the processes for issuing and re-issuing a testamur and/or other certification documentation for a course of study including approval of issuing exit qualification (nested course of study). A student may apply for an exit qualification if they have successfully completed course requirements and have opted to withdraw (i.e. exit) from a course for which they are currently enrolled. An exit award cannot be applied for retrospectively.
Table 1. Issuing of testamur and/or certification documentation process
| Process | Responsibilities | Timeframe |
| 1. Verifying academic records and eligible to graduate | ||
| a. The Registrar generates a list of students who are eligible to graduate which will also include students with approved withdrawal from course of study and has successfully completed the course requirements for an exit qualification (nested course of study). Students can apply for an exit qualification within the withdrawal process by completing the online form.
b. The Registrar prints each student’s academic record for the Deans (or delegated officer) to verify and signs off as meeting course requirements and therefore eligible to graduate. c. The Dean reviews each student’s academic records against the course completion rules and confirms the student are 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. |
Registrar | Within ten working days after the assessment results has been finalised. |
| 2. Conferral of qualification | ||
| a. The Academic Board reviews the Board of Examiners report from the Chair of the Board of Examiners.
b. The Academic Board recommends the list of eligible to graduate students 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. |
Chair of the Board of Examiners
Secretary of the Board of Directors |
As per the governance meeting date |
| 3. Printing and issuing the testamur and certification documentation | ||
| a. The Registrar allocates the unique reference number for each testamur against the list of graduands by qualification and record the unique reference number in a register.
b. The Registrar send 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:
|
Registrar | Within fifteen working days after receiving the resolution from the Board of Directors. |
Table 2. Re-issuing of testamur process
| Process | Responsibilities | Timeframe |
| 1. Submit a formal request for replacement of testamur | ||
| a. Students can apply for a re-issuance of a replacement of 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 re-issuance of testamur to Student Services by completing the online form. and provide the relevant supporting documentation such as but not limited to:
c. The student must provide the payment details and nominate one of the following collection methods:
|
Student | Anytime |
| 2. Assessment of the application | ||
| a. The Registrar acknowledges receiving the application from the student by email.
b. The Registrar will assess the application and supporting documentation. The assessment will include but is not limited to verifying the student’s details such as personal details, academic records and testamur issuance register. |
Registrar | Within two working days
Within 5 working days |
| 3. Printing and re-issuing a testamur | ||
| a. If the details have been successfully verified and the correct payment has been received, the Registrar allocates a new unique reference number for the testamur to be issued and record the unique reference number in a register.
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;
|
Registrar | Within fifteen working days after successfully received the correct amount payment. |
4. Records management
A record of all issued testamurs will be maintained in a register on the Student Record Management System by the Registrar’s Office.
5. Related documents
Conferral of Qualifications and Graduation Policy
Approved by Board of Directors on 19 August 2019