Awards

Higher Education Awards (by Coursework) Procedure

Policy Code: CG2015

Purpose

This procedure describes the administrative processes for the issuing and reissuing of higher education sealed Awards. In the event of non-collection within 12 months, it also prescribes the process for the destruction of awards.

Scope

This procedure applies to all students issued with a higher education sealed award by coursework at Federation University including those enrolled with a third party provider. It does not apply to students receiving higher degree by research awards.

Legislative Context

Definitions

Term Definition
Academic Board: The Academic Board is the principal academic body of the
University. The purpose of Academic Board is twofold: academic
oversight of programs and courses of study in Higher Education
and Vocational Education and Training in the University; and
advice of an academic nature to Council on the conduct and
content of those programs and courses.

Academic

Transcript:

A record of a student’s results for the duration of the student’s enrolment at the University.
Assessment A variety of methods or tools used to evaluate, document and
facilitate academic progress and achievement.
AHEGS Australian Higher Education Graduation Statement.
AQF: Australian Qualifications Framework.
Course: An individual unit/subject of study is called a course and credit
points are allocated to a course. For example, a Bachelor
program usually contains 24 (15 credit point) courses totalling
360 credit points to make up an entire Bachelor's degree.
Curriculum Documents: Course descriptor documents approved by an accrediting body at the National, State or the University level, including Training Packages.
Identify Potential Graduates (IPG): The identify potential graduates process in the University’s approved student management system identifies students who appear to have met the program structure rules as defined in the approved program structure and thus are potentially eligible to graduate, subject to the confirmation of other graduation criteria contained in the packaging rules of the program that may not be fully referenced in the systematic IPG process.
Program An approved combination of courses in which a student is
enrolled during university study.
Qualification: Accredited programs and National Training Package qualifications are referred to as 'qualification' throughout this procedure.
Sealed Awards: Issued to recognise successful completion of qualifications prescribed in the University’s Statute 5.1 – The Schedule

Actions

1. Identifying Potential Graduates

ACTIVITY RESPONSIBILITY STEPS
A.      Establish program structure in the University’s approved student management system. Coordinator, Program Management
B.      Publish results.

Executive Deans, Faculties

Manager, Student HQ

  1. Ratify results (Executive Deans, Faculties).
  2. Publish results in line with Higher Education Assessment Procedure (Manager, Student HQ).
C.      Review Event and Meeting setup in the University’s approved student management system Graduations Coordinator
  1. Ensure Program Order Table is current.
  2. Review the Ceremony Program Allocation to ensure all plans are mapped correctly.
  3. Ensure meeting dates are correct.
D.      Run the Identify Potential Graduates (IPG) Process. Graduations Coordinator
  1.  Run the IPG process after each result publication.
  2. Supply the list to the Completions Coordinator.
E.      Update  Study Plans to complete Manager Student HQ
  1. Review students’ Study Plans to confirm completion of program against curriculum requirements.

2. Confirming Eligibility and Notification

  ACTIVITY RESPONSIBILITY STEPS
A.    Check that curriculum requirements have been met. Completions Coordinator in consultation with Faculties when required.
  1. Oversee the verification of program criteria based on the rules supplied by the Faculties during the Program's approval by the Curriculum Committee through the University’s approved student management systems.
  2. Where the rules are unable to be verified systematically, ask the Executive Dean to confirm completion of the necessary criteria and to provide details of such criteria so that they can be verified against the approved program and added to the rules for future data analysis.
  3. Complete checks within ten (10) working days of receipt of list.
B.           Issue list of potential graduates for approval. Completions Coordinator
  1. Assess whether a letter of completion is required (exceptional circumstances only). If so, confirm student’s eligibility prior to issuance of a completion letter.
  2. Arrange completion letters to be issued from Registrar’s Directorate addressed from the office of the University Registrar.
C.           Deem eligible in the University’s approved student management system. Completions Coordinator or alternative officer as approved by Manager Registrar Services (the officer must independent from the Graduation Office)
  1. Oversee the deeming of eligibility within the University’s approved student management system
  2. Identify eligible Honours and Distinction students and update the University’s approved student management system.
D.          Generate Council List. Graduations Coordinator
  1. Run system Conferral Process and generate Council List.
  2. Forward to Completions Coordinator for final QA checks.
E.           Conduct final quality assurance checks. Completions Coordinator
  1. Conduct final QA checks.
  2. Forward the Conferral List to the Chair, Academic Board and Chancellor (or authorised delegate) on a timely basis to approve Council List.
  3. Send to University Registrar and Executive Deans, Faculties.
F.           Approve Council List. Chair, Academic Board and Chancellor (or authorised delegate).
  1. Approve list and return to Graduations Office within five (5) working days of Conferral.
G.          Prepare student communication. Graduations Coordinator
  1. Prepare invitations to the next graduation ceremony based on the conferral list and using the template in the University’s approved student management system.
  2. Be aware that students with outstanding fees will not be able to receive a testamur.
  3. Be aware that students may request an invitation letter for visa purposes for overseas guests wishing to attend. Prior to providing that, the student’s eligibility to graduate must be confirmed.
  4. If in exceptional circumstances a completion letter is required prior to the issuance of a testamur, the student’s eligibility must first be verified by Registrar Services prior to issuance of a letter.

3. Producing and Collecting Sealed Awards

  ACTIVITY RESPONSIBILITY STEPS
A.      Print testamurs. Graduations Coordinator
  1. Ensure testamurs contain all information detailed in the Higher Education Schedule of Sealed Awards.
  2. Print testamurs ready for sealing.
  3. Perform a check to ensure quality of printing and layout.
  4. Apply the pre-seal sticker.
B.      Forward the approved Council List and printed testamurs to Academic Secretariat. Graduations Coordinator  
C.      Seal testamurs and return to Graduations Office. Corporate Governance
  1. Action within ten (10) working days of receipt of testamurs and Council list and return to Graduations Coordinator.
D.      Print transcripts and AHEGs Graduations Coordinator
  1. Ensure information is stated correctly as detailed in the Higher Education Awards Schedule.
E.      Collate sealed testamurs, transcripts and AHEGS for distribution. Graduations Coordinator
  1. Post out/send to Student HQ/partners for collection or keep aside for graduation.
F.    Add graduation attendance/postage/collection details to the University’s approved student management system.

Coordinator Graduations

Coordinator Student Experience

  1. Record graduation event attended; or
  2. Record date posted and Registered Mail/tracking details; or
  3. Record collection details noting whether student collected or another authorised party.

4. Destroying uncollected sealed awards

  ACTIVITY

WHO IS

RESPONSIBLE?

STEPS
A.      Determine which awards have been uncollected for more than 12 months and/or no notification regarding collection preference has been received. Graduations Coordinator
  1. Check Council List for date of award.
  2. Check the University’s approved student management system for notification of collection preference.
B.      Record which awards are to be destroyed and date of destruction. Graduations Coordinator
  1. Create a list detailing which awards are to be destroyed and send to Corporate Governance with testamurs to be destroyed.
  2. Add a note to the University’s approved student management system that award has been destroyed because it has not been collected within a 12 month timeframe

[NB: students wishing to collect/receive a destroyed testamur will need to apply for re-issue]

C.      Destroy original awards. Corporate Governance
  1. Destroy the original documentation in the following manner: shred and place the shredded contents in a University supplied locked confidential waste destruction bin in accordance with the University's approved records disposal process.
D.      Complete destruction paperwork Corporate Governance
  1. Complete a Revoked Testamur – Confirmation of Destruction Form.
  2. Send to Council for noting.

5. Re-Issuing Sealed Awards (lost, stolen, name change, destroyed)

  ACTIVITY

WHO IS

RESPONSIBLE?

STEPS
A.      Apply in writing to Graduation Office for the re-issue of the sealed Award Student
  1. Include with application:
  • the original Award; or
  • a statutory declaration detailing circumstances necessitating re-issue; and the relevant fee and/or
  • evidence of name change
  • non collection of Award
B.     

Prepare memo for approval by Council for re-issue of sealed Awards for lost, stolen or name change.

Prepare memo for approval by Academic Board for reissue of destroyed testamur after non collection

Graduations Coordinator

1.     Verify issue

2.     Include details of the original Award and details of the re-issued Award

C.      Obtain approval. Graduations Coordinator 1.   Send the memo to the Chair, Academic Board and Chancellor (or authorised delegate), if required, to approve.
D.      Approve memo. Chair, Academic Board and Chancellor (or authorised delegate) 1.   Approve memo and return to Graduations Coordinator within five (5) working days.
E.      Print testamurs. Graduations Coordinator

1.   Print testamurs ready for sealing within five (5) working days.

When the re-issue relates to an Award previously issued by the University (excluding where there has been an administration error or if it has been destroyed as not collected within 12 months) the following wording must appear at the bottom of the testamur in bold and reasonably sized:

“THIS IS A REPLACEMENT TESTAMUR”

 

2.   All replacement testamurs (including those which relate to antecedent institutions) will be issued in the institution name and format which is in effect at the time of the replacement application.

F.      Forward the approved memo and printed testamurs to Corporate Governance. Graduations Coordinator  
G.      Seal testamurs and return to Graduations Office. Corporate Governance

1.   Action within ten (10) working days of receipt of testamurs and Council list and return to Graduations Coordinator.

Note re-issue on Council list.

H.      Print transcripts and AHEGs if required Graduations Coordinator 1.   Ensure information is stated correctly as detailed in the Higher Education Awards Schedule
I.        Collate sealed testamurs, transcripts and AHEGS for distribution. Graduations Coordinator 1.   Post to student
J.       Add postage/collection details to the University’s approved student management system.

Coordinator Graduations

Coordinator Student Experience

1.   Record date posted and Registered Mail/tracking details; or

2.   Record collection details noting whether student collected or another authorised party.

Supporting Documents

Forms

•   Application for Replacement Award/Testamur

•   Personal Details Amendment Form

Responsibility

  • Academic Board is responsible for monitoring the implementation, outcomes and scheduled review of this policy and its accompanying procedure/s
  • Chair, Academic Board is responsible for maintaining the content of this policy as delegated by the Academic Board

Promulgation

The Higher Education Awards Procedure will be communicated throughout the University via:

  1. An Announcement Notice under FedNews' website and through the University Policy - ‘Recently Approved Documents’ webpage to alert the University-wide community of the approved Policy;
  2. Inclusion on the University's online Policy Library,
  3. Distribution of e-mails to Executive Deans, Faculties and Business Managers

Implementation

The Higher Education Awards Procedure will be implemented throughout the University via:

  1. An announcement under FedNews website;
  2. The 'What's New'page on the Policy Central Website;
  3. Memo to Executive Deans, Faculties and Business Managers and the Director, Student Connect;
  4. Listing in the Policy Central Newsletter to alert the University-wide community of the approved Policy.

Records Management

Title Location Responsible Officer Minimum Retention Period
Listing of Awards conferred Council Files

Executive Officer,

Council

30 years
Personal Details Amendment Form Student HQ Manager, Student HQ One year