Award Presentations Held Outside Official University Graduation Ceremonies

Document Currently Under Review

Current Status: Under Review /With Editor 4 December 2014

Award Presentations Held Outside Official University Graduation Ceremonies Procedure

Policy Code: SS1438

Purpose

This Procedure describes the processes for the presentation of awards (certificate presentations) at functions held outside of the University's official annual graduation ceremonies either domestically or internationally. It is designed to ensure that the planning and preparation for the event is conducted in a timely and effective manner; and to establish standards by which ceremonies are to be performed so the reputation of the University is maintained.

Scope

This Procedure applies to award presentations held outside of the University’s official annual graduation ceremonies.

The procedure incorporates the following processes:

Notification and Confirmation of Presentation Date.

Lodgement, Verification and Approval of Award Applications.

Award Presentation.

Definitions

Academic Board: Body which provides Academic oversight of prescribed academic programs and courses of study in both Higher Education and TAFE Portfolios in the University. (AB)
Award: A program of study offered by the University as prescribed in Statute 5.1 - The Schedule.
Award Presentation: A presentation of students’ awards by a Head of School (or nominated representative). Chancellor, Vice-Chancellor are not generally present. (NB: Except where deemed appropriate by HOS, HOP on advice from CPM.) Head of School or nominee presents testamurs to graduates in a more informal manner than above. Does not include an Academic Procession, Members of Council are generally not present. An informal mode of presenting graduates. Graduates may or may not be in academic wear. Arranged and coordinated by Head of Program or Head of School or their nominated representative. Costs incurred are recovered via the payment for the hire of academic wear, payable by the School/Program.
Certificate / Testamur: Document with named award, approved by the relevant Board, with the University seal attached.
Commercial Projects Manager: Responsible staff member for graduations within TAFE Commercial Units within a TAFE School (CPM).
Completing Student: Student who has fulfilled the conditions prescribed for admission to an award.
Graduation Office: Relevant office at TAFE or Higher Education responsible for the planning and delivery of graduations and certificate / testamur production.
Official University Graduation Ceremonies:
Graduation Ceremony: An official ceremony, attended by the Chancellor (or nominated representative), Vice-Chancellor, members of Council and Academic Staff.
Graduates are presented on stage and presented with their Testamur by the Chancellor (or nominated representative). All graduates are conferred at this ceremony.
Includes an Academic Procession, all graduates in appropriate academic wear. Generally held at Mt. Helen Campus and Horsham Campus. Arranged and co-ordinated by the Graduation Office. Costs incurred are recovered via the graduation fee applicable, payable by each graduate.
Graduation Celebration: A ceremony whereby graduates have been conferred “In Absentia” on a previous date, but are presented on stage to the Chancellor (or nominated representative), and/or Vice-Chancellor or nominated representative (relevant Deputy Vice-Chancellor), graduates may be presented with a gift from their respective school, generally in the form of a badge, Members of Council are not generally present. Academic Staff are in attendance, includes an Academic Procession. All graduates in appropriate academic wear. Generally held at overseas celebrations by the University (eg Hong Kong). Arranged and co-ordinated by the Graduation Office. Costs incurred are recovered via the graduation fee applicable, payable by each graduate.
Head of Programs: Responsible staff member for graduations within a TAFE School (HOP)
Head of School: Head of School (HOS).
Program: Document listing all details of the presentation function, including names of students eligible to receive awards at the ceremony, guest speakers etc.
School Administrative Officer: Responsible staff member for graduations within a Higher Education School (SAO).
TAFE Project Administrator: Responsible staff member for graduations within a TAFE School (TAFE PA).

Actions

Notification and Confirmation of Presentation Date

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Notification of impending award presentation sent to graduations office. TAFE PA / SAO / HOP / CPM To be completed at least 6 weeks prior to the event for domestic events or 8 weeks prior to the event for overseas events using the Award Presentation Booking Form.
2. Receipt of notification of award presentation acknowledged and the proposed date is confirmed as suitable. Graduation Office Confirmation of the proposed date is dependent on the event not coinciding with other graduation activities.
3. Notify Legal and Secretariat of the impending presentation. Graduation office  

Lodgement, Verification and Approval of Award Applications

TAFE

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Verify students eligibility for the stated award. TAFE PA / HOP / CPM Student's academic transcript the stated award is checked against award requirements in the course documentation.
2. Complete an application for sealed certificates for those students who are deemed eligible. TAFE PA / HOP / CPM Complete Application for University Sealed Certificate.
A separate application is required for each student who is eligible for the stated award. Attach transcript.
Signed off by school.
3. Lodge completed.
Application forms with TAFE Graduations Office.
TAFE Graduation Office To be lodged at least 3 weeks prior to the event. Date of event to be clearly noted.
4. Verify student details. TAFE Graduation Office Ensure the following details are correct:
student name;
student number;
course certification applied for.
Check that student has:
not already been issued with the award being applied for;
no outstanding fees / student loans.
5. Verify course details. TAFE Graduation Office Course details are checked against Statute 5.1 - The Schedule.
6. Verify type of certificate to be issued. TAFE Graduation Office Refer to the TAFE Portfolio Schedule of Certificates.Statute 5.1 - The Schedule (p10)
7. Register application on awards database. TAFE Graduation Office  
8. Complete listing of eligible applications. TAFE Graduation Office  
9. Forward listing of the applications to the Executive Officer, Academic Board. TAFE Graduation Office  
10. Verify details of listing against Statute 5.1 - The Schedule. Executive Officer, Academic Board If incorrect, amend the listing and advise the TAFE Graduations Office of the changes made.
11. Forward the verified list to the Chair, Academic Board, Deputy Vice Chancellor (Higher Education) and the Vice-Chancellor for approval. Executive Officer, Academic Board  
12. Advise the Graduation Office of the date the Vice Chancellor approved the listing. Executive Officer, Academic Board Authorised listings are noted first by the Academic Board and then forwarded to the next scheduled meeting of Council for noting.
13. Print certificates and forward to the Executive Officer, Academic Board for sealing. TAFE Graduation Office  
14. Check the details printed on the certificate correspond with the details included on the application listing. Executive Officer, Academic Board If incorrect, advise the TAFE Graduation Office of the error and the necessary course of action.
If correct, go to Step 15.
15. Seal the certificates. Executive Officer, Academic Board  
16. Return the sealed certificates to Graduation Office. Executive Officer, Academic Board  
17. Enter award number and date onto the Student Management System. TAFE Graduation Office  
18. Forward the sealed certificates to the TAFE PA / HOP / CPM. TAFE Graduation Office  

Higher Education

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Verify students eligibility for the stated award by providing a signed qualified list. SAO To be signed by course co-ordinator.
Student’s academic transcript is checked against award requirements in the course documentation.
2. Complete an application for testamur for those students who are deemed eligible. SAO A separate application form is required for each student who is eligible for the stated award.
3. Lodge completed Application forms with Student Services. SAO To be lodged at least 6 weeks (6 weeks for domestic students, 8 weeks for international students) prior to the event.
4. Verify student details. Higher Education Graduation Office

Ensure the following details are co

  • student name;
  • student number;
  • course certification applied for.

Check that student has:

  • not already been issued with the award being applied for;
  • no outstanding fees / student loans.
5. Verify course details. Higher Education Graduation Office Course details are checked against Statute 5.1 - The Schedule.
6. Verify type of certificate to be issued. Higher Education Graduation Office  
7. Enter details onto the Student Management System / FEDUNISAS. Higher Education Graduation Office If course enrolled does not match qualified list, applications referred to school contact and FEDUNISAS manager to reconcile differences / discrepancies.
8. Complete listing of eligible applications. Higher Education Graduation Office  
9. Verify details of listing against Statute 5.1 - The Schedule. Executive Officer, Academic Board If incorrect, amend the listing and advise the Higher Education Graduation Office of the changes made.
10. Print certificates and forward to the Executive Officer, Academic Board for sealing along with listing of applicants and award numbers. Higher Education Graduation Office  
11. Check the details printed on the certificate correspond with the details included on the application listing. Executive Officer, Academic Board If incorrect, advise the Higher Education Graduation Office of the error and the necessary course of action.
12. Seal the certificates. Executive Officer, Academic Board  
13. Academic Transcripts printed, checked and stamped. Higher Education Graduation Office Transcripts are checked for course and date conferred details.
14. Return the sealed certificates to the Higher Education Graduation Office. Executive Officer, Academic Board  
15. Forward the sealed certificates to the SAO. Higher Education Graduation Office  

Award Presentation

  STEPS WHO IS RESPONSIBLE? COMMENTS
1. Plan the presentation event with reference to the Award Presentation Event Planning Checklist and Booking Form. TAFE PA / HOP / CPM / SAO Award Presentation Event Planning Checklist and Booking Form, invitation proformas, program proformas and academic dress booking forms available as part of this procedure.
2. Hold the award presentation event. TAFE PA / HOP / CPM / SAO HOS to be notified of the details of their involvement in the award presentation or request made to HOS to provide a nominee, if they are unable to attend.
3. Issue certificates to students unable to attend the presentation. Graduation Office / SAO / TAFE PA / HOP / CPM Awards are posted by registered mail or collect in person or by an authorised nominee.
4. Return all academic dress to the Higher Education Graduation Office (where applicable). SAO / TAFE PA / HOP / CPM  

Responsibilities

  • Director, Student Services has responsibility for the maintenance of this Procedure.
  • Specific responsibilities are included under Lodgement, Verification and Approval of Award Applications - TAFE or Higher Education.

Associated Documents

  • Award Presentation Booking Form
  • Award Presentation Program Proforma
  • Award Presentation Invitation Proforma
  • Hire of Academic Dress Award Presentation Events - Staff
  • Hire of Academic Dress Award Presentation Events - Student

Please note - for all the above Forms - Refer to Award Presentation Event Planning Checklist and Booking Form listed under Forms below.

Forms

Forms/Record Keeping

Title Location Responsible Officer Minimum Retention Period
Award Presentation Booking Form Graduation Office Student Services Staff Permanent
Application for a University Sealed Certificate Graduation Office Student Services Staff Permanent
Award Presentation Program Central Records Records Manager Permanent
Hire Of Academic Dress Award Presentation Events - Staff Legal and Secretariat Protocol Officer 12 months
Listings of Award Applications Council Records Council Secretariat Permanent
Higher Education Awards Register Graduation Office Student Services Staff Permanent
TAFE Awards Register Graduation Office Student Services Staff Permanent

Implementation