- University Awards Policy
- Honorary Awards Procedure
- Higher Education Awards (by Coursework) Procedure
- University Medal Procedure
- Printable PDF Version
- Legislative Context
- Sealed Awards
- Re-Issued Awards
- Student's Name on a Sealed Award
- Graduation ceremonies, testamur and completion letter distribution
- Supporting Documents
- Records Management
This procedure describes the administrative processes for the issuing and reissuing of higher education sealed awards. This procedure also includes the process for the destruction of awards.
This procedure applies to all students issued with a higher education sealed award at Federation University including those enrolled with a third party provider. It also applies to students receiving higher degree by research awards. For the procedure relating to TAFE awards, see Vocational Education and Training Awards Procedure.
|Academic Board:||The Academic Board is the principal academic body of theUniversity. The purpose of Academic Board is twofold: academicoversight of programs and courses of study in Higher Educationand Vocational Education and Training in the University; andadvice of an academic nature to Council on the conduct andcontent 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, to confirm that an individual can perform to the required standard.|
The Australian Higher Education Graduation Statement (AHEGS) provides information on a student's higher education qualification, the institution at which the qualification was obtained and the Australian higher education system in one easy to read document.
|AQF||Australian Qualifications Framework. A nationally consistent set of qualifications for all post-compulsory education and training in Australia.|
|Course:||An individual subject of study.|
|Curriculum Documents:||Program / 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 curriculum rules of the program that may not be fully referenced in the systematic IPG process.|
|Program||Structured education or training consisting of a number of units/subjects usually leading to the award of a qualification.|
|Sealed Awards||AQF certification documentation, formally authenticated by the University and issued only to a learner who has been assessed as meeting the requirements of the qualification.|
|Statute 5.1 – The Schedule||A listing of the University academic awards approved for issue by the University Council.|
|A.||Program structure established in the University’s approved student management system.||Coordinator, Program Administration||
|B.||Review Study Plan||
Manager Student HQ/CUP/Program Coordinator
|C.||Ratify results||Deans, School Board||
|D.||Publish results||Manager, Student HQ||
|E.||Run the Identify Potential Graduates (IPG) Process.||Graduations Coordinator||
|A.||Confirm eligibility to graduate||Coordinator Program Administration||
Coordinator Program Administration
Note: The officer must be independent from the Graduation Office
|C.||Generate Council List.||Graduations Coordinator||
|D.||Conduct final quality assurance checks.||Coordinator Program Administration||
|E.||Approve Council List.||Chair, Academic Board and Chancellor (or authorised delegate).||
|F.||Notify each HE School of conferred award list||Graduation Coordinator||
|A.||Print awards.||Graduations Coordinator||
When notification of Council List approval is received via ECM:
|B.||Print transcripts and AHEGs||Graduations Coordinator||
|C.||Upload digital graduation documents||Graduations Coordinator||
|D.||Collate graduation documents||Graduations Coordinator||
|E.||Student Communication||Graduations Coordinator||
|A.||Create Award Disposal List||Graduations Coordinator||
Note: students wishing to collect/receive a destroyed testamur will need to apply for re-issue refer to 5. Re-Issuing Sealed Awards (lost, stolen, name change, destroyed)
|B.||Approve Award Disposal List||University Registrar||
|C.||Forward list and documents for destruction||Graduations Coordinator||
|D.||Destroy original awards||Executive Officer to Council||
|E.||Complete confirmation of destruction form||Executive Officer to Council||
|A.||Apply in writing to Graduation Office for a replacement award||Student||
|B.||Verify original award details||Graduations Coordinator||
|C.||Prepare memo for approval by Chair, Academic Board and Chancellor where required||Graduations Coordinator||
|D.||Approve memo||Chair, Academic Board and Chancellor (or authorised delegate)||
|E.||Print awards||Graduations Coordinator||
“THIS IS A REPLACEMENT TESTAMUR”
Note: All replacement graduation documents (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.||Release reissued documents||Graduations Coordinator||
Students can choose the name that is either their enrolment name or a generally acceptable variant of that name, ie Johnathan David Smith
- can print Johnathan David Smith
- can print John David Smith
- can print John Smith
A student cannot have an Award printed without their first name (unless the name has been changed legally, refer to Personal Details Amendment form) as confusion and possibly fraud could result.
If a student's name differs from passport, students are requested to complete a personal details amendment form with preferred name and supply a copy of passport to confirm changes.
Where a name has been printed on an Award, as per the confirmation of graduation letter, and the student wishes to have the Award reprinted to delete or show additional names, and this is consistent with the above procedure, there will be a fee payable.
A student can have both their maiden/birth name and married name printed on their Award. Both names need to appear on Campus Solutions, usually a Personal Details Amendment form must be completed. Both surnames will be added to the Surname field in Campus Solutions, ie Smith nee Jones.
The name will appear on the Award as: Sarah Jane Smith nee Jones
Testamur and completion documents can only be released after verification that a student has met the program requirements.
The following documents (physical or digital versions) are produced by the graduation office on completion of program:
- Statement of Attainment/Achievement
- Completion letter
- Completion certificate
All students are invited to attend a graduation ceremony, where certification documents are presented. Students can choose to graduate in absentia and receive their documents outside of a graduation ceremony. Where students wish for their testamur/completion documents to be provided to a Partner Provider or third party for presentation or distribution written authority is required from the student to the Graduation Office, confirming this request as a form of graduation in absentia and that they will not be attending a Federation University graduation ceremony.
- Personal Details Amendment Form HE (PDF 1036.5kb)
- Academic Board (as the Approval Authority) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
- Chair, Academic Board (as the Policy Sponsor) is responsible for maintaining the content of this procedure as delegated by the Academic Board.
The Higher Education Awards Procedure will be communicated throughout the University via:
- 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;
- Inclusion on the University's online Policy Library,
- Distribution of e-mails to Deans, Schools and Business Managers
The Higher Education Awards Procedure will be implemented throughout the University via:
|Title||Location||Responsible Officer||Minimum Retention Period|
|Listing of Awards conferred||Council Files||
|Testamur/Certificates/Completion documents not collected||Graduation office||Registrar Services||
|Application forms for replacement awards||Graduation office||Registrar Services|
|Amend your Personal Details Form||Student HQ||Manager, Student HQ||One year|