Critical incident 21/09/21
Ballarat and Berwick campuses are closed until Thursday 23 September. Click here for more information.


Document Currently Under Review

Current Status: For Uni-wide Comment 17 September 2021

University Medal Procedure

Policy Code: CG2034


This procedure describes the process by which Academic Board will receive nominations and make recommendations to the University Council for the awarding of the University Medal. The University Medal is normally conferred twice annually by the University Council in recognition of outstanding academic achievement.

Academic Board is responsible for managing the nomination and selection process through the University Medal Committee. This Committee is comprised of members of Academic Board Executive Committee. Its role is to recommend to the University Council Executive Committee, the selected recipient/s for the University Medal.


This procedure applies to bestowing an award on a graduating student whose academic achievement has been outstanding for the duration of their undergraduate studies.

To be eligible for the University Medal:

  • the student must be eligible to graduate having completed the requirements of an undergraduate (Bachelor's level) single award, double degree, double award and joint degree, or a bachelor's honours degree at Federation University Australia.
  • The student must not have previously been awarded the University Medal.

Council may resolve not to award the University Medal in a particular graduation period, or to award more than one University Medal in any one graduation period. 

Legislative Context

  • Federation University Australia Act 2010
  • Statute 5.1 - Academic Awards and Courses
  • Statute 5.3 - Assessment
  • Statute 5.6 - Admission to Academic Awards


A complete list of definitions relevant to this procedure is contained within the University Awards Policy.


1. Identifying potential University Medal recipients

A Generate a list of eligible, potential graduates.  Academic Secretariat
  1. Request a list of approved, potential graduates, who have achieved a Grade Point Average (GPA) of 6.5 or higher in an undergraduate degree (including joint, double and honours degrees), from the Graduations Coordinator.
  2. The request is to be made in mid-December and mid-August for the respective graduations; and no later than 5 weeks prior to the closing date for nominations to be received from Schools.
Graduations Coordinator
  1. Provide the report above for each higher education School and return it to the Academic Secretariat for distribution with the 'call for nominations'. 

2. Calling for nominations

A Issuing notice  Academic Secretariat
  1. Issue a call for nominations to the Deans of higher education Schools, with:
  • the list of eligible students in that School
  • the nomination form as provided from Step 1.
  • copies of this procedure and the University Awards Policy
  • notice of the closing date for the receipt of nominations.

Note:   The closing date for the receipt of nominations for the award of the University Medal is:

Six weeks prior to the start of March graduation.

Six weeks prior to the start of October graduation.

B Nominating a candidate  Dean of School
  1. Schools will nominate ONE candidate only through the Dean of School using the nomination form supplied and including supporting documents (also outlined on the form):
    1. a supporting statement from the Dean of School.
    2. a citation of between 300 - 500 words indicating why the School selected the nominee for the University Medal.
    3. Note: This citation will be read at the graduation ceremony
  2. Nominations for the awarding of the University Medal shall focus on a student's academic performance. This will be assessed on GPA and any other academic criteria that is deemed appropriate. Evidence of academic performance will normally extend beyond 18 months of record.
  3. Under exceptional circumstances, a School may seek leave from the Chair of Academic Board to nominate an additional candidate.
  4. Nominations from Schools should address the following criteria:
    1. the GPA of the nominee
    2. details of prizes and/or scholarships won by the nominee whilst completing the program relevant to this nomination
    3. if applicable, details of outstanding performance in practical components of the program undertaken by the nominee
    4. comments on aspects of academic performance that may not be apparent from the grades obtained by the nominee
    5. details of papers written by the nominee for seminars, conferences or journals; creative works or non-traditional works by the nominee.
    6. details of work or performance of a professional nature undertaken by the nominee either within or outside Federation University Australia
    7. any other relevant information related to the nominee's academic achievement or professional involvement.
  5. In cases where a nominee has been granted academic credit from another institution or another program, for part of their undergraduate studies, the School will ensure the GPA from the recognition of prior learning is still sufficiently high to merit medal consideration.
  6. The School will ensure that the nominee has qualified, or is soon to qualify for graduation, and appropriate documentation has been completed for graduation.
  7. Completed nomination forms, with supporting documentation are to be returned from the Dean of School to the Academic Secretariat.

3. Reviewing, selecting and shortlisting nominations

A Considering and selecting nominations Academic Secretariat
  1. After the close of nominations, convene a meeting of the University Medal Committee (selection of ABEC members) to shortlist the applications received from the Schools, within an in-camera session.
  2. Obtain a summary of academic transcripts, with GPA, from all recipients of the University Medal for the previous three years, from the Graduation Coordinator.  Supply ABEC with a copy for comparison purposes.  
    University Medal Committee
  1. Examine, consider and review all information provided by the Schools to select the preferred nominee/s for the awarding of the University Medal.
  2. Resolve to recommend the preferred nominee/s to the Council Executive Committee for approval within the stipulated timeframe. This may require the use of circulatory resolutions.

4. Notifying others of the decision

A Notifying the Schools

 Council Executive Officer

Academic Secretariat

  1. Provide an extract from the Council Executive Committee confirming their decision on the successful recipient/s of the University Medal to the Academic Secretariat.
  2. Notify the Deans of Schools of the outcome and forward the extract from step 1.
B Notifying the nominees Deans of Schools
  1. The School will notify the successful recipient of the decision of Council Executive Committee.
  2. The remaining Schools will notify their nominees that their nomination was unsuccessful.
  3. The University expects that the recipient of the University Medal will attend Graduation to accept their award.  Exception may be made under extraordinary circumstances.
C Notifying other staff Academic Secretariat
  1. Advise appropriate staff of the University of the recipient/s, including:
    1. Public Relations
    2. Media and communications
    3. Ceremonies / Graduations Coordinator.
  2. The Graduations Coordinator will be notified no less tha 4-weeks before the next Graduation period.
    Graduations Coordinator
  1. Check that the recipient has responded online to the invitation to graduate, and confirm that they will be attending the relevant graduation ceremony.
  2. A record of the awarding of the University Medal is to be shown on the student's transcript.
  3. Recognition of the significant achievement of the unsuccessful nominees will be recorded on their Australian Higher Education Graduation Statement with the words:
  4. 'Outstanding Academic Achievement for the School of [insert name] in [insert year].'

5. Preparing and presenting the University Medal

A. Safekeeping Corporate Governance
  1. The University Medal will be stored by Corporate Governance.
B. Meeting design specifications  Academic Secretariat
  1. The design of the University Medal will be as follows (see below):
    1. Diameter: 70mm
    2. Colour: Silver
    3. Obverse: Full Arms of the University
    4. Reverse: The words to include "For Outstanding Academic Achievement" cast into the top half, with the winner's name and the year in which the medal is awarded to be engraved in the centre.
C. Preparing for the presentation Graduations Coordinator
  1. The University Medal/s will be retrieved from Governance and engraved with the recipient/s name (in the recipient's preferred format as confirmed by the School).
  2. Deliver the University Medal/s to the Graduations Coordinator.
  3. Ensure citation is available to be delivered by the Vice-Chancellor at Graduation.
D. Presenting the University Medal  Chancellor
  1. The University Medal is presented by the Chancellor on behalf of the University Council at the relevant graduation ceremony.




  • 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)
  • Academic Secretariat (as the Policy Editor) is responsible for the administration support for the maintenance of this procedure as directed by the (title above)


The University Medal Procedure will be communicated throughout the University community in the form of:

  1. an Announcement Notice via FedNews website and on the 'Recently Approved Documents' page on the 'Policies, Procedures and Forms @ the University' website to alert the University-wide community of the approved Procedure
  2. notification by email to Deans of Schools, Director of Governance, Graduation Coordinator and Public Relations.


The University Medal Procedure will be implemented throughout the University via:

1.      notification by email to Deans of Schools at the stipulated time each year.

Records Management

Document Title Location Responsible Officer Minimum Retention Period
Policy Document Approval Form The University's approved records management system Policy Systems Administrator or delegate

Originals should be retained by the Policy Sponsor

Copies can be disposed of once the administrative use has


Electronic record will be retained in the University's records management system

University Medal Procedure The University's approved policy management system Policy Systems Administrator or delegate Permanent
Nomination forms The University's approved records management system Academic Secretariat Nomination forms for successful nominees will be kept a minimum of seven years, and unsuccessful for 12-months. Electronic records will be retained in the University's records management system under relevant Academic Board Executive Committee meetings.