Revocation of Awards

Revocation of Awards Procedure

Policy code: LT1603
Policy owner: Dean of Students and Registrar
Approval authority: Deputy Vice-Chancellor (Academic)
Approval date: 22 September 2010
Next review date: 02 April 2023

Purpose
Scope
Legislative Context
Definitions
Supporting Documents
Responsibilities
Actions
Revoking Sealed Awards
Revoking Unsealed Awards
Promulgation
Implementation
Records Management

Purpose

This Procedure supports and mandates the implementation of Federation University Australia’s Nomenclature of Sealed Awards Policy.

This procedure provides a framework for the revocation of an award – degree, advanced diploma, diploma, certificate or other award conferred by Federation University Australia or the issuance of an unsealed award or statement, obtained through either fraud or administrative error. It incorporates the actions required for investigating, notifying and recording revocation processes.

Scope

This procedure applies to all awards conferred or granted whether before or after the date of commencement of Statute 5.8 and includes awards granted by Federation University Australia or an antecedent or affiliated institution.

Legislative Context

  • Federation University Australia Act 2010
  • University Statutes and Regulations
  • Statute 5.1 – Academic Awards and Courses
  • Statute 5.1 – The Schedule
  • Statute 5.6 – Admission to Academic Awards
  • Statute 5.8 – Revocation of Awards

Definitions

A complete list of definitions relevant to this procedure is contained within the Federation University Australia's Nomenclature of Sealed Awards Policy.

A further list of definitions specifically relevant to this procedure is included below:

Term Definition
Academic Board (AB) Academic Board is the principal academic body of Federation University Australia. Its purpose is to provide academic oversight of prescribed higher education and VET academic programs and courses of study within the University and provide advice to Council on the conduct and content of those programs and courses
Administrative Error Administrative errors are non-fraudulent errors that have occurred in the conferring of a University degree, diploma, certificate or other award. These include but are not limited to incorrect badged stream, incorrect name, or completion date.
Fraud

A degree, diploma, certificate or other award (sealed or unsealed) conferred or granted by the University or an antecedent institution that has been obtained by a person as a result of fraud or improper means

Fraud includes but is not limited to:

a.  the use of material in any thesis or work which was knowingly false or fabricated;

b.  appropriating the ideas or work of another person and misrepresenting them as one’s own;

c.  transgression of ethical research practice; and

d. knowingly misrepresenting previous qualifications, experience, achievement or any other attribute in order to gain entry to a program.
Council The governing authority of Federation University Australia responsible for its direction and superintendence
Revocation of Award The permanent destruction by the University of a degree, diploma, certificate or other award conferred or granted by Federation University Australia or an antecedent or affiliated institution
Sealed Awards (HE) Issued to recognise successful completion of qualifications prescribed in the University’s Statute 5.1 – The Schedule
Sealed Awards (VET) Issued to recognise successful completion of nationally recognised whole (AQF) qualifications listed on the University’s Scope of Registration and Statute 5.1 – The Schedule
Unsealed Awards (VET) Includes all certificates which do not require the University seal, and are signed by an Executive Director, and where assessment has been undertaken, signed by the Chair, Academic Board.  (Refer to Schedule of Certificates)
Shorter Form Credentials Includes other types of credentials such as short courses and micro-credentials for which completion is recognised with a certificate of completion/attainment.

Supporting Documents

Forms

Responsibilities

  • Deputy Vice-Chancellor (Academic) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
  • Dean of Students and Registrar is responsible for maintaining the content of this procedure as delegated by Deputy Vice-Chancellor (Academic).
  • Manager, Registrar Services is responsible for the administration support for the maintenance of this Procedure as directed by the Dean of Students and Registrar.

Actions

Revoking Sealed Awards

  ACTIVITY RESPONSIBILITY STEPS
A.

Investigating revocation of a sealed degree, advanced diploma, diploma, certificate or other award if:

a)   the University is satisfied that it was conferred or granted to a person as a result of fraud or improper means

b)   the University is satisfied that it was conferred or granted to a person who had not fulfilled the conditions prescribed for admission to the award

c) Registrar Services will provide details to the Dean of School for investigation

 Dean of School or delegate
  1. Undertake initial investigation of circumstance surrounding the issuing of the award in consultation with the Graduation Coordinator if necessary
  2. If sufficient grounds are evident, verify details prior to notifying the Vice-Chancellor in writing
B. Verifying details Graduation Coordinator
  1. Ensure the following details are correct:
    • Student name
    • Student number
    • Course/program name
    • Course/program code
    • Conferral date
    • Completion date
    • Award number
    • Council List ID
  2. Confirm if the award has been issued/collected/student invited to graduate
  3. Add appropriate agency debt/negative service indicator to the student's details within the University’s approved Student Management System to prevent the student from obtaining an academic transcript during the investigation period NOTE: if a transcript is requested during this time, seek advice from the Vice-Chancellor's office
  4. Attach documentation to a Revocation of Award memorandum summarising details of the revocation request
  5. Return Memorandum to Dean of School or delegate to support their notification to the Vice-Chancellor
C. Notify the Vice-Chancellor Dean of School

If a testamur has to be revoked and reissued due to an administrative error unrelated to volume of learning such as an incorrect badged stream, incorrect name, or completion date the following actions will apply.

  1. University Registrar will notify the Vice-Chancellor for endorsement
  2. Vice Chancellor forwards endorsed recommendation to Chair Academic Board via chair.academicboard@federation.edu.aufor approval
  3. Steps K to L from the below table will be implemented
D. Making an initial determination Vice-Chancellor
  1. Determine if a prima facie case exists for revoking a person’s award, based on the evidence provided by the School
  2. Refer the matter with supporting evidence provided by the School to the Chair, Academic Board via chair.academicboard@federation.edu.au for investigation/examination if revocation is required
E. Determining circumstance of  issuing of the award Chair, Academic Board
  1. Determine if the degree, diploma, certificate or other award was obtained by a person as a result of fraud or improper means; OR
  2. If the award has been conferred or granted to a person who has not fulfilled the conditions prescribed for admission to the award
F. Notifying of proposed revocation Chair, Academic Board
  1. Notify the student of the impending investigation and possible revocation of award. In the case of possible fraud, provide the student with an opportunity to respond to the claim within 20 University working days and refer them to the Student Appeal Process, if required
  2. NOTE: do not contact the student if they have never been notified that they have qualified for the award
G. Reporting to Council Executive Officer, Academic Board
  1. Compile a summary report on the investigation, findings and recommendation of the Chair, Academic Board to refer to Council for consideration
H. Notifying outcome Council Secretary or delegate
  1. Notify Chair, Academic Board of Council resolution and their authorisation to request return of the Testamur to the Graduations Office if the decision is for revocation. The Chair, Academic Board to notify the student of the outcome in writing.
  2. NOTE: do not contact the student if they have never been notified that they have qualified for the award
  3. Notify University Registrar of Council's decision.
  4. Notify Manager, Registrar Services of Council's decision
  5. Notify relevant School of Council decision and action taken
I. Assisting the student Dean of School or delegate
  1. Endeavour to assist the student to complete the award in a timely fashion when Council revokes an award which was issued by administrative error
J. Updating Award Records

Graduation Coordinator
  1. Ensure student's graduation details are removed from
    • Graduation Program
    • Council List
    • Academic Award Register
  2. Attach a copy of the relevant extract of Council minutes to documentation and forward to Graduations Coordinator
K. Updating systems

Graduation Coordinator
  1. Update the University’s approved Student Management System if revocation is approved, adding comments such as: ‘Extract of Council minutes dated … confirming revocation of award of …for student ID no … received by Graduation Office.
  2. As per minutes, deleted graduation status (date). Copy of extract and relevant screen prints from the University’s approved Student Management System placed on student’s file’.
  3. Revoke the electronic copy of the award in the MyeQuals system if revocation is approved.
  4. Follow up with the student to return the original Testamur to the Graduation Office
  5. Note the date the Testamur was returned, on the student’s file
  6. Remove the negative service indicator from the student's record
L. Destroying the original physical testamur Executive Officer to Council
  1. Destroy the original physical testamur, on its receipt, 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
  2. Complete the confirmation of destruction of Testamur form and forward form to Graduation Coordinator
  3. Append the original Revoked Testamur - Confirmation of Destruction form to the official copy of the Council Minutes where approval to revoke was granted, as evidence of confirmation of destruction
  4. Forward a copy of the Revoked Testamur - Confirmation of Destruction Form to the Graduation Coordinator for noting
       

Revoking Unsealed Awards

  ACTIVITY RESPONSIBILITY STEPS
A. Investigating circumstances surrounding the issuing of an unsealed award if erroneously issued due to  fraud or administrative error Executive Director or delegate
  1. Notify the Chair, Academic Board in writing detailing the circumstances and reasons for proposed revocation including student ID number, program/course student completed and date of completion
  2. Notify the Graduation Coordinator and verify information
B. Verifying details Graduation Coordinator
  1. Ensure student’s details are correct:
    • Student name
    • Student ID number
    • Program/course name
    • Issue date
    • Unsealed Certificate Number
  2. Confirm if the award has been issued/collected
  3. Add appropriate agency debt/negative service indicator to the student's details within the University's approved Student Management System to prevent the student from obtaining an academic transcript during the investigation period
  4. Attach documentation to a Revocation of Award memorandum summarising details of the revocation request and send to Chair, Academic Board
  5. Notify the Graduation Coordinator of Academic Board's decision
C. Notifying the student Chair, Academic Board
  1. Advise the student of the investigation and possible revocation of unsealed award
  2. Provide the student with the opportunity to respond to the claim within 20 University working days if due to possible fraud - refer Student Appeal Process, if required
D. Referring the matter Chair, Academic Board
  1. Determine if a prima facie case exists for revoking the award, based on the investigation and evidence provided
  2. Refer the matter, with supporting evidence and a recommendation to Academic Board if revocation is proposed
E. Notifying the outcome Executive Officer, Academic Board
  1. Notify the student of Academic Board’s resolution
  2. Ask the student to return the statement if the outcome is for revocation of the unsealed award
  3. Notify the University Registrar of Academic Board’s decision.
  4. Notify the Manager, Registrar Services of Academic Board’s decision
  5. Notify the relevant School of Academic Board’s decision and action taken
F. If incorrect grades have been entered into the Student Management System, complete form to advise details for updating student's grade Executive Director or delegate Provide information to Student HQ to amend grade
G. Updating student’s record Student HQ
  1. Ensure the student’s details are completed in the University’s approved Student Management System
  2. Attach a copy of the relevant extract from Academic Board minutes to documentation
H. Updating systems Graduation Coordinator
  1. Update the University’s approved Student Management System if revocation is approved, adding comments such as: ‘Extract of Academic Board minutes dated … confirming revocation of award of …for student ID no … received by Graduation Office.
  2. As per minutes, delete certification status (date). Copy of extract and relevant screen prints from the University’s approved Student Management System placed on student’s file’ Follow up with the student to return the original certificate to the Graduation Office
  3. Revoke the electronic copy of the award in the MyeQuals system if revocation is approved.
  4. Note the date the Testamur was returned, on the student’s file
  5. Remove the negative service indicator from the student's record
I. Destroying the original  physical certificate Executive Officer to Academic Board
  1. Destroy the original  physical certificate, on its receipt, 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
  2. Append the original Revoked Certificate. Confirmation of Destruction form to be with the official copy of the Academic Board Minutes where approval to revoke was granted, as evidence of confirmation of destruction
  3. Forward a copy of the Revoked Certificate - Confirmation of Destruction form to the Graduation Coordinator for noting
J. Assisting the student Executive Director of TAFE or delegate
  1. Endeavour to assist the student to complete the award in a timely fashion when Academic Board revokes an award which was issued through administrative error

Promulgation

The Revocation of Awards Procedure will be communicated throughout the University via:

  • An Announcement Notice via FedNews and on the FedUni Policy Central's Policy Library 'Recently Approved Documents’ page to alert the University-wide community of the approved Procedure.
  • Academic Board meetings
  • School meetings
Forms

Implementation

The Revocation of Awards Procedure will be implemented throughout the University via:

  • An Announcement Notice via FedNews and on the FedUni Policy Central's Policy Library 'Recently Approved Documents’ page to alert the University-wide community of the approved Procedure.
  • inclusion on the University's online Policy Library; and/or
  • distribution of e-mails to Deans/Executive Directors and other relevant University staff

Records Management

Document Title Location Responsible Officer Minimum Retention Period
Written notification and evidence re proposed revocation of sealed award Vice-Chancellor’s Office Executive Officer Retain until organisational use has concluded
Revoked Testamur - Confirmation of Destruction form University’s approved records management system Executive Officer to Council Permanent
Report on investigation findings and recommendation Council minutes Executive Officer, Council Permanent
Written notification and evidence re proposed revocation of unsealed award School Executive Director Retain until organisational use has concluded
Report on investigation findings and recommendation University’s approved records management system Executive Officer, Academic Board Retain until organisational use has concluded
Higher Education Awards Register Graduation Office Manager, Registrar Services Permanent
VET Awards Register Graduation Office Manager, Registrar Services Permanent
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Approval Authority: Deputy Vice-Chancellor (Academic) Original Issue 22/09/2010
Policy Sponsor: Dean of Students and Registrar Current Version: 17/01/2023
CRICOS Provider Number 00103D Review Date: 02/04/2023
TEQSA Provider ID: PRV12151 Provider Category: Australian University
RTO Code 4909 Policy Code LT1603