- Legislative Context
- Sealed Awards
- Unsealed Awards
- Replacement of Awards
- Student's Name on a Sealed Award
- Graduation ceremonies, testamur and completion letter distribution
- Supporting Documents
- Forms/Record Keeping
This procedure describes the administrative processes for the issuing and reissuing of VET Awards. This procedure also includes the process for the destruction of awards.
This procedure applies to all students issued with a VET sealed or unsealed award at Federation University. It does not apply to students receiving higher education awards. For procedure relating to higher education awards, see Higher Education Awards Procedure
|Academic Board:||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, to confirm that an individual can perform to the standard required in the workplace, as specified in a training package or VET accredited course.|
|AQF:||Australian Qualifications Framework. A nationally consistent set of qualifications for all post-compulsory education and training in Australia.|
|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.|
|NRT Logo:||National registered training logo used nationally to certify quality VET accredited training.|
|Qualification:||Accredited programs are referred to as 'qualification' throughout this procedure.|
|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.|
|Training Package||A training package, in Australia, is a set of nationally endorsed standards, qualifications and guidelines used to recognise and assess the skills and knowledge people need to perform effectively in the workplace.|
|Unique Student Identifier||An identifier assigned to an individual by the Registrar under section 10 or 12 of the Student Identifiers Act 2014.|
|Unit:||A unit of competency is the smallest component of achievement which can be nationally recognised. In this procedure the word unit will be used to refer to units of competency from qualifications.|
|Unsealed Awards:||A certificate issued to recognise that one or more accredited units have been achieved.|
|VET||Vocational Education and Training.|
|VET Quality Framework||
a) the Standards for Registered Training Organisations
b) the Australian Qualifications Framework
c) the Fit and Proper Persons
d) the Financial Viability Risk Assessment Requirements
e) the Data Provision Requirements
|STEPS||WHO IS RESPONSIBLE?||COMMENTS|
|A.||Program structure established in the University’s approved student management system.||Coordinator, Program Administration||
Programs are configured using the VET Program Approval Procedure.
|B.||Resulting||Education Manager / Trainer/Assessor||Trainer/Assessor will ensure that resulting of the last unit of competency occurs in line with the VET Assessment Procedure.|
|C.||Run the Identify Potential Graduates (IPG) Process||Graduations Coordinator||Run the IPG process in the University’s student management system as scheduled and forward the list to Coordinator, Program Administration for verification checks.|
|STEPS||WHO IS RESPONSIBLE?||COMMENTS|
|A.||Confirm eligibility to graduate.||Coordinator Program Administration||
Note: Checks must be completed within three (3) working days of receipt of list.
Note: If last study is more than 10 years ago, please refer to rule in the University Awards Policy which states restrictions applicable.
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||
Note: In the event of any discrepancy, Graduations Coordinator and Coordinator Program Administration will resolve.
Forward the Council List to the Chair, Academic Board and Chancellor (or authorised delegate) via ECM workflow.
|E.||Approve Council List.||
Chair, Academic Board and Chancellor (or authorised delegate).
Approve list via ECM within five (5) working days.
|F.||Notify Federation TAFE of conferred award list||Graduation Coordinator||Forward list of conferred awards to General Manager (TAFE) for noting by TAFE Executive team.|
|A.||Print awards||Graduations Coordinator||
When notification of Council List approval is received via ECM:
|B.||Print academic transcripts||Graduations Coordinator||1. Ensure information is stated correctly as detailed in the Schedule of Awards|
|C.||Upload graduation documents to the My eQuals portal||Graduations Coordinator||1. Upload awards and academic transcripts and testamurs to the My eQuals portal and check to ensure information is uploaded correctly.|
|D.||Collate graduation documents||Graduations Coordinator||
|E.||Identify missing Unique Student Identifier’s (USI)||Graduations Coordinator||
|F.||Obtain missing USIs||Student HQ||
|G.||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||
|STEPS||WHO IS RESPONSIBLE?||COMMENTS|
|A.||Identify Unsealed award recipients||Education Manager / TAFE Teacher / Student HQ||
1. Complete and submit ‘Application for Unsealed Award’ form to Graduation Office
2. Forward ‘withdrawal form’ to Graduation Office.
Note: Application must be received by the Graduation office at least 10 working days prior to the awards being required.
Refer to VET Division Schedule of Awards to determine type of Award required.
|B.||Confirm details on the Application / Withdrawal form||Graduations Coordinator||
1. Verify student and course details on completed Application Form by confirming the following
Note: Statements of Attainment must be issued within 30 days of completion or withdrawal.
|C.||Process application||Graduations Coordinator||
|D.||Create award list||Graduations Coordinator||
|E||Approve award list||Chair, Academic Board||
|F.||Prepare unsealed awards||Graduations Coordinator||
|G.||Issue unsealed awards to student||Graduations Coordinator||
Note: If student has a debt or doesn’t have a USI, awards cannot be released.
|H.||File award related forms||Graduations Coordinator||
|STEPS||WHO IS RESPONSIBLE?||COMMENTS|
|A.||Apply in writing to Graduation office for replacement award.||Student||Complete the relevant application form for replacement award and submit to the Graduations office with the required documentation.|
|B.||Verify original award details||Graduations Coordinator||
|C.||Prepare memo to be submitted for approval||Graduations Coordinator||
|D.||Approve memo||Chair, Academic Board and Chancellor (or authorised delegate)||Approve list via ECM workflow or email within five working days.|
|E.||Print awards||Graduations Officer|
|F.||Release reissued documents||Graduations Coordinator||Upload all documents to the My eQuals portal and mail hard copy of all documents to the student.|
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 graduations 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. In instances where the School has completed the original application, the School may be liable to pay the reprint charge.
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 the University’s approved student management system, ie Smith nee Jones.
The name will appear on the Award as: Quentin Sam 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.
- Application for Replacement Statement of Attainment(TAFE) (PDF 268.4kb)
- Application for Unsealed Award (PDF 167.1kb)
- VET Schedule of Awards (DOCX 298.1kb)
Academic Board (as the Approval Authority) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure.
University Registrar (as the Policy Sponsor) is responsible for maintaining the content of this procedure as delegated by the Academic Board.
The VET 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.
The Vocational Education and Training (VET) Awards Procedure is to be implemented throughout the University in the form of notices via:
|Title||Location||Responsible Officer||Minimum Retention Period|
|Listing of Conferred Awards||Council files||Executive Officer, Council||30 years|
|Listing of Unsealed Awards||Council files||Executive Officer, Council||30 years|
|Testamur/Certificates/Completion documents not collected||Graduations Office||Registrar, Services||7 years|
|Application forms for replacement awards||Graduations Office||Registrar, Services||
|Personal Details Amendment Form||Student HQ||Student HQ||One year|