Award Finalisation and Graduation Policy

Intent

This Policy has been established to articulate the University’s approach to fulfilling the requirements set down by the Higher Education Standards Framework in relation to the finalisation and conferral of Awards, including academic dress standards at graduation events.

This Policy addresses Higher Education Standards Framework Standards 1.5.1 to 1.5.8.

Scope

This Policy applies to all students of James Cook University (JCU; the University) including Singapore and Brisbane campuses, receiving an approved Award, including Honorary Awards.

This Policy does not apply to the event management aspects of graduation ceremonies.

Definitions

The definitions used in this policy are found in the Policy Glossary.

Post-nominal (or award abbreviation) is the abbreviation displayed after a person’s name to denote the qualifications that person has achieved.

Principles

• To ensure the integrity of and rigour in the conferral of Awards offered by JCU.
• To ensure that Award titles unambiguously identify qualification type, level, and field of study or discipline.
• To establish the requirements for graduates to receive the certification documentation to which they are entitled.
• To provide clear guidelines on the academic dress standards applicable at graduation ceremonies.

Policy

1. Coursework Award Finalisation, Conferral and Issuance

1.1 A graduand who has met all of the Course requirements for the course to which they are admitted, or through a related exit award will have an award conferred in accordance with the Coursework Award Finalisation, Conferral and Issuance Procedure and/or Exit and Interim Award Procedure.

1.2 Conferral of awards are undertaken by the University Council, or by the Chancellor outside of Council meetings.

1.3 Upon conferral of an award, a graduate will receive the following graduation documentation:

1.3.1 Testamur; and

1.3.2. Australian Higher Education Graduation Statement (AHEGS) which details subjects and results.

1.4 Reissuing of graduation documentation must only occur where:

1.4.1 the Graduate has officially and legally changed their name since conferring their Award; or

1.4.2 a Testamur has been lost or otherwise damaged or destroyed; or

1.4.3 an administrative error has occurred.

1.5 The University will revoke an Award where:

1.5.1 an error was made in confirming the Award completion in accordance with the Course and Subject Handbook of the year the course was commenced; or

1.5.2 a Graduate is in breach of the Student Code of Conduct, the Academic Misconduct Procedure or the Code for the Responsible Conduct of Research, and the consequence includes the revocation of an Award by the University Council; or

1.5.3 an error was made in calculating the Graduate’s Award level and thus a replacement Testamur showing the correct Award level is required; or

1.5.4 an outcome of the Exit and Interim Award Procedure requires such action.

1.6 Surrender of Testamurs is required as a result of Clause 1.4 and Clause 1.5.

1.7 A Testamur that has been re-issued will be identified as re-issued in the Student Management System.

1.8 Testamurs will be printed on the official University testamur paper that includes the University Seal and JCU approved hologram in accordance with the Use of Corporate Identifiers Policy and the University Seal Procedure.

1.9 A graduate will have access to a Digitised Copy of their Testamur and AHEGS, and will receive their original Testamur via post after their Award has been conferred.

1.10 Graduates are not required to surrender their Testamurs when progressing through a series of lower level courses that lead to a higher level course award..

1.11 The conferral of an Award is considered public information in accordance with the Information Privacy Policy. The University may publish or provide confirmation in relation to a graduate’s name, Award/s conferred and their conferral date/s.

1.12 An Honorary Award is not an AQF qualification. Honorary Awards are approved and conferred in accordance with the Honorary Award Requirements Procedure.

1.13 Graduates are entitled to use the official Award Title once the Award has been conferred by the University Council.

2. Award Documents and Award Titling

2.1 Award titles are the representation of the qualification type, level and field of study/discipline of the qualification consistent with the Australian Qualifications Framework and requirements of the AQF Qualifications Issuance Policy.

2.2 Appendix 1 – Award Documents and Award Titling are the approved graduand documents and descriptors of Awards at JCU. JCU may use additional descriptors to those detailed in Appendix I following an Award title where the descriptor provides clarification and assists students in identifying the different attributes of a course. The descriptors do not form part of an Award title but may be used in the course title. For example, additional descriptors are shown below in italics:

• Bachelor of Occupational Therapy (Honours) embedded
• Bachelor of Science (Honours) end-on
• Bachelor of Nursing Science pre-registration

2.3 Post-nominal/Award Abbreviation

2.3.1 The University’s Academic Board has authority for approving a post-nominal.

2.3.2 Approved post-nominals are listed under Award Details in the specific Course and Subject Handbooks.

2.3.3 Majors and minors do not appear in post-nominals.

3. Posthumous Awards

3.1 The University may bestow a Posthumous Award if at the time of death a student:

3.1.1 Having undertaken undergraduate or postgraduate coursework and successfully completed all requirements for the Award but have yet have the award conferred.

3.1.2 Having undertaken undergraduate or postgraduate coursework and successfully completed a minimum of 66% of the total credit points required for the Award (including credit transfers).

3.1.3 Having undertaken a higher degree by research (HDR) the HDR candidate successfully completed the confirmation of candidature and mid-candidature review milestones; and

(i) The HDR candidate had undertaken design, data collection and preliminary analysis of findings in such a form that, when collated by the Advisory Panel and reviewed by two examiners, the determination is that the HDR candidate had progressed to a point representing 66% completion of their thesis, portfolio, or exegesis, and would have likely successfully completed this output from their research, had death not occurred; and

(ii) The Advisory Panel has inserted any supplementary and/or explanatory material to facilitate the examiners’ understanding of the HDR candidate's research contribution that they have been asked to add. A statement should then be appended to the thesis indicating the work undertaken by the Advisory Panel on the HDR candidate's behalf.

3.2 Where a Posthumous Award cannot be bestowed under Clause 3.1:

3.2.1 In the case of coursework studies, a Certificate of Achievement (which is not a formal AQF qualification) will be issued.

3.2.2 In the case of higher degree by research studies, an alternate intermediate Award where the HDR candidate had progressed to a point representing 66% completion of the alternative or intermediate Award or a Certificate of Achievement (which is not a formal AQF qualification).

4. Academic Excellence

4.1 The University will recognise academic excellence in accordance with the criteria in Table 1.

Table 1 – JCU Award of Recognition

4.2 For GPA determination refer to the Student Results Policy.

5. Academic Dress Standards

5.1 The JCU Standard of Academic Dress (Appendix 2) establishes the University’s full academic dress requirements, including approved gowns, hoods, and headwear. JCU’s academic dress standard:

5.1.1 uses distinct designs to differentiate levels of academic achievement.

5.1.2 prescribes robes to be worn by the Chancellor, Vice Chancellor, and other significant University positions.

5.2 Graduands and staff must wear the appropriate academic dress when participating in JCU graduation ceremonies.

5.2.1 Where a graduand is receiving two or more awards, they must wear the academic dress of the highest award being conferred.

5.2.2 Members of the University (other than graduands) are to wear the academic dress of their highest conferred qualification as prescribed by the awarding institution. Where a member holds two qualifications of the same level, they are to wear the academic dress of only one award.

5.3 Cultural Dress:

5.3.1 Graduands and members of the University who identify as Australian Aboriginal and/or Torres Strait Islander are entitled to wear the Cultural Sash that represents their cultural heritage as described in Appendix 2.

5.3.2 Graduands from outside Australia who identify as Indigenous or First Nations people are entitled to wear cultural accoutrement that reflects their cultural heritage.

5.4 Graduands and staff are permitted to wear meritorious and military medals and other accoutrement associated with official awards such as the Australian Honours and Awards system, as part of their graduation attire. Medals should be worn in accordance with the rules and guidelines set by the awarding institution/body.

6. Review and Appeal

6.1 A student may request a review and appeal of a decision made under this policy and associated procedures under the Student Review and Appeal Policy.

7. The University Secretary/Marshall or Ceremonies Coordinator Officer may prevent a graduate from being able to participate in a Graduation Ceremony if reasonable grounds of a risk or threat have been identified.

Related policy instruments

Coursework Award Finalisation, Conferral and Issuance Procedure

Exit and Interim Award Procedure

Higher Degree by Research Requirements

Coursework Enrolment Policy

Posthumous Award Procedure

Honorary Award Procedure

Recognition of Academic Excellence Procedure

University Seal Procedure

Information Privacy Policy

Use of Corporate Identifiers Policy

HDR Thesis Submission and Examination Procedure

Dean’s Award for HDR Excellence Procedure

Student Review and Appeal Policy

Student Results Policy

Schedules/Appendices

Appendix 1 Award Documents and Award Titling

Appendix 2 JCU Standard of Academic Dress

Related documents and legislation

Higher Doctorate Degrees

Course and Subject Handbook

AQF Qualifications Issuance Policy

Administration

NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History