Intent

To provide procedural detail to enable the University to bestow an Award of the University where a student/ HDR candidate has died while admitted to a course at the University or after successful completion of a course where the Award had not yet been conferred.

Scope

This procedure applies to any person admitted to a course at the time of death (a Posthumous Award), or who has passed the requirements of their course but had not had the Award conferred prior to their death (awarded posthumously).

Definitions

The definitions used in this policy are found in the: Glossary of Terms for Policies in the Student and Teaching & Course Management chapters of the Policy Library

Introduction

The decision to bestow a Posthumous Award, or an award posthumously, should take into account the wishes of the immediate family.  At all times interactions with the family must be undertaken sensitively and with discretion, avoiding the possibility of giving the family unreasonable or incorrect expectations as to the eventual outcome.

The number of University staff contacting the family must be kept to a minimum and such contact should be coordinated through the Deputy Vice Chancellor Students or for HDR candidates, the Dean, Graduate Research.

Procedure

1. Coursework Awards
   1. The University may bestow a coursework Award posthumously if a student had, at the time of death, successfully completed the total credit points required for the Award but the Award had not been conferred.
   2. The University may bestow a Posthumous Award (coursework - undergraduate or postgraduate) if the student had, at the time of death, successfully completed a minimum of 66% of the total credit points required for the Award (including credit points awarded by advanced standing) and would have likely successfully completed the course of study had death not occurred .
   3. The Chair of Academic Board approves a posthumous award be bestowed. If the Chair of Academic Board decides not to bestow a Posthumous Award (coursework) in which the student had been admitted, they may decide on the recommendation of the relevant College Dean or Director, Academic Quality and Strategy, to bestow an alternative or intermediate Posthumous Award (coursework) where the student had completed a minimum of 66% of the total credit points required for the alternative or intermediate Award (including credit points awarded by advanced standing).
   4. Where no Posthumous Award (coursework) is to be bestowed, the family of the deceased student is to receive a Certificate of Achievement (which is not a formal AQF qualification).
   5. Requests for consideration of a Posthumous Award (coursework) may be made to the Deputy Vice Chancellor, Students by the student’s immediate family, the Course Coordinator, the relevant College Dean or Director, Academic Quality and Strategy.
   6. Before a recommendation to the Chair of Academic Board is made, the Deputy Vice Chancellor, Students must consult with the Director, Student Services and the relevant College Dean or Director, Academic Quality and Strategy to confirm that the criteria, as outlined in clause 1.1 or 1.2, have been met.
   7. The Chairperson of the Academic Board shall notify the Academic Board of all Posthumous Awards or Awards conferred posthumously at its next meeting.
2. Higher Degree by Research Awards
   1. The University may bestow a higher degree by research (HDR) Award posthumously if a HDR candidate had, at the time of death, completed all the requirements of the degree but had not had the Award conferred prior to their death.
   2. The university may bestow a Posthumous Award (higher degree by research) if a Candidate had not yet completed the requirements of the degree at the time of death and:
      1. the candidate successfully completed the confirmation of candidature and mid-candidature review; and
      2. the 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 external to the university, 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
      3. 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. The Chair of Academic Board approves a posthumous award be bestowed.  If the Chair of Academic Board decides not to bestow a Posthumous Award (higher degree by research) in which the HDR candidate had been admitted, they may decide, on the recommendation of the Dean, Graduate Research, to bestow an alternative or intermediate Award where the HDR candidate had progressed to a point representing 66% completion of the alternative or intermediate Award.
   4. Where no Posthumous Award (higher degree by research) is to be bestowed, the family of the deceased HDR candidate is to receive a Certificate of Achievement (which is not a formal AQF qualification).
   5. Requests for consideration of a Posthumous Award (higher degree by research) may be made to the Dean, Graduate Research by the HDR candidate’s immediate family, the relevant College Dean or the candidate’s Primary Advisor.
   6. Before a recommendation to the Chair of Academic Board is made, the Deputy Vice Chancellor Students must consult with Dean, Graduate Research to confirm that the criteria, as outlined in clause 2.1 or clause 2.2, have been met.
   7. The Chairperson of the Academic Board shall notify the Academic Board of all Posthumous Awards or Awards conferred posthumously at its next meeting.
3. Collection of a Posthumous Award or an award conferred posthumously
   1. After conferral by University Council, there are several options available to the family of the deceased student or HDR candidate for the collection of the Award:
      1. in absentia where the testamur is posted direct to the family or made available for collection from the Student Centre; or
      2. at a graduation ceremony where a family member representing the deceased student or HDR candidate is presented with the testamur on behalf of the deceased student or HDR candidate; or
      3. at a private ceremony where a University representative presents the testamur to a family member on behalf of the deceased student or HDR candidate.
   2. The records will indicate that the award was conferred posthumously.  The decision as to the timing and method of collection of the Award will be at the sole discretion of the family.

Related policy instruments

Award Finalisation and Graduation Policy

Schedules/Appendices

Awards Titling Procedure

Administration

Approval Details

Revision History