Coursework Award Finalisation, Conferral and Issuance Procedure

Policy Procedures Student Services Procedures Coursework Award Finalisation, Conferral and Issuance Procedure

Coursework Award Finalisation, Conferral and Issuance Procedure


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Intent

To provide clear guidance on University requirements and responsibilities for:

  • confirmation of Award completion
  • conferral of coursework Awards
  • preparations for graduation ceremonies
  • issuance of certification documentation to which a graduate is entitled.

Scope

Coursework Award finalisation and conferral and issuance of all Awards accredited by James Cook University’s Academic Board.

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

Procedure

  1. Confirmation of completion of coursework degrees
    1. After census date of each major Study Period or Trimester, Student Services will identify students who are nearing completion of the credit point requirements of their course.
    2. The Academy Liaison Team will review each identified student’s Study Plan to ensure it meets the academic requirements for course completion; including any additional completion requirement/s such as current First Aid certificate, as outlined in the Course and Subject Handbook of the year the course was commenced; and confirm by changing the student’s course status to Completion Approved in the Student Management System.
    3. As a student nears completion of their course and enrols in the last remaining subject/s their course status of Completion Approved will automatically change in the Student Management System from Admitted to Potentially Complete, or Conditionally Complete if any additional completion requirement/s are unmet.
    4. Within five working days of a student’s course status change, the Examinations Office will  email students with a course status of Potentially Complete or Conditionally Complete, via JCU email:
      1. a Graduation Advice Statement to students who may be eligible to have their Award conferred upon successful completion of their final enrolled subject/s and where relevant:
        • advise students with a financial sanction on their student record that the sanction will prevent graduation until the debt is cleared and provide information on how to pay; and/or
        • advise students with a course status of Conditionally Complete that this status renders them ineligible to graduate until their outstanding additional course requirement/s have been met; or
      2. an advice to any student to whom the University has denied the conferral of their Award as an outcome of a breach of a student conduct obligation.
    5. Students are required to respond to their Graduation Advice Statement by the date indicated to:
      1. Confirm if attending a ceremony or not; and
      2. Update their Graduation Address; and
      3. Update their Phonetic Name.
    6. During the ratification of results process prior to result release date for a student’s final subjects, and upon successful completion of all required subjects, the student’s course status in the Student Management System will automatically update to Passed and the student thereafter regarded as a Graduand.  If the final subjects are not successfully completed the course status will remain as Potentially Complete, or Conditionally Complete if there remains an unmet completion requirement.
    7. The College will forward the Divisional Enrolment Team details of students who have met the additional completion requirements for the Divisional Enrolment Team to tick this requirement in the Student Management System confirming it is met.
    8. Commencing from the Result Release date of the Study Period, the Examinations Office will identify graduands whose course status is Passed but are ineligible to have their Award conferred at the next Council meeting due to:
      1. a financial sanction on the graduand’s account which prevents graduation; and/or
      2. the University denying the conferral of the graduand’s Award as an outcome of the breach of a student conduct obligation.
    9. Within five working days of a graduand’s course status being set to Passed, the Examinations Office will communicate with ineligible students (as identified in 1.h) via JCU email advising the reason for ineligibility.
    10. The Examinations Office will investigate students who remain at course status of Potentially Complete or Conditionally Complete after result release date and communicate with these students via JCU email to advise the circumstances.  This may include failed subjects, non-completion of placement or unmet additional course completion requirements such as First Aid certification.
    11. The Examinations Office will create an award in the Student Management System for all graduands with a course status of Passed with the conferral date of the next Council meeting.
    12. Examinations Office will communicate with eligible graduands requesting they confirm:
      1. their graduating Award; and
      2. graduation ceremony details if opting to attend a ceremony.
  2. Conferral of coursework Awards
    1. The Examinations Office will submit an Agenda item and graduand list for award conferral at the next Council meeting.
    2. Conferral requests which arise between the last Council meeting before a Graduation Ceremony and the Graduation Ceremony may be executively approved by the Chancellor in accordance with the Council Standing Orders.
    3. Once conferred the graduand will be known as a graduate of the university.
  3. Issuance of certification documentation
    1. The Examinations Office will upload all graduates’ certification documentation to a digital repository after conferral at a Council meeting (conferral date) enabling graduates to access digital copies of their testamur and Australian Higher Education Graduation Statement (AHEGS).
    2. Testamurs will be printed and sealed with the University Seal in accordance with the University Seal Procedure and
      1. for graduates attending a ceremony the original testamur will be retained until the nominated graduation ceremony, or
      2. for graduates not attending a ceremony the original testamur will be posted or made available for collection from the Student Centre, as advised by the graduate.
  4. Conferral and issuance of coursework Awards completed prior to 2015
    1. Prior year completions which have not been conferred will be assessed against the requirements of the historical Award rules.
    2. If approved the Award will be included for conferral at the next Council meeting.
    3. The testamur issued will reflect the year the course requirements of the Award were fulfilled and date the Award is conferred.
  5. Reissue of testamur
    1. A testamur may be approved by the Manager, Student Finance and Examinations, to be reissued if a graduate has changed name since conferring their Award due to:
      1. change of gender in accordance with the Australian Government’s Guidelines on Sex and Gender Recognition; or
      2. witness protection; or
      3. other exceptional circumstances that protect the health and wellbeing of the graduate as determined by the Director, Student Services.
    2. A testamur may be approved by the Manager, Student Finance and Examinations, to be reissued due to an administrative error.
  6. Revocation of awards
    1. An award that has been conferred in error by the University may be revoked under the following circumstances:
      1. where established by the Manager, Academic Administration and Enrolment, in consultation with the Academy, that an error was made in confirming the Award completion, and the academic requirements for course completion outlined in the Course and Subject Handbook of the year the course was commenced have not been fulfilled; or
      2. where proven through student disciplinary or other action that a graduate is in breach of the Student Code of Conduct, the Student Academic Misconduct Requirements or the Code for the Responsible Conduct of Research, and the consequence is or includes the rescission of award by the University Council; or
      3. where established by the Manager, Academic Administration and Enrolment, in consultation with the Academy, that an error was made in calculating the graduate’s Award level, a replacement testamur showing the correct Award level is required.
    2. Where an Award has been revoked the Examinations Office will communicate with the graduate to explain the reason for the decision and arrange the return of the original testamur to the Examinations Office.
    3. Where the award is revoked in accordance with 6.a.i or 6.a.ii the Examinations Office will destroy the original testamur and remove related certification documents from the digital repository.
    4. Where the award is revoked in accordance with 6.a.iii the Examinations Office will correct the conferral record in the Student Management System, upload to the digital repository (overriding the previous incorrect version) and reissue a correct original testamur.
    5. The Examinations Office will report the revocation of any awards to the Academic Board and University Council annually.
  7. Review of Decisions
    1. A student, graduand or graduate may have decisions under this Procedure reviewed under the Student Complaint Management Policy and Procedures.
      1. A student, graduand or graduate can seek clarification of their assessment with the Examinations Office.
      2. Informal resolution of concerns may be addressed by emailing the Manager, Academic Administration and Enrolment for a review of the decision, outlining the reasons for review and providing supporting documentation. The Manager, Academic Administration and Enrolment will review the decision, in consultation with the Academy as required, and communicate the outcome within 10 working days of the student, graduand or graduate’s request for a review, outlining the student, graduand or graduate’s further review rights if the original decision is upheld.
  8. Surrender of testamurs
    1. Graduates are not required to surrender their testamurs when progressing through a series of nested qualifications.
    2. Surrender of testamurs is required in the following instances:
      1. if the testamur is damaged and a replacement testamur is requested;
      2. if the testamur is approved to be reissued due to name change in accordance with 5.a;
      3. if an administrative error has resulted in an incorrect conferral or issuance of an Award; or
      4. if an Award is revoked in accordance with 6.a.

Schedules/Appendices

University Awards

Related policy instruments

Award Finalisation and Graduation Policy

Awards Titling Procedure

Posthumous Award Procedure

Honorary Award Requirements Procedure

Recognition of Academic Excellence Procedure

University Seal Procedure

Academic Dress Procedure

Graduation Ceremony Procedure

Student Code of Conduct

Student Complaint Management Policy and Procedures

Administration

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

Approval Details

Policy Sponsor

Deputy Vice Chancellor, Students

Version no

18-1

Date for next Major Review

03/05/2021

Revision History

Version

Approval date

Implementation date

Details

Author

18-1

03/05/2018

04/05/2018

Establishment of procedure to support the new Award Finalisation and Graduation Policy

Manager, Student Finance and Examinations

Keywords

Graduand, Graduation, Graduate, Confer, Conferral, Award, Ceremony, In Absentia, revoke, testamur, AHEGS