Academic Documents Policy

    1. Policy Statement

    This policy defines the requirements and responsibilities for the issuing of official and certified academic documents at Australian Catholic University (ACU), and the replacement and reprinting of such documents. It ensures that all academic documents provided to current, graduating and former students of ACU are accurately recorded, authenticated, verifiable and secure.

    2. Policy Scope

    2.1 This policy applies University-wide.

    2.2 The academic documents described in this policy meet the requirements of relevant Australian Government legislation, the Constitution of Australian Catholic University Limited and other University statutes, regulations and policies and include:

    1. Testamurs
    2. Australian Higher Education Graduation Statement (AHEGS)
    3. Academic Transcript.

    3. Precursor Institutions

    3.1 ACU was established on 1 January 1991 following the amalgamation of four Catholic tertiary institutions in eastern Australia, namely:

    1. Catholic College of Education Sydney in New South Wales
    2. Institute of Catholic Education in Victoria
    3. McAuley College of Queensland
    4. Signadou College of Education in the Australian Capital Territory.

    3.2 Academic documents issued prior to 1 January 1991 will be reproduced in accordance with this policy where academic records are available.

    4. Australian Government requirements

    All ACU academic documents must comply with the requirements of the Australian Qualifications Framework (AQF) Issuance Policy and the Tertiary Education Qualifications Standards Agency (TEQSA) Higher Education Threshold Standards for Qualifications and Certification.

    5. Production

    5.1 All ACU academic documents will be:

    1. printed on official ACU stationery with security features;
    2. numbered;
    3. individually recorded on the  student file and on a central document repository;
    4. printed in English (Roman) character set with standard English punctuation marks;
    5. printed in English only;
    6. printed in braille if requested (with the exception of the Testamur);
    7. identified as AQF documents, if  applicable;
    8. signed by delegated officers only.

    6. Academic Documents

    6.1 All graduates who have completed an ACU program of learning that leads to the award of an AQF qualification are entitled to receive the following certification documentation on award of the qualification:

    1. a testamur, and
    2. an academic transcript (a record of results), and
    3. a graduation statement (AHEGS) bearing the AQF logo.

    6.2 Graduates who have completed an ACU program of learning that does not lead to the award of an AQF qualification are entitled to receive the following certification documentation on award of the qualification:

    1. a testamur or certificate, and
    2. an academic transcript (a record of results).

    6.3 Testamurs

    6.3.1 Content
    The ACU testamur is an official document imprinted with the Seal of the University stating that the student has successfully completed the award named on the testamur. The testamur format includes:

    1. ACU ceremonial shield;
    2. student’s full name as recorded on their student record;
    3. award title;
    4. subsidiary component of the qualification; such as level of honours or specialisations;
    5. signatures of relevant University officers;
    6. date of conferral;
    7. ACU Seal and;
    8. ACU security features for a testamur; and
    9. if any parts of the course of study or assessment leading to the qualification were conducted in a language other than English, except for the use of another language to develop proficiency in that language.

    6.3.2 Testamurs for Honorary Awards

    6.3.3 Content

    The testamur for an honorary award is an official document imprinted with the Seal of the University. The format for the testamur includes:

    1. ACU ceremonial shield;
    2. Award recipients full name;
    3. award title;
    4. unambiguous identification of  the award as an honorary qualification;
    5. signatures of relevant University officers;
    6. date of conferral;
    7. ACU Seal; and
    8. ACU security features for a testamur.

    6.3.4 Changes to Format
    Any changes to the testamur format must be approved by Senate on the recommendation of Academic Board.

    6.3.5 Issuance
    The original testamur, imprinted with the Academic Seal of the University will be provided to students following award conferral.

    6.3.6 Replacement
    A new testamur will be issued by the University where:

    1. an award has been rescinded and a different award conferred;
    2. in cases of name change as a result of gender reassignment or witness protection.

    A replacement testamur with annotation can be issued by the University for a fee, in cases where the original testamur has been:

    1. damaged;
    2. lost, stolen or destroyed; or
    3. where a recipient’s name has been changed through a verifiable legal process.

    as detailed in Section 2 of the Procedures

    6.3.7 Approval of Replacement
    Any re-issue or replacement of a testamur must be approved by the Academic Registrar.

    6.4 Academic Transcript

    6.4.1 Content
    The academic transcript is the chronological record of a student’s study and results at ACU. The academic transcript includes:

    1. the student’s full name and Student ID as recorded on their official student record;
    2. details of all courses and units undertaken;
    3. details of any credit granted through recognition of prior learning;
    4. the grades awarded for each unit undertaken and, if applicable, Grade Point Average (GPA) for the course overall;
    5. ACU grading scheme;
    6. all award titles, including honours, specialisations and/or majors;
    7. details of any parts of the course that were conducted in a language other than English, except for the use of another language to develop proficiency in that language;
    8. the thesis title for a research higher degree;
    9. the student's degree status (e.g. course complete, transferred, withdrawn, inactive or terminated);
    10. the date of award conferral (if applicable)
    11. the date of issue; and
    12. ACU security features for an academic transcript.

    6.4.2 Changes to Format
    Changes to the academic transcript format must be approved by the Academic Registrar.

    6.4.3 Issuance
    An official academic transcript may be issued to a student, on payment of the prescribed fee, at any time after at least one result has been achieved for a unit of study.

    An academic transcript is provided to a student free of charge once they have been approved as course complete.

    Where an error has been made in the production of a transcript, a new transcript will be provided free of charge.

    6.5 Australian Higher Education Graduation Statement (AHEGS)

    6.5.1 Content
    The AHEGS must comply with the Australian Government requirements and include the following:

    1. ACU ceremonial shield and the  AHEGS logo;
    2. Compulsory explanatory paragraph from the Australian Government;
    3. Certification containing date and signature of designated officer on first page of AHEGS;
    4. AQF logo for AQF compliant qualifications;
    5. Student’s full name and Student ID as recorded on their official student record;
    6. Name of the award, including any specialisations, a description of the award and pathway to further study and course accreditation;
    7. Description of ACU and details of its inclusion on the TEQSA National Register of Higher Education Providers and CRICOS registration number;
    8. Graduate’s academic achievements, including units of study, grades and credit points;
    9. Details of medals or other awards for academic excellence;
    10. Details of scholarships or prizes;
    11. Details of co-curricular activities related to the award, as approved by Academic Board and detailed in Schedule 1;
    12. Description of the Australian higher education system;
    13. ACU grading scheme; and
    14. ACU security features for an AHEGS.

    6.5.2 Changes to Format
    The Academic Registrar has the authority to make changes to the AHEGS format within the requirements specified by the Australian Government.

    6.5.3 Issuance
    The AHEGS is only available to students who completed their course from Semester 1 2009 onwards.

    The AHEGS is provided to students following award conferral.

    The AHEGS provided following award conferral is the only version issued. Subsequent amendments to format or content will not be reflected in any reprinted document.

    6.5.4 Replacement
    A replacement AHEGS can be issued by the Graduations Office for a fee, as detailed in Section 2.2 of the Procedures.

    Where an error has been made in the production of an AHEGS, a replacement will be provided free of charge.

    7. Fees

    Fees and charges for replacement academic documents will be determined on an annual basis by the Chief Operating Officer on the advice of the Academic Registrar, and will be published via the University website.

    8. Roles and Responsibilities

    The Academic Registrar is responsible for the development, compliance, monitoring and review of academic documents, including the style, format and the security measures incorporated in their production.

    It is the responsibility of the student to ensure that their personal and contact details recorded in the student management system are up to date.

    9. Treatment of academic documentation in cases of Rescission or Revocation of an Award

    In cases where academic documents have been issued and where it has been confirmed that an award was wrongly conferred, either through administrative error or based on provision of fraudulent or misleading information, ACU may rescind or revoke the award in accordance with the Academic Regulations and the Procedure for Rescission or Revocation of an Award.

    In such cases, all academic documents relating to the rescinded or revoked award must be returned to ACU.

    10. Recordkeeping

    1. All records are held in accordance with the ACU Records Retention and Disposal Schedule and the relevant Australian Government and State records acts.
    2. Requests for issue of academic transcripts are logged and held in the student management system
    3. AHEGS records are held by the Graduations Office in the student management system.
    4. Records of any replacement testamurs issued are held by the Graduations Office.

    Schedule 1

    (Under development)

Related Policies, Procedures, Guidelines and Local Protocols

Academic Documents Procedure.
Conferral and Graduation Policy
Academic Regulations
Procedure for Rescission or Revocation of an Award
ACU Record Retention and Disposal Schedule

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