Academic Documents Procedure

1. Governing Policy

This procedure is governed by the Academic Documents Policy.

2. Testamur

2.1 Issuance

2.1.1 The Graduations Office will provide the testamur to a graduate following award conferral, consistent with the Conferral and Graduation Policy.

2.1.2 The Graduations Office will provide a new testamur in cases of requests relating to gender reassignment or witness protection.

2.1.3 All relevant fees and charges must be paid before the testamur is issued.

2.2 Replacement

2.2.1 A replacement testamur can be issued by the University, consistent with section 6.3 of the Academic Documents Policy and subject to approval of the Academic Registrar.

2.2.2 Replacement testamurs will be produced by the Graduations Office.

2.2.3 Replacement testamurs must be annotated and:

  1. be marked with ‘REPLACEMENT’;
  2. identify the original student name, when replaced due to a name change;
  3. identify the date of replacement; and
  4. identify the predecessor institution if applicable.

2.2.4 Replacement of damaged, lost, stolen or destroyed testamurs

The Academic Registrar may approve the re-issue or replacement of a testamur that  has been damaged, lost, stolen or destroyed, upon receipt of an application  which includes:

  1. the completed application form including personal details;
  2. the original testamur if available;
  3. a statutory declaration and other supporting documentation if the original testamur is not available; and
  4. payment of the prescribed fee.

2.2.5 Replacement testamurs for legal name change

The Academic Registrar may approve the replacement of a testamur in the case of a legal name change upon receipt of an application which includes:

  1. the completed application form;
  2. the original testamur, or a statutory declaration if the original testamur is not available;
  3. certified legal documents confirming the change of name and linking the new name with the original name;
  4. evidence of identity, including photographic identification; and
  5. payment of the prescribed fee.

2.2.6 Where a replacement testamur is approved in the case of a legal name change, all official student records held by the University will be amended to reflect the name change. Details of the prior name will be held in the student management system.

2.2.7 The replacement testamur will be sent to the postal address nominated on the application form. The Graduations Office will maintain a record of any replacement testamur issued, along with accompanying tax invoice, statutory declaration or other supporting documentation.

3. Academic Transcript

3.1 Issuance

3.1.1 Academic transcripts are produced by Student Administration using the student’s details as recorded on  their student record in the student management system at the time of production.

3.1.2 The name which appears on the  academic transcript is the name which is recorded in the student management system as the student’s full name. Students are advised to use their name as it appears on their passport or birth certificate.

3.1.3 Students can access and print an unofficial transcript at any time during their studies via the student management system.

3.1.4 Once a student is approved as course complete, Student Administration will send the final official academic transcript to each student in hard copy, free of charge, to the postal address recorded in the student management system. Academic transcripts cannot be emailed.

3.1.5 All relevant fees and charges  must be paid before the hard copy academic transcript is posted.

3.2 Replacement

3.2.1 An official academic transcript can be obtained at any time after a student has attempted one unit, through submission of the relevant form and payment of the prescribed fee, online or in person at an AskACU Centre.

3.2.2 In the case of a legal name change, a student can update their student record using the relevant form. These changes will be reflected in any future copies of transcripts that the student requests.

4. Australian Higher Education Graduation Statement (AHEGS)

4.1 Issuance

4.1.1 The AHEGS is produced by the Graduations Office using the student’s details as recorded on their student record in the student management system at the time of production.

4.1.2 The name which appears on the AHEGS is the name which is recorded in the student management system as the student’s full name. Students are advised to use their name as it appears on their passport or birth certificate.

4.1.3 The Graduation Office will provide the AHEGS to the student consistent with the Conferral and Graduation Policy.

4.1.4 All relevant fees and charges must be paid before the AHEGS is issued.

4.2 Replacement

4.2.1 A replacement AHEGS will be produced by the Graduations Office upon submission of the completed online application form and payment of the prescribed fee.

4.2.2 In the case of a replacement AHEGS requested for legal name change, a student can update their record on the student management system using the relevant form, prior to application. These changes will be reflected in the replacement AHEGS.

4.2.3 The replacement AHEGS will be  sent to the postal address recorded in the student management system. The AHEGS cannot be emailed.

4.2.4 The Graduations Office will maintain a record of any replacement AHEGS issued, along with accompanying tax invoice and other supporting documentation.

5. Fees

Fees and charges will be published on the University website.

6. Verification of Academic Documents Requested by Third Parties

6.1 Employers, professional registration, licensing bodies and others may wish to verify that the academic document is genuine and that the information contained therein is accurate.

6.2 Requests for verification must be made in writing, addressed to the Academic Registrar and include a copy of the complete document for which verification has been requested. The University will advise the requesting party whether the information contained in the copy of the submitted academic document is or is not consistent with its current official records. A fee for this service may apply.

6.3 Academic documents may be provided to external organisations, other educational institutions and for employment purposes where the student has provided appropriate written authority for the University to do so.

6.4 Academic documents may also be required to be provided under specific legislation and to policy or other law enforcement agencies under subpoena, police search warrant or other similar written official request.

Related Policies, Procedures, Guidelines and Local Protocols

Academic Documents Policy
Academic Regulations
Conferral and Graduation Policy
Procedures for Rescission or Revocation of an Award
ACU Records Retention and Disposal Schedule

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