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Policy: Academic statements

Purpose

This policy sets out the University’s principles on academic statements, their contents, production and issuance and the principles for jointly badging testamurs for collaborative programs with other institutions.

Overview

This policy defines the academic statements listed below and sets out the principles for their content, production, issuance, use and alteration in order to ensure that the information provided by the University in individual student records is safeguarded, appropriate and consistent:

  • transcript of academic record (transcript) both formal and informal;
  • Australian Higher Education Graduation Statement (AHEGS); and
  • Award certificate or testamur (testamur).

Scope

This Policy applies across the University.

Policy Statement

Principles

  1. The University issues three academic statements:
  1. Transcript of Academic Record (transcript) both official and unofficial;
  2. Australian Higher Education Graduation Statement (AHEGS); and
  3. Award certificate or testamur (testamur).
  1. The University complies with the qualification standards of the Tertiary Education Quality and Standards Agency (TEQSA) and the Australian Qualifications Framework (AQF) in the contents, production and issuance of academic statements. In particular ANU academic statements comply with the Higher Education Standards Framework (Threshold Standards) 2015 Qualification Standard 1.5 (Qualifications and Certification) that states that documentation issued is accurate and protects against fraudulent use when issued in both hard copy and digital format. The exact mechanisms of compliance may develop or evolve over the life of this policy depending on available technologies.
  2. The University's academic statements are official documents, and remain the property of the University. They may be altered, reissued or withdrawn at any time on the authority of and in accordance with the rules and policies of the University.
  3. Under normal circumstances academic statements will be issued:
  1. to the individual student/graduate only and not to a third party. Identification to the satisfaction of the Registrar is required,
  2. within a reasonable period pursuant to the production timeframes outlined in the Procedure: academic statements as amended from time to time, and
  3. in hardcopy and, for students graduated after 1 July 2010 only, through the My eQuals website: https://www.myequals.net/#/user/login
  1. In accordance with the Fees Rules 2017, sections 26.1 b and 26.1 d, any student with outstanding fees or charges may lose entitlement to receive academic statements and awards of the University.
  2. Students or graduates are entitled to one electronic copy of each of their academic statements free of charge upon graduation whether in person or in absentia.
  3. Fees for issuing or replacing academic statements will be approved by the Registrar on an annual basis and published on the University's website.

Transcript

Official academic transcripts

  1. The academic transcript provides a complete record of an individual's academic history at ANU.
  2. In accordance with the Privacy Act 1988 the release of an academic transcript to a third party must be authorised by the student/graduate in writing unless otherwise required for official or legal (eg sub poena) reasons.

Unofficial academic transcripts

  1. Unofficial transcripts are an administrative document, containing the content of the official academic transcript and any supplementary administrative information. Unofficial transcripts are used to track a student's academic progress. The unofficial transcript has no legal standing as an official document and is for internal use only.
  2. Students may request controlled access to their unofficial transcript solely for the purpose of verifying the accuracy of information contained in it.
  3. Statements of enrolment and results downloaded or printed from the student information site ISIS have no official status as academic statements and are regarded as advisory only.

Graduation statement

  1. The graduation statement provides a graduate with academic information related to a specific award and an individual graduation statement will be issued for each successfully completed qualification.
  2. Graduation statements will not be issued for non-award studies or incomplete qualifications.
  3. In accordance with the Privacy Act 1988 the release of graduation statements to a third party must be authorised by the graduate in writing unless otherwise required for official or legal (eg sub poena) reasons.
  4. Graduation statements are only available for graduates who graduated in December 2009 or later.

Testamur

  1. The testamur certifies the conferral of an award.
  2. The University regards graduation as a public event and the University's Register of Graduates is thus a public document. The University will therefore verify upon request that a particular degree, diploma or certificate has been conferred upon an individual by the University.
  3. Subject to 18 above, however, and in accordance with the Privacy Act 1988 the release of a testamur to a third party must be authorized by the graduate in writing unless otherwise required for official or legal (eg sub poena) reasons.

Content

Transcript

  1. The content of the official transcript will comply with the requirements of the Qualification Standards and with the AQF Issuance Policy as amended from time to time. Additionally, the official transcript will contain such other information as is specified in the Procedure: academic statements (incorporating procedures for joint badging of testamurs) as amended from time to time.
  2. The content of the unofficial transcript is as specified in the Procedure: academic statements (incorporating procedures for Joint Badging of testamurs) as amended from time to time.

Graduation statement

  1. The content and presentation of the Australian Higher Education Graduation Statement (AHEGS) complies with the Guidelines for the Presentation of the Australian Higher Education Graduation Statement April 2012. Additionally, the AHEGS will contain such optional information as is specified in the Procedure: academic statements (incorporating procedures for Joint Badging of testamurs) as amended from time to time.

Testamur

  1. The content of the testamur will comply with the requirements of the Higher Education Standards Framework (Threshold Standards) 2015 and with the AQF Issuance Policy as amended from time to time. Additionally, the testamur will contain such other information as is specified in the Procedure: academic statements (incorporating procedures for Joint Badging of testamurs) as amended from time to time.

Issuance

Transcript

  1. Academic transcripts are prepared and issued by the Division of Student Administration and printed on approved transcript paper or in secured digital format.
  2. Students may request controlled access to their unofficial transcript solely for the purpose of verifying the accuracy of information contained in it.

Graduation statement

  1. Graduation statements are prepared and issued by responsible officers in the Division of Student Administration, printed on approved graduation statement paper or in secured digital format and certified by the Registrar.

Testamur

  1. Testamurs are prepared and issued by the Division of Student Administration, printed on approved testamur parchment with the University's arms and seal and signed by the Chancellor and Vice-Chancellor.
  2. Multiple copies will not be provided. Replacements will only be made available where the original has been permanently lost, damaged or destroyed. Any replacement testamur will be issued in the format current at the time of replacement or reissue and will state the current date of printing as well as the original date of conferral. As a consequence, signatories to the replacement testamur may be different from those on the original testamur.

Amendment

Transcript

  1. Changes to the presentation and text of the transcript require authorization from the appropriate Authority as per the Procedure: academic statements (incorporating procedures for Joint Badging of testamurs) as amended from time to time.

Graduation statement

  1. Changes to the presentation and text of the graduation statement require authorization from the appropriate Authority as per the Procedure: academic statements (incorporating procedures for Joint Badging of testamurs) as amended from time to time.

Testamur

  1. Any changes to the content or presentation of content must be approved by Council.

Joint badging of testamurs

  1. In collaborative program arrangements, where the University is the awarding institution it will acknowledge the partner institution(s) in the testamur awarded on graduation subject to the principles below and in accordance with the Procedure: academic statements (incorporating procedures for joint badging of testamurs) as amended from time to time.
  2. Colleges intending to establish collaborative programs must ensure:
  1. that the program is regulated by a formal agreement between the institutions; and
  2. that the formal agreement and regulatory arrangements conform with the requirements of the Threshold Standards; and
  3. indicate whether either a Joint testamur or an appropriate acknowledgement of the contribution of the partner institution should appear on the testamur.
  1. Where any part/s of a course of study leading to an ANU award is taught or assessed in a language other than English, except for the use of another language to develop proficiency in that language, that all records of results including the testamur note the language.
  2. Where a collaborative program arrangement leads to both institutions awarding a degree for the same body of work (such as, for example, a co-tutelle arrangement), an appropriate notation will be made to this effect on the ANU testamur and will be clearly specified in the agreement between the University and the partner institution.
  3. Subject to the approval of the Vice-Chancellor, a collaborative program comprising 50% or more of partner units for successful completion may result in a testamur bearing the arms and delegated signatures of both institutions.
  4. Collaborative program arrangements that include proposals to jointly badge academic programs will be regulated by a formal agreement between the relevant institutions.
  5. All proposals will be assessed by the Vice-Chancellor on a case-by-case basis. Notwithstanding the above, the Vice-Chancellor may determine that a particular collaborative program is of such strategic importance that a Joint testamur may be approved outside the above requirements.
  6. Where approved, the testamur will bear the arms and delegated signatures of both institutions.
  7. Acknowledgment wording and proposal requirements are specified in the Procedure: academic statements (incorporating procedures for joint badging of testamurs) as amended from time to time.
  8. Students undertaking standard cross-institutional study under a non-collaborative program will not receive a joint testamur.

Information

Printable version (PDF)
Title Academic statements
Document Type Policy
Document Number ANUP_012210
Version 2
Purpose This policy sets out the University’s principles on academic statements, their contents, production and issuance and the principles for jointly badging testamurs for collaborative programs with other institutions.
Audience Staff, Students
Category Academic
Topic/ SubTopic Students
 
Effective Date 21 Dec 2017
Review Date 13 Jul 2018
 
Responsible Officer Registrar, Student Administration
Approved By: Deputy Vice-Chancellor (Academic)
Contact Area Division of Student Administration
Authority Australian Qualifications Framework
Higher Education Standards Framework (Threshold Standards) 2015