Governance

Policies and procedures

Policy No.
UP11/40
Function
Student Administration
Authoring Organisational Unit
Student Administration - Student Services
Date Approved
02/11/2011 Revised 01/08/2018
Next Review Date
01/11/2019
Approving Body
Academic Council

This document has procedures.
Show All | Hide All | Collapse

The University of Western Australia

University Policy on: Certification for award courses

Purpose of the policy and summary of issues it addresses:

This policy deals with certification for award courses, requesting replacement certificates and true copies of award certificates, and posthumous awards.

In the context of maintaining the University's reputation as a university of the highest international standing, the purpose of this policy is to -

  • ensure consistency in the standards applying to the awarding by the University of certificates for award courses;
  • provide for the issuing of replacement certificates and true copies of award certificates; and
  • provide for posthumous awards.

Definitions:

In this policy and any associated procedures,

the University means The University of Western Australia

UWA means The University of Western Australia

Academic Board means the Academic Board of the University and may mean its executive committee, the Academic Council

award courses means courses leading to the award of a degree, diploma or certificate established by the Senate, and listed in the Schedule of Courses

gender reassigned person means a person who has been issued with a recognition certificate or an equivalent certificate, in accordance with the 2015 Australian Government Guidelines on the Recognition of Sex and Gender

PhD is the degree of Doctor of Philosophy

Policy statement:

1 General Principles

1.1 The Senate of the University is empowered by the University of Western Australia Act to confer degrees, diplomas and certificates and does so in accordance with Statute No 14.

1.2 An award certificate is issued to each person who is eligible to graduate, and who has applied to have an award conferred.

1.3 A person who has not applied to have an award conferred within two years of first being eligible to graduate, is taken to have applied for the purposes of 1.2.

1.4 A person will only be awarded a degree, diploma or certificate if the person has met the requirements set out in Clause 2.

1.5 Details of each graduate and the award conferred upon the graduate are entered in the Register of Graduates, which is maintained by the Registrar as the University's formal record of those holding an award of the University.

2 Requirements to qualify for an Award of the University

2.1 To qualify for the award of a degree, diploma or certificate of the University, a student must-

(a) fulfil the relevant course requirements specified in the rules that apply to that degree, diploma or certificate;

(b) comply with all rules that apply to that degree, diploma or certificate; and

(c) comply with all statutes, by-laws, regulations, rules and policies of the University that apply to that student.

2.2 Unless the Academic Board approves otherwise, normally through a formal institutional agreement accepted on the basis of national or international best practice, a student must complete at the University units to the value of at least 24 points or at least half the total points value of the course, whichever is the greater, to be eligible for an award of the University.

3 Design of Award Certificate

3.1 Award certificates are printed on A4 size paper as approved by the Registrar.

3.2 Award certificates contain the following:

(i) the University coat of arms;

(ii) the name of the body conferring the award i.e. the Senate of the University of Western Australia;

(iii) a statement confirming that the recipient has fulfilled all the requirements for the award;

(iv) the full name of the recipient;

(v) the name of the award conferred;

(vi) where applicable, the classification of honours awarded and the major field of study for honours;

(vii) where applicable, whether the award was made with distinction;

(viii) the signature of the Vice-Chancellor and of the Registrar;

(ix) the University seal; and

(x) the date of conferral.

Note: Examples of the UWA award certificates are on central file Ref 01/03/004/011.

4 Award courses undertaken in collaboration with other institutions

4.1 The University has developed a number of award courses in collaboration with another institution or group of institutions.

4.2 The arrangements for the conferral and design of award certificates must be agreed between the institutions before the collaborative course is offered.

4.3 Collaborative arrangements fall into one of the following categories:

  • award courses undertaken in association with another institution or group of institutions;
  • award courses undertaken as joint awards of the University and another institution or group of institutions; and
  • award courses offered by another institution, but not by UWA, in relation to which the University collaborates in the teaching and/or supervision of students.

5 Award courses undertaken in association with another institution or group of institutions

5.1 Within this category, all students undertaking the course intend to graduate from the University. Whilst one or more institutions may collaborate in the teaching and/or supervision of the award course, the other institution(s) do not offer the course as an award of their institution.

5.2 The collaboration of the other institution(s) is acknowledged at the foot of the University award certificate in the following manner:

"The programme of study for this degree was undertaken in association with the (name of institution(s))."

5.3 The approved logo of the collaborating institution(s) may also be included at the foot of the award certificate, or in a corner where there is more than one collaborating institution.

5.4 No form of endorsement or acknowledgement is approved other than those set out in 5.2 and 5.3.

5.5 The award certificate bears the seal of the University and the signatures of relevant office-bearers of the University. It does not include the seal or the signature of any office-bearer of any other institution.

5.6 The signatures on the award certificate are set out as on a standard University award certificate.

6 Award courses undertaken as joint awards of this and another institution or group of institutions

6.1 Within this category, the award course is offered by both or all collaborating institutions.

6.2 Students must nominate a home institution.

6.3 A student's home institution is where the student anticipates undertaking the greater or greatest portion of study or research leading to the completion of the award.

6.4 Clause 2.2 applies to the minimum amount of work that a student must complete at the University to be eligible for an award of the University.

6.5 The collaboration of the other institution(s) is acknowledged at the foot of the University award certificate in the following manner:

"This degree was undertaken jointly with the (name of institution(s))."

6.6 The approved logo of the collaborating institution(s) may be included at the foot of the award certificate, or in a corner where there is more than one collaborating institution.

6.7 No form of endorsement or acknowledgement is approved other than those set out in 6.5 and 6.6.

6.8 The award certificate bears the seal of the University and the signatures of relevant office-bearers of the University. It does not include the seal or the signature of any office-bearer of any other institution.

6.9 The signatures on the award certificate are set out as on a standard University degree certificate.

6.10 If the award certificate for a joint degree or diploma is issued by another institution, it is expected that the University's contribution be similarly acknowledged on the award certificate issued by the other institution.

7 Award courses offered by another institution to which the University contributes teaching and/or supervision

7.1 If the University enters into an agreement to collaborate in the teaching and/or supervision of students in an award course offered by another institution but not by UWA, it is normally expected that the University's collaboration will be acknowledged in a similar way to that described in 5.2.

8 Conferral of Award

8.1 A University graduand, including graduands of awards offered in association with another institution or group of institutions and graduands of joint awards who have nominated the University as their home institution, may apply to have their award conferred at a graduation ceremony or "in absentia" at a ceremony or on a Senate Conferral Date published at

http://www.studentadmin.uwa.edu.au/welcome/graduation/conferment_dates

8.2 Prospective graduands receive detailed information about graduation arrangements from the University's Graduation Officer.

9 Replacement Certificate for an Award Course

9.1 A replacement certificate for an award course can be issued when an original certificate has been lost, stolen, destroyed, not received or damaged.

9.2 To obtain a replacement certificate, a graduate must complete the Replacement of a Degree Certificate Form including the Statutory Declaration and follow the procedures outlined on the form.

9.3 If a certificate has been damaged, the graduate is not required to complete the Statutory Declaration. In this case, the graduate is required to surrender the damaged original award certificate and return it with the completed Replacement of a Degree Certificate Form.

Procedures

Applying for a Replacement Award Certificate

1.1 Graduates applying for a replacement award certificate must complete the Replacement of a Degree Certificate Form and follow the instructions on the form.

1.2 If the original award certificate was lost, stolen, destroyed, or not received, the graduate must complete the application form, including the Statutory Declaration.

1.3 If an award certificate has been damaged, the graduate is not required to complete the statutory declaration but must return the damaged original certificate with the application form.

1.4 All replacement requests must be submitted as original documents.

1.5 Graduates residing overseas must have a Statutory Declaration made outside Australia witnessed by an Australian consular official, a justice or notary public under the law of that country, or by anyone authorised to administer an oath or witness a Statutory Declaration in that country.

1.6 Photographic identification must be provided when collecting a replacement award certificate.

1.7 Where a replacement award certificate is to be collected by a third party, written authorisation must be submitted with the application form, and the third party must provide photographic identification.

10 True Copy Certificate for an Award Course

10.1 The University offers graduates the opportunity to obtain one true copy of their award certificate.

10.2 A true copy does not bear the University's graduation seal but has a true copy stamp.

10.3 A true copy is acceptable on occasions when the graduate does not wish to release the original certificate.

10.4 A true copy may suffice where an original certificate has been mislaid.

10.5 To obtain a true copy of a certificate for an award course, graduates must follow the procedures outlined in the True Copy of a Degree Certificate.

10.6 A replacement true copy of an award certificate can be issued when the original true copy has been lost, stolen, destroyed, not received or damaged.

10.7 To obtain a replacement true copy, a graduate must complete the True Copy of a Degree Certificate including the Statutory Declaration and follow the procedures outlined in the form.

Procedures

Applying for a True Copy of an Award Certificate

2.1 Graduates applying for a true copy of an award certificate must complete the True Copy of a Degree Certificate Form, follow the instructions on the form.

2.2 Requests for a true copy of a certificate must be submitted:

(a) as an original document

(b) or by fax to +61 8 6488 1083.

2.3 If the first copy or subsequent replacement true copy of a certificate has been lost, stolen, destroyed or not received, the applicant must complete the application form, including the required Statutory Declaration.

2.4 If the first true copy of a degree certificate has been damaged, the graduate is not required to complete the statutory declaration but must return the damaged true copy certificate with the application form.

2.5 Graduates residing overseas, must have a Statutory Declaration made outside Australia witnessed by an Australian consular official, a justice or notary public under the law of that country, or by anyone authorised to administer an oath or witness a Statutory Declaration in that country.

2.6 Photographic identification must be provided when collecting a true copy of an award certificate.

2.7 Where a true copy of an award certificate is to be collected by a third party, written authorisation must be submitted with the application form, and the third party must provide photographic identification.

11 Reissuing an Award Certificate following Gender Reassignment

11.1 A new award certificate with the person's adopted name can be obtained by graduates who have undergone gender reassignment.

11.2 The University will issue a replacement certificate with the person's adopted name to graduates who are gender reassigned persons (ie. have been issued with a recognition certificate or an equivalent certificate) and who have made an application in accordance with this policy.

11.3 If a replacement award certificate has previously been issued (where the original certificate has been lost, stolen or destroyed), the University will issue a new replacement certificate with the person's adopted name to graduates who are gender reassigned persons (ie. have been issued with a recognition certificate or an equivalent certificate) and who have made an application in accordance with this policy.

11.4 The University will issue a replacement true copy of an award certificate with the person's adopted name to graduates who are gender reassigned persons (ie. have been issued with a recognition certificate) and who have made an application in accordance with this policy.

11.5 If a replacement true copy of an award certificate has previously been issued (where the original true copy has been lost, stolen or destroyed), the University will issue a replacement true copy certificate with the person's adopted name to graduates who are gender reassigned persons (ie. have been issued with a recognition certificate or an equivalent certificate) and who have made an application in accordance with this policy.

Procedures

Reissuing Award Certificate following Gender Reassignment

3.1 Subject to this policy, the University reissues award certificates with the person's adopted name to a graduate who is a gender reassigned person, as defined under the Australian Government Guidelines on the Recognition of Sex and Gender, that is, the person's identity may be verified through any one of the following:

a) a statement from a Registered Medical Practitioner or a Registered Psychologist which specifies their gender;

b) a valid Australian Government travel document, such as a valid passport, which specifies their gender, or

c) a state or territory birth certificate, which specifies their gender. A document from a state or territory Registrar of Birth Deaths and Marriages recognising a change of sex and/or gender may also be seen as sufficient evidence.

3.2 Reissued award certificates are subject to the following conditions:

3.2.1 The applicant surrenders the award certificate currently in their possession, together with documentary evidence of gender reassignment (see 3.1) and a completed form for replacement certificate for gender reassignment;

3.2.2 The applicant forwards the award certificate currently in their possession, together with certified true copies of documentary evidence of gender reassignment (see 3.1); or

3.2.3 If the applicant's award certificate has been lost, stolen or destroyed, the applicant must:

(a) complete the Form for Replacement of a Degree Certificate Form including the Statutory Declaration. Graduates residing overseas, must have a Statutory Declaration made outside Australia witnessed by an Australian consular official, a justice or notary public under the law of that country, or by anyone authorised to administer an oath or witness a Statutory Declaration in that country; and

(b) provide documentary evidence of gender reassignment (see 3.1).

3.3 Photographic identification must be provided when collecting reissued award certificates.

3.4 Where reissued award certificates are to be collected by a third party, written authorisation must be submitted with the application, and the third party must provide photographic identification.

12 Posthumous Award

12.1 The University acknowledges that a posthumous award can provide solace to family and friends and also be a memorial to a student's life.

12.2 Authority to confer awards posthumously is vested in the Senate.

12.3 Applications for posthumous awards are forwarded to the Senate for consideration if they meet either of the following criteria:

12.4 The student had completed all requirements for their course but had not formally taken out the award.

12.5 The student had embarked on all remaining units required to complete their course, and in each of those units had completed either:

(a) sufficient assessable work to qualify for a pass; or

(b) sufficient work at a high enough standard to enable the school concerned to make a reasonable judgement that the student would have passed the unit.

Procedures

Applying and Awarding a Posthumous Award

4.1 Applications may be made by the family of a student, or by a friend, or by the faculty or board concerned on behalf of the family.

4.2 Applications must be made in writing and include the full name of the student, the date of birth, the student's student identification number (if known), the name of the qualification for which the student was a candidate and the name/s and address/es of the next-of-kin (if known).

4.3 Applications must be addressed to: The Academic Secretary, University Secretariat, M456, The University of Western Australia, 35 Stirling Highway, Crawley, Western Australia 6009

4.4 Applications made by a faculty or board must be forwarded through the dean or the chair of the board concerned, with a supporting case addressing the criteria in this policy.

4.5 On receipt of an application, the Chair of the Academic Board considers it in light of the criteria in this policy, in consultation, if required, with the appropriate faculty or board.

4.6 If satisfied that the application meets the criteria in this policy the Chair of the Board forwards it to the Senate, via the University Secretary, for consideration.

4.7 If the application fails to meet the criteria in this policy, the applicant is so advised in writing by the Chair of the Academic Board.

4.8 If an application is approved by the Senate and the degree is conferred, the University Secretary notifies the Graduation Officer and the Chief of Staff in the Vice-Chancellery.

4.9 The Chief of Staff in the Vice-Chancellery writes to the person(s) named as next of kin to confirm whether the next of kin wishes the name of the recipient to be published in the appropriate graduation ceremony programme (designated "awarded posthumously")

4.10 The next of kin may choose,

(a) to have the award certificate presented at a small ceremony in the Vice-Chancellery for close family and friends, to be held at a time convenient to the family as soon as possible after the Senate meeting; or

(b) to be invited with up to five other close family members or friends to attend the relevant graduation ceremony.

4.11 The Vice-Chancellery and Graduation Officer may vary the precise details of the arrangements depending on individual circumstances.

4.12 If the next of kin prefers or if no response to the letter from the Chief of Staff in the Vice-Chancellery is received, the awardee's name is not included in the graduation ceremony programme and the award certificate is handed to, or sent by courier to, the next of kin.

Related forms: (Link)

TRIM File No:

F36042, F13544, F39526

Contact position:

Related Policies or legislation:

University Policy on: Certification for non-award courses

[ Show All Procedures | Hide All Procedures | Collapse Procedures ]