Content
Graduation - Academic Policy
Responsible officer: Deputy Vice-Chancellor
Designated officer: Director, Student Administration
Approving authority: Academic Board
Approval: 3 September 2009
Last amended: 28 September 2010
Effective starting date: 14 September 2009
Any policies replaced by this policy
Policy number: AB13
Related policies:
Due date for next review: 3 September 2014
Part A: Preliminary
1. Purpose of policy
This policy is intended to provide a broad framework and set of principles associated with students satisfying the requirements of the program in which they are enrolled and graduating with the award pertinent to the program.
2. Application of policy
This policy applies to all staff, decision-making bodies, students enrolled in coursework programs and research awards of the University, and agents and partners of the University.
3. Definitions
In this policy the following definitions apply:
"Aegrotat award" means an award conferred on a student who enrolled in a coursework program or a research award at the University but has suffered an incapacitating illness or injury that prevents them from completing that program or award.
“Course” means a unit of academic work, normally undertaken over a single teaching session, in which the student enrols, and on completion of which the student is awarded a grade, such grades appearing on a student's academic record.
“Graduand” means a student who has completed their program requirements and has yet to receive their testamur.
“Graduate” means a student who has completed their program requirements and has received their testamur.
"Posthumous award" means an award conferred on a student who at the time of death was enrolled in a coursework program or a research award at the University.
“Program“ means a set of coherently scoped, sequenced and structured studies or courses undertaken by a student in order to meet the requirements for award of a qualification, other than a higher degree by research, that is conferred by the Council of the University of the Sunshine Coast
“Research Degrees Committee” is a committee of the Academic Board and reports to the Academic Board.
“Testamur” means the official certificate of the University that attests to a particular person having satisfied the requirements for and graduated from a particular award of the University at a particular time.
Part B: Policy
4. Eligibility to graduate
4.1 A student is eligible to graduate upon completion of the requirements of the program in which they are enrolled. This is achieved by:
(a) receiving credit for the courses that comprise the program structure through achieving a passing grade or through credit transfer and recognition of prior learning (refer to Credit Transfer - Academic Policy and Recognition of Prior Learning for Program Credit - Academic Policy); and
(b) satisfying any other conditions specified as part of the program requirements.
4.2 Eligibility to Graduate (Coursework Programs)
The Executive Dean of Faculty certifies that a student has completed all program requirements and is eligible to graduate.
4.3 Eligibility to Graduate (Research Degrees)
The Research Degrees Committee certifies that a student has satisfied all the conditions for the award.
5. Variation to program requirements
5.1 On the recommendation of the Program Leader, the Executive Dean of Faculty may approve a variation to the standard requirements for the program for an individual student. A variation to program requirements may only be approved in response to exceptional circumstances, must maintain the academic integrity of the program, must ensure that the graduate outcomes of the program are not compromised and that any professional accreditation requirements continue to be met.
5.2 Conditions under which a variation to program requirements may be approved are:
(a) to assist a student to complete their program where a course or courses required to complete the degree requirements are no longer offered or are not offered in the study period such that the student can complete their program in a timely manner;
(b) where the program has undergone approved changes and the student requires a transition arrangement to move between the former program structure and the revised program structure;
(c) where the student has been materially disadvantaged by university decisions on the offering of courses or approved changes to a program structure;
(d) where the student requests permission to take a course or courses for their own career aspirations or interest where such a change does not detract from the graduate outcomes associated with the standard program requirements;
(e) other circumstances where the Executive Dean of Faculty is satisfied that the change is in the interest of both the student and the University.
5.3 In considering a request to vary the requirements of a program, the Executive Dean of Faculty will take account of the equivalence of courses in terms of unit weighting, level, learning objectives, and contribution to graduate outcomes, and will also ensure that students are treated consistently and equitably.
5.4 The extent of the program variation that the Executive Dean of Faculty may approve is limited to 12.5 per cent of the total program content (for example, one 12 unit course in eight 12 unit courses) except for programs of 48 unit length where the extent of program variation may be 12 units. A program variation supported by the Executive Dean of Faculty that is above these limits requires the approval of the Deputy Vice-Chancellor.
6. Conferral of awards
6.1 Awards are conferred by Academic Board under delegated authority from Council.
6.2 The relevant Executive Dean of Faculty, or, in the case of higher degrees by research, the Research Degrees Committee, recommends to the Academic Board those students who have completed the requirements of their program and who are eligible to have their award conferred.
6.3 The Chairperson of the Academic Board will provide a report to Council, annually, on all awards conferred.
6.4 The date of conferral is normally the date of the next graduation ceremony unless a graduand can provide documentary evidence that early conferral is required. The date of early conferral will be the date of confirmation by the Academic Board.
6.5 In those circumstances where the conferral of an award is required for a student to be admitted to a professional body, the University will provide the professional body with a list of those students eligible for conferral as soon as possible after their eligibility to graduate has been confirmed by the Executive Dean of Faculty.
6.6 Students who have outstanding fees or payments due to the University may not have their award conferred until such time as the outstanding debts are discharged.
7. Posthumous and aegrotat awards
7. 1 On the recommendation of the Executive Dean of Faculty or the Research Degrees Committee the University may, under certain circumstances, confer a posthumous or aegrotat award.
7.2 A posthumous or aegrotat award may be awarded under the following conditions:
(a) the student has died or suffered an incapacitating illness or injury that will prevent further study; and
(b) the student was enrolled in the program at the time of illness, injury or death; and
(c) the student has not more than one semester of full-time study or equivalent to complete to satisfy the requirements for graduation; and
(d) the Executive Dean of Faculty is of the opinion that the student was likely to have successfully completed the requirements for graduation.
7.3 Where the student was undertaking a research higher degree at the time of illness, injury or death, the Research Degrees Committee may recommend the award of a posthumous or aegrotat degree where the student had completed sufficient research work to warrant the award. The process in reaching such a recommendation involves two stages. Firstly, the evidence is reviewed by an assessor who is not the supervisor or associate supervisor. Where the assessor is of the view that there is sufficient tangible evidence to support an examination process, the case is progressed to the second stage, which involves the Principal Supervisor presenting the student’s work for assessment by a normal examination process, together with supplementary supporting information where appropriate.
7.4 The name of a student awarded a posthumous award will appear in the graduation booklet unless requested otherwise by the next of kin.
8. Testamurs
8.1 A testamur is the official certificate of the University that attests to the person named on the testamur having satisfied the requirements for and graduated with the particular award of the University described on the testamur.
8.2 A testamur is a legal document issued under the seal of the University. It is issued in original form once only for each specific award to the student.
8.3 Students who who are eligible to graduate will receive their testamurs at the next graduation ceremony. However, in some circumstances a graduand, or group of graduands, may apply to receive their testamurs prior to the graduation ceremony.
8.4 A testamur will only be made available prior to the graduation ceremony at which it would normally be presented, where the graduand provides documentary evidence that the testamur is required for employment, work visa, admission to further study, or other reasons deemed appropriate by the Director of Student Administration, and where documentation that the graduand has completed all program requirements is not sufficient for such purposes.
8.5 The University maintains official records of all testamurs issued.
8.6 A replacement testamurwill be issued by on application by a graduate at a fee determined by the Director, Student Administration.
9. Graduation ceremonies
9.1 Students will normally have their testamur presented at the first scheduled ceremony following the completion of their award.
9.2 Graduands who do not attend the graduation ceremony will be sent their testamurs within ten working days of the ceremony.
9.3 In exceptional circumstances a student may apply to the Director, Student Administration to defer the presentation of their testamur to the next scheduled ceremony. The next scheduled ceremony will then become the conferral date of that student’s award. Deferral cannot be requested beyond the next scheduled graduation ceremony.
10. Rescission of awards
10.1 In exceptional circumstances the University may rescind an award that has been conferred.
10.2 The circumstances include, but are not limited to, situations in which:
(a) an administrative error has resulted in the conferral of an award for which the student was not eligible;
(b) the student is in breach of a policy of the University where rescission of an award is a valid penalty for such a breach.
10.3 The decision to rescind the conferral of an award is made by Council on the recommendation of the Chairperson of Academic Board
END
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