• Section 1 - Purpose
• Scope
• Section 2 - Policy
• Section 3 - Procedure
• Part A - Documents for completion of award courses
• Issuance of documents
• Protection of award documents
• Printed testamurs
• Correcting or replacing awards and/or testamurs
• Australian Higher Education Graduation Statement (AHEGS)
• Changes to the AHEGS
• Transcripts
• Honorary awards
• Part B - Documents for completion of non-award study
• Non-award study
• Single subjects
• Micro-credentials
• Part C - Recordkeeping
• Section 4 - Guidelines
• Section 5 - Glossary

Section 1 - Purpose

(1) This procedure supports the Graduation Policy and Course and Subject Policy by:

1. setting out detailed information regarding official documents issued by Charles Sturt University (the University) for certifying the completion of award courses and non-award study, and
2. ensuring that the production and issue of official documentation is compliant with Higher Education Standards Framework (Threshold Standards) 2021 (HESF), and Australian Qualifications Framework (AQF) requirements.

Scope

(2) This procedure has the same scope as the Graduation Policy.

Section 2 - Policy

(3) This procedure supports the Graduation Policy and should be read alongside that policy.

Section 3 - Procedure

Part A - Documents for completion of award courses

Issuance of documents

(4) Award documents (see Graduation Policy) are issued:

1. by registered mail for printed documents (see clauses 23-27), and
2. by My eQuals for digital documents.

Format, content and design approval

(5) The University Secretary approves the format, content, and design of the University's AQF award course documentation, including:

1. the testamur, in accordance with the AQF Qualifications Issuance Policy and HESF Standard 1.5 requirements, and
2. the AHEGS, in accordance with the Guidelines for the presentation of Australian Higher Education Graduation Statements.

Award document details

(6) Graduate and award details included on the testamur and AHEGS must meet the requirements set out in the AQF Qualifications Issuance Policy and standard 1.5 of the HESF, and will include:

1. the registered name of the University (and any third parties, where relevant)
2. the full name of the graduate
3. full title of the qualification and field of study
4. the language of instruction
5. the date of conferral
6. the name of the Chancellor as the delegate authorised to confer the award
7. the AQF logo and the words: “This qualification is recognised within the Australian Qualifications Framework”
8. for printed testamurs:
   1. a unique security serial number (for traceability and authentication purposes)
   2. a watermark and hologram (to prevent unauthorised reproduction), and
   3. the University's common seal will be affixed, in accordance with Governance (Common Seal) Rule 2023.

Graduate names on award documentation

(7) The testamur and AHEGS are legal documents that must use the graduate’s legal name in the form that it appears on their student enrolment record.

(8) Graduands who wish to change the name that will appear must complete the change of student details process and provide supporting documentation as required under the Enrolment and Fees Procedure before the grade release date of their final session of study.

(9) Where the graduate’s name uses characters or an alphabet that is not replicable in the English alphabet, the name on the award documents will be an English transliteration of the graduate’s name.

(10) Graduate names will not:

1. include titles (e.g. Dr, Mr, Ms, Professor, Rev.), or
2. be followed by civic, military, academic, professional, or other similar honours.

Course information on awards

(11) The course title, as approved by the Academic Senate when the course was accredited, will appear on the testamur, as stated in the Award Nomenclature Procedure.

(12) An undergraduate award major (where applicable) will appear on the next line under the course title as follows: 

1. For courses with one major:
   1. Course title
   2. with a major in [Major Title as approved]
2. For courses with two majors:
   1. Course title
   2. with majors in [Major Title as approved] and [Major Title as approved]

(13) The specialisation(s) for a postgraduate award (where applicable) will be included on the testamur. 

(14) Where an award is conferred with a class of honours or distinction, the class of honours or the phrase ‘With distinction’ appears on the testamur on a line below the award title and any majors/specialisations.

(15) Minors will not be included on testamurs or AHEGS.

(16) Any course components such as specialisations and majors will only be included in award documentation if this information has been applied to the student’s enrolment prior to completing their course, via the process outlined the Graduation Procedure – Conferral and Ceremony.

Awards involving third parties (joint awards)

(17) The University may acknowledge the role of a third party in relevant award documentation where the course leading to an award of the University was either:

1. delivered by another institution or body
2. delivered jointly by the University and the third party
3. delivered by the University but the third party contributes significantly to the content of the curriculum, or
4. delivered by the University to employees or members of the third party under contract with the third party.

(18) Where the conditions above are met, the relevant contract with the third party may provide for text to appear on the testamur and/or in the AHEGS documents presented to graduates, acknowledging the role of the third party.

(19) Where the University enters a credit pathway agreement with another institution, the University and the third party will each confer their own awards independently, and the Charles Sturt University testamur will not include the third party.

(20) The University Secretary will approve the content and design of the testamur for a joint award. It will also need to meet the third party’s requirements and any relevant national requirements for award documentation in the country where the third party is based.

Protection of award documents

(21) In accordance with AQF and HESF requirements, all award certification documents issued by the University will be:

1. unambiguously identified as Charles Sturt University awards
2. readily distinguishable from other certification documents issued by the University
3. traceable and authenticable using unique security serial numbers, designed with features such as watermarks and holograms to prevent unauthorised reproduction
4. protected against fraudulent issue through strict control measures (as described below), and
5. replaceable by the higher education provider through an authorised and verifiable process, (as described below).

Printed testamurs

Common seal on testamurs

(22) The Governance (Common Seal) Rule 2023 states the authorities and form to be used when affixing the University's Common Seal on the testamur.

Receiving testamurs by mail

(23) The University implements strict control measures to prevent fraudulent activity in accordance with the Fraud and Corruption Control Policy and may request information such as proof of identification or address, prior to issuing a testamur or replacement testamur.

(24) All testamurs will be posted to the graduate’s mailing address as per their student enrolment record.

(25) Potential graduands are responsible for maintaining their current mailing address details. Any changes must be made via the change of student details process using the Online Administration portal before the grade release date of their final session of study.

(26) Graduates who failed to ensure their mailing address details were accurate prior to grade release of their final session, resulting in their printed testamur being delivered incorrectly and/or not being returned to sender, will be subject to the requirements and fee set for a replacement testamur, as published online.

(27) Claims of non-receipt of printed testamur must be made within three months of conferral.

(28) Once an award has been conferred and issued to a graduate, the details it contains cannot be changed, except to correct an administrative error in recording the recipient’s name, title or other relevant information on the certificate, testamur or document relating to that award.

(29) The Director, Student Administration has the authority to approve a replacement testamur in these circumstances.

Replacement testamurs

(30) Graduates of the University, or a former institution that has been amalgamated with the University, may request a replacement testamur where theirs has been damaged, lost, stolen or destroyed, or the graduate has had a change of name. A replacement testamur will only be issued if:

1. the damaged testamur is returned to the University
2. a statutory declaration is submitted stating that the testamur was lost, stolen or destroyed with any evidentiary documentation provided, or
3. verified legal documentation as evidence of the change of name is submitted and the original testamur is returned to the University.

(31) In cases where a person claims that a testamur or other documentation attesting to an award has been lost, stolen or destroyed, the person will provide a statutory declaration that states in the following or similar words:

1. I, [name] do solemnly and sincerely declare that the documentation that attests to the conferral upon me of the [name of award or title] has been [lost/destroyed].

(32) Where the documentation has been lost, the following additional sentence will be added:

1. Should I locate any or all of the documentation at a later date, I will return it to the University.

(33) A replacement testamur fee will apply, as published by the University online.

(34) The Director, Student Administration may waive the fee in exceptional circumstances and will have the authority to approve a replacement testamur.

(35) Replacement testamurs will be in the style, format, and wording of current Charles Sturt University testamurs, but will state:

1. the conferral date of the original award, and
2. where relevant, the name of the former institution, and describe it as ‘a former institution of the University’.

Australian Higher Education Graduation Statement (AHEGS)

AHEGS content management

(36) The Guidelines for the presentation of Australian Higher Education Graduation Statements provides details of all mandatory requirements. Optional details used by the University are set out in the Conferral and Graduation Schedule – Optional AHEGS Fields.

Course-specific fields

(37) Faculties enter the AHEGS text for course-specific fields in the AHEGS Award Text fields of the Course and Subject Information Management System (CASIMS) (pre 2023) and Banner (2023 onwards).

(38) Where a course has different versions so that different groups of graduates may require different AHEGS course information, the program code allocated in the AHEGS Award Text fields determines the version of the AHEGS course information.

Awards and prizes

(39) The teaching faculty decides whether each prize, as defined by the Prizes, Scholarships and Grants Policy, will be included on graduates’ AHEGS.

(40) All prizes awarded to be included on a graduate’s AHEGS must be applied to the student record by the faculty. The due date for entry of prize/s awarded in the last session of a students enrolment will be determined by Student Administration to align with graduation AHEGS document generation deadlines and graduation program requirements.

(41) Information entered by faculties in the AHEGS Award Text fields is only intended for use on the AHEGS and must not be altered for other uses.

Changes to the AHEGS

(42) The University Secretary approves any amendments to the AHEGS template in-line with AQF and HESF requirements, including:

1. receiving change requests from faculties and divisions, and
2. arranging consultation with Student Administration, faculties and divisions.

(43) Student Administration maintains the currently approved version of the AHEGS and award documentation.

Transcripts

(44) Academic transcripts, or records of results, contain each student’s enrolment history with the University up to the date on which that transcript was issued. 

(45) Students can request to be issued with a transcript for a fee at any time prior to completing their studies, and will be provided with access to a free updated transcript via My eQuals when they are conferred with an award for completing a course of the University.

(46) The Director, Student Administration approves the format and design of the University's academic transcript, in accordance with AQF and HESF requirements, which state that transcripts must include:

1. the name of the registered higher education provider issuing the documentation
2. the full name of the person to whom the documentation applies
3. the date of issue
4. the name and office of the person authorised to issue the documentation
5. the full name of all courses and units of study undertaken and when they were undertaken and completed
6. credit granted
7. the weighting of subjects within the course(s) of study
8. the grades awarded for each unit of study undertaken and, if applicable, for the course overall
9. where grades are issued, an explanation of the grading system used
10. a definition of course components such as honours, specialisations and majors (where relevant)
11. any parts of a course, subject or assessment that were conducted in a language other than English (where relevant), except for the use of another language to develop proficiency in that language.

Award nomenclature on transcripts

(47) Award nomenclature and postnominals (including major, minor or specialisation) are referenced on a student transcript as follows (also refer to the Award Nomenclature Procedure):

1. A minor is referenced on a transcript, for example:
   1. Bachelor of Arts with minor in History 
   2. BA-hist
2. A major is referenced on a transcript, for example
   1. Bachelor of Business in Accounting
   2. BBus-Acc
3. A specialisation is referenced on a transcript, for example:
   1. Master of Science (…)
   2. MSc(…)

Honorary awards

(48) Any documentation issued to an honorary award recipient will be unambiguously identified as an honorary award.  The Governance (Honorary Awards and Titles) Rule provides information about honorary awards.

Part B - Documents for completion of non-award study

Non-award study

(49) Faculties, schools and other academic or administrative units of Charles Sturt University may offer non-award offerings, including single subjects, micro-credential subjects, and short courses (which may include micro-credential modules).

(50) Some non-award offerings may be credit bearing and/or provide recognised prior learning towards an award of the University, but do not themselves lead to an award. Qualifications that do not align with the Australian Qualifications Framework (AQF) are not described using the nomenclature of the AQF or imply to be a qualification recognised in the AQF or an equivalent qualification.

Certification of non-award study

(51) Certification of non-award study includes:

1. an auditable process to attest to a participant's completion of the requirements of the study, and 
2. issue of any certification documentation, such as a statement of attainment, certificate or letter of completion or digital badge.

(52) The design for non-award documents for completion must be as approved by the University Secretary, after consultation with Brand and Performance Marketing.

(53) A document of completion will include:

1. the name of the recipient, as provided in the enrolment process
2. the name of the non-award course or offering and the date of conferral
3. the name of the University's organisational unit awarding the certification
4. the signature of the delegated authorising officer or representative of the authorising body responsible for the course, and
5. a very brief description of the precise role of the University in relation to the offering (For example, whether Charles Sturt University has been responsible for all aspects of the offering, or has acted together with a partner, and if so, what its specific role was in the relationship, such as quality assurance, delivery etc.)

(54) Recognition may also be issued digitally using badging technology. Digital badges should comply with Charles Sturt branding, guidelines, and taxonomy and should be approved by the Associate Dean, Academic of the relevant Faculty. See the ‘Microcredentials’ heading for information about metadata requirements for digital badging.

(55) Co-branding of certification documentation will only be allowed in accordance with the University's Communications and Marketing Procedure - Brand Governance and must be consistent with the legal relationship between the parties involved.

(56) A summary statement of learning outcomes or other description of the content of the non-award study may be provided with any certification.

Presentation of certification documentation

(57) The delegated approver for an offering of non-award study shall approve a method for the presentation of any certification documentation.

(58) Under no circumstances shall the presentation of certification documentation occur at one of the University's formal graduation ceremonies.

Validation and replacement of certification

(59) The University will have processes in place to validate any certification provided under the Graduation Policy, and to replace such certification where it has been misplaced. Such processes may attract a fee, which will be specified in the University's annual fee schedule.

Single subjects

(60) A student completing only some components of a qualification, such as via single subject study, is undertaking non-award study if that study does not lead to an award of the University. Such students may also receive a statement of attainment, according to AQF requirements.

(61) Students who complete one or more units of study that do not lead to the award of a qualification have access to an authorised record of results for the units undertaken.

(62) Students who have completed an accredited unit(s) in these circumstances are entitled to receive a statement of attainment. A record of results may also be issued.

(63) The statement of attainment must correctly identify the student, the accredited units by their full title and the date issued.

(64) The statement of attainment must be in a form that ensures it cannot be mistaken for a testamur for a full AQF qualification. It must include the statement ‘A statement of attainment is issued when an individual has completed one or more accredited units’.

Micro-credentials

(65) Participants in a micro-credential will usually receive a micro-credential digital badge/certificate upon successful completion of the micro-credential. Figure 1 Examples of Micro-credential Digital Badges shows examples of micro-credential digital badges.

(66) Each micro-credential badge must contain sufficient information to ensure that the learning the participant has achieved is appropriately described. Refer Appendix A Micro-Credential Framework for an overview of the information required for each category of micro-credential category.

(67) The metadata should include the following information and be defined for each micro-credential:

1. Title and brief description
2. Issuer: Charles Sturt University and partner(s), where relevant
3. Learning outcomes or description of achievement
4. Mode of participation: online, face-to-face, blended
5. Effort required, including assessment, in hours, for typical learner
6. Complexity of main assessment task
7. Supervision and identity verification
8. Australian Qualifications Framework level aligned to or professional standard
9. Credit information (if microcredential is credit-bearing).

Part C - Recordkeeping

(68) In accordance with AQF requirements, the University will maintain a register of:

1. all AQF qualifications that it is authorised to issue, and
2. all AQF qualifications that it has issued to graduates.

(69) University records related to certifying completion of study will be kept in line with the Records Management Policy and the Records Management Procedure, in compliance with the NSW State Records General Retention and Disposal Authority, GA47.

Section 4 - Guidelines

(70) Guidelines for the presentation of Australian Higher Education Graduation Statements.

Section 5 - Glossary

(71) Terms in this procedure are defined in the glossary section of the Graduation Policy.