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(1) This Policy sets out the principles and procedures that ensure that La Trobe University complies with the Higher Education Threshold Standards and that graduates receive accurate and authentic academic certification. (3) Provisions for the certification of non-award courses are outlined in the Short Courses Policy. (4) The University only awards qualifications, other than higher doctoral or honorary qualifications, if a course of study leads to the award of that qualification and all of the requirements of the course of study have been fulfilled. (5) As a self-accrediting institution, the University accredits both awards that are recognised within the Australian Qualifications Framework (AQF) and non-AQF awards. AQF awards are clearly distinguished from non-AQF awards in relevant certification, as outlined in Part A of this Procedure. (6) The University is committed to ensuring the accuracy and authenticity of all University-issued documents that record details of students' academic information in accordance with the Higher Education Threshold Standards. (7) Academic transcripts, AHEGS and testamurs are prepared under the authority of the Director, Student Administration. (8) The University will issue relevant academic certification to students according to the level of attainment of all or part of the requirements for a qualification. (9) The University will maintain a register of all qualifications it is authorised to issue, and all qualifications issued to graduates. (10) The University may posthumously grant an award in the event of the death of a student who was admitted to, or on leave from the relevant course of study at the time of their death. (11) All academic certification issued by the University is prepared in a format aligned with the Higher Education Threshold Standards and the AQF Issuance Policy, and contains the following: (12) If the qualification is recognised in the Australian Qualifications Framework (AQF),the graduation statement is certified with either the logo of the AQF or the words ‘This qualification is recognised within the Australian Qualifications Framework’. This requirement does not apply to testamurs. Honorary degrees and Professional Certificates are non-AQF awards of the University. (13) All certification documentation issued by the University is: (14) Academic certification will not include the Unique Student Identifier (USI) to ensure there is no disclosure as per the Student Identifiers Act 2014. (15) All requirements for the qualification or subject must be successfully completed and assessed as Passed prior to the issue of certification. (16) No academic certification will be issued to a student who has a debt to the University. (17) All final academic certifications will be issued as digital versions via an online platform within 30 calendar days of the student’s course status being set to passed. This does not apply to the Certificate IV qualification for which certification is only issued in hard copy. (18) A scheduled fee to cover the costs of printing, replacing or re-issuing academic certification will be set annually by Student Administration and is approved by University Council. The fee will be published on the Fees pages of the University website. (19) One testamur will be awarded for a single qualification. See the table in Part C for the testamur requirements for nested, double or collaborative qualifications. (20) In accordance with the Australian Quality Training Framework (AQTF) (2010) Condition of Registration, VET testamurs must: (21) Further details regarding the standards that apply to the certification of VET qualifications are outlined in the ASQA Standards. (22) Student Administration is responsible for printing of a testamur for presentation upon graduation, as well as the re-issue or replacement of a testamur upon the receipt of a complete application, along with the secure control and reconciliation of academic transcript blanks for printing. (23) Testamurs will only be presented in the following circumstances: (24) Where an award has been conferred students who have graduated after December 2017 may order a digital copy of their testamur using MyeQuals. (25) A testamur may be presented in absentia where a graduand has chosen to graduate in absentia or has not responded to a graduation invitation. When a graduand has not responded to a graduation invitation, the testamur will be printed and mailed to the nominated address upon request. (26) The presentation of testamurs or facsimiles for appreciation, service, merit or other recognition is not permitted. (27) Students who graduated prior to December 2017 can only purchase hard-copy replacement testamurs. A replacement testamur will be issued via mail or collection only in the approved format in effect at the time of application/re-issue, with a statement indicating it has been replaced or re-issued on a particular date. (28) Requests for testamurs in a different name should be submitted to Student Administration with evidence of the the new name (certified copies). Students who have transitioned genders are eligible for a replacement testamur at no cost. In all cases the original testamur will need to be returned to the University and securely destroyed. Students may not hold multiple testamurs for the same award in different names. (29) The University may request and require the return of a hardcopy testamur and revoke digital access where: (30) Records of testamurs will be kept by the University for graduands receiving testamurs at a graduation ceremony, in absentia, and any re-issued or replacement testamurs. (31) An academic transcript will detail correctly, in addition to the requirements for all certification documentation, a student's entire enrolment record at the University including: (32) Complimentary Academic Transcripts are provided to students upon completion of their course or single subject. Where students require a transcript prior to completion, digital or hard copy transcripts may be purchased. (33) The Australian Higher Education Graduation Statement (AHEGS) is available for any courses completed after 1 November 2012 and will comply with the Australian Government Guidelines for the Presentation of Australian Higher Education Graduation Statements. This includes the following compulsory items: (34) An AHEGS is issued on the authority of the Director, Student Administration, who may also approve the inclusion of any optional information, provided it is centrally recorded, verifiable, and relates to activities during the candidature of the graduating student. (35) Students may purchase hard copy AHEGS for a prescribed fee at the time of course completion. (36) AHEGS may contain professional recognition or accreditation statements. Such statements are approved as part of normal course approval processes. (37) In accordance with the AQF Qualifications Register Policy, the University has an auditable-quality register that contains and provides sufficient information for all ward courses to identify: (38) The Register also contains such records for the issuance of non-AQF awards. (39) The University may posthumously grant an award in the event of the death of a student who was admitted to, or on leave from the relevant course of study at the time of their death, and who has: (40) Where the above criteria have not been met, cases will be considered in exceptional circumstances and on a case-by-case basis. (41) Academic Board sets and approves criteria for posthumous awards. (42) In all cases the wishes of the deceased student’s representatives/family must be respected, and communication conducted with a high degree of discretion and sensitivity. Care must be taken to avoid giving an unreasonable expectation of the final outcome of an application for the award of a posthumous degree. (43) Applications for the conferral of a posthumous award may be initiated by: (44) The relevant school must complete a review of the deceased student’s eligibility for the conferral of a coursework award and if all conditions have been met recommend that the award be conferred with the Dean’s approval. (45) Following receipt of the School’s recommendation, Student Administration manages the remainder of the award-granting process and makes the recommendation to Academic Board for approval. (46) Once the application for a graduate research award is initiated, the posthumous award process is managed by the Graduate Research School (GRS). (47) The following steps must be undertaken to determine the deceased student’s eligibility for the conferral of a graduate research award: (48) Following conferral by Academic Board, the decision regarding the method to be used for presentation of the Award is wholly the responsibility of the representatives/family of the deceased student. The Award may be presented posthumously: (49) Student Administration is responsible for confirming all arrangements for the conferral of the award with the representatives/family members of the deceased student. (50) Where the award is to be presented at a graduation ceremony a member of staff will be invited (from the relevant school, Recruitment and International Operations or other relevant area), to be seated with the representatives/family members of the deceased student. (51) Where the award is conferred in absentia, the testamur will be forwarded to the Executor or Administrator or nominated representative by registered mail. (52) For the purpose of this policy and procedure: (53) This Policy is made under the La Trobe University Act 2009.Qualifications Issuance Policy
Section 1 - Key Information
Top of Page
Policy Type and Approval Body
Administrative - Vice-Chancellor
Accountable Executive – Policy
Deputy Vice-Chancellor (Academic)
Responsible Manager – Policy
Director, Student Administration
Review Date
17 August 2026
Section 2 - Purpose
Section 3 - Scope
Section 4 - Key Decisions
Top of Page
Key decisions/Responsibilities
Role
Oversight of the preparation of academic transcripts, AHEGS and testamurs
Director, Student Administration
Approval of any additional information to be included on the AHEGS
Deputy Vice-Chancellor (Academic)
Approval of professional recognition statements
Office of Quality and Standards
Approval of posthumous coursework and research awards
Academic Board
Section 5 - Policy Statement
Section 6 - Procedures
Part A - General Requirements for all Certification
Part B - Specific Requirements for Certification Types
Testamurs
Detailed Testamur Requirements
Testamurs for Vocational Education and Training (VET)
Distribution of Testamurs
Replacement of Testamurs
Academic Transcripts
Australian Higher Education Graduation Statements
Part C - Certification of Different Types of Qualifications
Part D - Qualifications Register
Part E - Posthumous Awards
General Requirements
Coursework Awards
Graduate Research Awards
Conferral of Awards
Section 7 - Definitions
Top of PageSection 8 - Authority and Associated Information