Responsible officer: Deputy Vice-Chancellor
Designated officer: Director, Student Administration
Approving authority: Academic Board
Approval: 3 September 2009
Last amended: 3 September 2009
Effective starting date: 14 September 2009
Any rules/policies replaced by this policy: Academic Rules
Policy number: AB13
Related policies:

• Academic Progress and Exclusion – Institutional Operating Policy
• Credit Transfer – Institutional Operating Policy
• Enrolment – Institutional Operating Policy
• Grading Scale and Grade Point Average – Institutional Operating Policy
• Structure and Requirements of Degrees Awarded by the University – Institutional Operating Policy

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:

“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.

“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

4.0.1 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 - Institutional Operating Policy and Recognition of Prior Learning for Program Credit - Institutional Operating Policy); and

(b) satisfying any other conditions specified as part of the program requirements.

4.0.2 Certification of Eligibility to Graduate (Coursework Programs)

The Dean of Faculty certifies that a student has completed all program requirements and is eligible to graduate.

4.0.2 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

5.0.1 On the recommendation of the Program Leader, the 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.

5.0.2 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 Dean of Faculty is satisfied that the change is in the interest of both the student and the University.

5.03 In considering a request to vary the requirements of a program, the 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.

5.0.4 The extent of the program variation that the 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 Dean of Faculty that is above these limits requires the approval of the Deputy Vice-Chancellor.

6. Conferral of awards

6.0.1 The relevant Dean of Faculty, or, in the case of higher degrees by research, the Research Degrees Committee, recommends to the Academic Board the set of students who have completed the requirements of their program and who are eligible to be admitted to the award as specified in the recommendation.

6.0.2 The Academic Board admits the students to the specified award and recommends to the Council that the award be conferred at the relevant graduation ceremony.

6.0.3 The date of conferral is the date of the relevant graduation ceremony.

7. Posthumous and aegrotat awards

7.0.1 The University may under certain circumstances confer an award on a student who has died (a posthumous award) or who has suffered an incapacitating illness or injury that prevents the student from continuing their studies (an aegrotat award).

7.0.2 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 prevents 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 Dean of Faculty is of the opinion that the student was likely to have successfully completed the requirements for graduation.

7.0.3 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.

8. Testamurs

8.0.1 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.

8.0.2 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.

8.0.3 The University maintains official records of all testamurs issued.

8.0.4 A replacement testamur may be issued by the Director, Student Administration on application by a graduate.

9. Graduation ceremonies

9.0.1 The University holds graduation ceremonies at which awards are conferred on the graduating students (graduands) and testamurs are presented.

9.0.2 Graduands who do not attend the graduation ceremony have their awards conferred in absentia.

9.1 Conferral of Awards prior to the graduation ceremony

9.1.1 Students who are eligible to graduate shall not normally be entitled to receive their testamurs prior to the graduation ceremony at which the award will be conferred. However, in exceptional circumstances a graduand may apply to have their award conferred early.

9.1.2 An award may only be conferred prior to the graduation ceremony at which the award would normally be conferred where the graduand provides documentary evidence that the conferral status and/or testamur is required for employment, work visa, admission to further study, or other reasons deemed appropriate by the Academic Board, and where documentation that the graduand has completed all program requirements and been admitted to the award is not sufficient for such purposes.

10. Rescission of awards

10.0.1 In exceptional circumstances the University may rescind an award that has been conferred.

10.0.2 The circumstances include, but are not limited to, situations in which:

(a) an administrative error has resulted in the conferral of an award that the student was not eligible for;

(b) the student has been involved in fraudulent, deceitful conduct that was not proved at the time the award was conferred;

(c) the student is in breach of a policy of the University where rescission of an award is a valid penalty for such a breach.

10.0.3 The decision that an award should be rescinded is made by the Deputy Vice-Chancellor and recommended to the next meeting of the Council.

11. Responsibilities

11.1 Program completion

11.1.1 The relevant Dean of Faculty, or, in the case of higher degrees by research, the Research Degrees Committee, recommends to the Academic Board the set of students who have completed the requirements of their program and who are eligible to be admitted to the award.

11.1.2 Academic Board has authority to determine that a candidate for an award has met all requirements for program completion and to recommend to Council the conferral of degrees and awards.

11.2 Variation to program requirements

11.2.1 The relevant Dean of Faculty has authority to make a variation to program requirements, for an individual student, up to a limit of 12.5% of the total program content.

11.2.2 The Deputy Vice-Chancellor, on the recommendation of the relevant Dean of Faculty has authority to make a variation to program requirements, for an individual student, in excess of 12.5%.

11.3 Conferral of awards

11.3.1 Council has authority to confer awards on the recommendation of the Chair of the Academic Board, acting on behalf of the Academic Board.

11.4 Award of degrees in special circumstances

11.4.1 In special circumstances, on the recommendation of Academic Board, Council may confer an award in instances where a student has not completed the usual prescribed requirements (such as aegrotat/posthumous awards).

11.5 Rescission of awards

11.5.1 Council has the authority to rescind the conferral of an award on the recommendation of the Deputy Vice-Chancellor.

END