The purpose of our procedure
This procedure outlines the processes for conferring awards, issuing academic documents, and managing related functions including posthumous awards, replacement parchments and rescission of awards.
Please read this procedure in conjunction with [Student Administration Policy].
Who our procedure applies to
Our procedure applies to:
- students at Adelaide University
- graduates of Adelaide University
- graduates of University of South Australia and the antecedent institutions
- graduates of The University of Adelaide and the antecedent institutions
- staff responsible for conferral and graduation administration.
The process for conferring honorary awards and higher doctorates is specified in the [Honorary Awards and Higher Doctorates Procedure].
Our Conferral and Graduation Procedure
1. Eligibility and approval of awards
1.1 Coursework awards
Our [Student Success team] must ensure that students’ academic requirements for completion of an award have been met, in accordance with the schedule of dates specified by the Executive Director: Student and Academic Services.
Where a student’s enrolment must be changed to confer an alternative award, the relevant [College Executive Director] must authorise this change.
Students who did not complete their program requirements may be eligible for an alternative award by approval of the relevant [Pro Vice Chancellor/Dean]. The [Student Success team] must ensure that all academic requirements for completion are met and recommend the alternative award to the Executive Director: Student and Academic Services for consideration on a case-by-case basis.
When a program enrolment change is authorised, [Student Success] will process the internal credit for undergraduate and coursework master’s students for inclusion in the Australian Higher Education Graduation Statement (AHEGS).
1.2 Graduate Research awards
Our [Adelaide University Graduate Research School] must ensure that graduate research students’ academic requirements for completion of an award have been met.
The [Director, Graduate Research] or delegate will report completions of graduate research programs to [relevant committees] for noting.
When a program enrolment change is authorised for a graduate research student, [the Graduate Research School] will process the change for inclusion in the AHEGS.
1.3 Financial standing
Students in bad financial standing or with unresolved academic or administrative issues will not be permitted to graduate unless all outstanding fees and obligations have been madedischarge, or arrangements for discharge have been made to Adelaide University’s satisfaction.
2. How we confer awards
Students will normally have their award conferred at the first scheduled graduation ceremony following completion of the award.
[Student and Academic Services] will notify students when they are eligible to graduate and invite them to register to attend a graduation ceremony.
Students must verify and confirm their legal name and the title of the award as this is the name which will be printed on the parchment.
The conferral date is the date of the ceremony or the University Council meeting where the award is conferred.
Students completing graduate research awards or offshore students who have completed an award will have their award conferred at the next meeting of the Council. These students will be invited to attend the first scheduled graduation ceremony following conferral of the award by the Council.
An award may be conferred at the next meeting of the Council rather than at the next scheduled ceremony where:
- the student has been disadvantaged as a result of a University administrative error
- the Executive Director: Student and Academic Services is satisfied that there are exceptional circumstances that would warrant a Council conferral.
3. Conferral of posthumous awards
We may confer a posthumous award where the student:
- dies after they have completed their program but before the award is due to be conferred
- at the time of death, was enrolled in courses which, if completed, would have fulfilled the requirements of the award
- has met all the requirements for an alternative award.
For coursework students, the decision to confer a posthumous award will be made by the relevant College [Pro Vice Chancellor/ Dean] and must be reported to the Executive Director: Student and Academic Services.
For graduate research degrees, Adelaide University may confer a posthumous award if the graduate research student’s thesis, at the time of death, is deemed suitable for examination, and subsequently examined as fulfilling the requirements of the award.
Following a request from the relevant [Pro Vice Chancellor/ Dean], the Deputy Vice Chancellor Research and Innovation (DVCRI) will determine, in consultation with the [Pro Vice Chancellor, Graduate Research Training and Executive Director: Student and Academic Services], whether the posthumous award can be considered.
In exceptional circumstances, where substantial research work had been completed but a formal thesis wasn't prepared, the DVCRI may consider conferral based on examination of published works or research outputs, along with supervisor testimony about the quality and extent of research conducted. Where a thesis does not meet the requirements for a doctoral award, the thesis may be considered as a Master by Research.
Once it has been agreed that a posthumous degree is to be conferred, the deceased student's family will be invited to attend the graduation ceremony as guests of Adelaide University, and any cultural considerations related to the presentation discussed. With approval from the family, the deceased student's name and award will be announced during the graduation ceremony, with the statement that the award is being presented posthumously. The next of kin will be presented with the parchment, the AHEGS and academic transcript either before or after the graduation ceremony.
If the next of kin is unable to attend the graduation ceremony, the award will be conferred at a graduation ceremony, or at a meeting of the Council. [Student and Academic Services] will send via registered post to the next of kin: the parchment, the AHEGS and academic transcript.
4. Our academic documents
Once an award is conferred, the student will receive a parchment, an AHEGS, and an academic transcript.
4.1 Parchments issued in conjunction with another institution
Where an award is completed in conjunction with another institution, that institution will be acknowledged on the parchment, and where appropriate its logo will also appear (see also our Joint PhD Award Program Procedure). The parchment will only be issued by the home institution once conferral has been actioned by both institutions.
4.2 How we use our brand on our academic documents
The use of Adelaide University's name and brand marks must comply with the Marketing, Media and Communications Policy and will be placed equally with any partner institution's name and brand (coat of arms, emblem, logo) on the parchment.
4.3 When we will issue an academic transcript
When a student has completed the requirements of a program, and is eligible for an award, we will provide the student, without application and free of charge, one digital completion academic transcript as follows:
- Completion transcript - issued when a student has completed the requirements of a program and is eligible for an award.
- Conferral transcript – issued following the conferral of an award, either at a graduation ceremony or at a meeting of the Council. It includes the date of conferral and details of prizes that have been awarded since the completion transcript was issued.
4.4 Digital Badges
A digital badge will be issued to a student who has successfully completed a microcredential.
5. Replacement of parchments
A graduate may apply for a replacement parchment when the original parchment has been lost, destroyed, stolen or damaged.
In normal circumstances, the replacement parchment will be issued with the graduate’s legal name at the time the parchment is issued.
The year of completion or date of conferral as applicable, and the full title of the award on the replacement parchment will replicate the detail as appeared on the original parchment.
A replacement parchment will carry the Adelaide University seal and indicate that the parchment is a replacement. If the replacement parchment replaces a parchment issued by The University of Adelaide or University of South Australia this will be noted on the parchment.
We will issue the replacement parchment with the signatures of the Chancellor and the Vice Chancellor at the time of issuing the replacement.
An application for a replacement parchment must be made using the prescribed application form on the Adelaide University website and submitted to the Executive Director: Student and Academic Services. The form must be accompanied by all of the following:
- the fee determined by the Executive Director: Student and Academic Services for the administration and delivery
- a statutory declaration signed by a Justice of the Peace or lawyer (for lost, destroyed or stolen parchments)
- the damaged parchment, if applicable.
If the original parchment is recovered after a replacement has been issued, the graduate must return it to the Executive Director: Student and Academic Services.
The Executive Director: Student and Academic Services is responsible for maintaining a record of replacement parchments.
6. Recission of awards
If it is decided at a meeting of the University Council that an award has been conferred in error, or the Council is satisfied that an award has been obtained as a result of misleading of deceptive conduct, under section (s9(1)) of the Adelaide University Act 2023 the University may:
- require or permit a graduate of the University to surrender an award previously conferred on the graduate by the University; or
- rescind an award previously conferred by Adelaide University.
Misleading and deceptive conduct includes, but is not limited to:
a false or misleading certification by a graduate
- the use of material in any thesis or academic work which was knowingly false or fabricated
- claiming that the ideas or work of another person is one’s own.
Where an allegation of misleading or deceptive conduct is made, the Vice Chancellor, or nominee, will appoint a person with appropriate expertise to investigate the matter to determine if a prima facie case exists.
If the investigation determines that a prima facie case of misleading or deceptive conduct by a graduate exists, the Vice Chancellor will refer the matter to a committee established to conduct an investigation of the matter. The committee will comprise an external member of Adelaide University Council (as Chair), two academic staff members who are not from the [Academic Unit] in which the graduate was enrolled, and the [President of the Adelaide University Students’ Association] or their nominee.
The committee must give the graduate against whom the prima facie case exists an opportunity to be heard. The graduate may be required to provide a written statement to the committee.
The committee will report its finding to the Vice Chancellor who will prepare a report and recommendation for consideration by Adelaide University Council.
Adelaide University Council will formally advise the graduate their determination, and of any action that Adelaide University intends to take.
If the award is to be rescinded, the graduate must return the parchment, the AHEGS and academic transcripts to Adelaide University. Adelaide University will revoke the online parchment, academic transcripts and/or the AHEGS.
A graduate has the right to lodge a complaint about a decision made by the Adelaide University Council with a relevant external agency.
7. How we report to third parties
Tertiary Admissions Centres may request that we provide electronic copies of academic records through the Automated Results Transfer System, free of charge. We will release a student's academic record in accordance with our Privacy Policy.
Where the conferral of an award is required for admission to a professional body, the relevant [College Executive Director], or nominee, at Adelaide University may provide the professional body with a list of students eligible for that award as soon as possible after final results have been approved.
Students may request that we provide their academic record to another higher education institution free of charge.
Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of our definitions.
Academic transcript means a record of a student's complete enrolment history at Adelaide University, including any enrolments undertaken at the University of Adelaide and the University of South Australia
Australian Higher Education Graduation Statement (AHEGS) describes a graduate’s qualification and achievements in the context of the Australian higher education system. Its purpose is to facilitate national and international recognition of Australian qualifications and to promote international mobility and professional recognition of graduates.
Students who complete an Australian Qualifications Framework (AQF) award will receive an AHEGS upon conferral.
Award is the qualification conferred upon a student following the successful completion of an academic program.
Bad financial standing means a student has not paid their tuition fees, student services and amenities fees, or other charges in full within 21 calendar days of the invoice due date.
Completion is when a student has finished all academic requirements of their degree and met all the necessary criteria to be considered academically eligible for the degree. Usually, students complete their degree before it is conferred.
Completion transcript is an academic transcript provided after all academic requirements are met and prior to award conferral.
Conferral is the date on which an academic qualification is granted. This date appears on students’ official parchment
Conferral transcript is an academic transcript issued after an award has been conferred, including the conferral date and any additional academic distinctions.
Degree is any of a wide range of university programs, including Bachelor, Honours, Master and PhD awards.
Digital Badge mean a graphical representation of a student’s skills, combined with a description of the knowledge and activities demonstrated by completing a microcredential.
Graduate means a person who has successfully completed a program and on whom the Adelaide University has conferred an academic award, usually as a person who has been awarded an undergraduate or first degree.
Graduation means upon successful completion of an award. In most cases graduation involves attendance at a graduation ceremony where students receive an official parchment containing details of their graduate status and qualification earned. After graduating, students are part of the University's Alumni.
Home institution means the institution where a student is enrolled, and from which they will graduate.
Internal credit is when a student transfers into a program within Adelaide University and receives credit for previous studies from Adelaide University.
Parchment (also called a testamur) means a legal document that certifies a degree. It is an official document certifying the name of the graduate, the title of the award, and its conferral date. The parchment bears the logo and seal of Adelaide University, and the signatures of the Chancellor and Vice Chancellor.
Prima facie means in the legal sense, on first impression, sufficient evidence exists to support a case.
How our procedure is governed
This Procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
Parent policy | Student Administration Policy |
Policy category | Academic |
Approving authority | co-Vice Chancellors/Vice Chancellor and President |
Policy owner | Deputy Vice Chancellor – Student Experience and Success |
Responsible officer | [Title] |
Effective from | [Take-effect date] |
Review date | 4 years after date this version is approved |
Enquiries | Interim Central Policy Unit/[Central Policy Unit] |
Replaced documents | None |
Legislation and other documents related to this procedure
Category | Documents |
Referenced legislation | |
Higher Education Standards Framework (Threshold Standards) 2021 Standard 1.5 Qualification and Certification |
History of changes
Date approved | To section/clauses | Description of change |
DD Month Year | N/A | New procedure |
At the time of writing, the organisational structure, positions, committees, or any other unknown item etc. for Adelaide University have not been confirmed. Accordingly, square brackets [ ] temporarily enclose such information in this procedure until confirmed.