TAFE DIVISION PROCEDURE

Certificates Sealed
1. Purpose
This procedure describes the TAFE Division administrative processes for issuing sealed certificates.

2. Scope
A B C D Applying for sealed certificates Registration of applications for sealed certificates Authorisation of student eligibility to receive an award Approval and issue of sealed certificates

3. Definitions
Academic Transcript: A record of a students results for the duration of the students enrolment at the University of Ballarat. Accreditation Map: A listing of the accredited units of competency or modules available for enrolment (including their state codes and nominal duration) within a particular course or qualification. Board of Technical Studies (BOTS): provides academic oversight of prescribed programs and courses of study in Technical and Further Education in the University. Course: A program of work which is accredited by a State or Territory training authority and as a consequence is recognised nationally, or is accredited by the University Council and as a consequence is recognised locally. Curriculum documents: Course descriptor documents approved by an accrediting body at local, State or National level, including Training Packages. Qualification: A credential or certificate issued on completion of a course, or as the result of achieving competency in a recognised grouping of units of competency, as described in a nationally endorsed Training package. Sealed Certificates: Includes all certificates requiring the University seal and signed by the Chancellor and Vice-Chancellor. They are issued at the completion of an accredited qualification. Statute 5.1 The Schedule: A listing of University of Ballarat academic awards approved for issue by the University Council. Unit/Module: A discreet area of study in which a student enrols and that specifies assessment requirements. A module conforms to NFROT guidelines and is usually part of an accredited course. A unit refers to a unit of competency and conforms to a nationally recognised format for competency standards and is usually part of a nationally endorsed training package.

4. Actions
A Applying for sealed certificates
Steps 1. Inform students and schools of lodgement procedures Who is Responsible? Student Centre Staff (SMB & Horsham) Notes Students should only apply for a certificate at the completion of their entire course of study

Warning - Uncontrolled when printed! The current version of this document is kept on the UB website. Authorised by: TAFE Management Committee Original Issue: 10/11/00 Maintained by: Head Student Services Current Version: 13/12/02 Review Date: 13/12/2003 Page 1 of 7

TAFE DIVISION PROCEDURE

Certificates Sealed
Steps 2. Provide Application for a University Sealed Certificate 3. Complete Application for a University Sealed Certificate 4. Lodge completed Application with Student Centre Who is Responsible? Student Centre Staff (SMB & Horsham) Notes Forms are available on the University website, in Schools and the Student Centre
(www.ballarat.edu.au/pandect/)

Student

Student

2. Registration of applications for sealed certificates

Steps 1. Verify student details Who is Responsible? Student Centre Staff (SMB & Horsham) Notes Ensure following details are correct: student name student number course certification applied for Check that student has: not already been issued with the award being applied for; no outstanding fees / student loan. 2. Verify course details Student Centre Staff (SMB & Horsham) Course details are checked against Statute 5.1 The Schedule. This is a listing of UB academic awards.
(www.ballarat.edu.au/non_academic/ovc/le gal/Legislation/)

3. Verify type of certificate to be issued 4. Register application on awards database 5. Acknowledge receipt of application by letter to student 6. Attach academic

Student Centre Staff (SMB & Horsham) Student Centre Staff (SMB & Horsham) Student Centre Staff (SMB & Horsham) Student Centre Staff

Refer: TAFE Division Schedule of Certificates (Attachment I)

Warning - Uncontrolled when printed! The current version of this document is kept on the UB website. Authorised by: TAFE Management Committee Original Issue: 10/11/00 Maintained by: Head Student Services Current Version: 13/12/02 Review Date: 13/12/2003 Page 2 of 7

TAFE DIVISION PROCEDURE

Certificates Sealed
Steps transcript from SMS to application 7. Forward application and attached documentation to School representative responsible for authorisation of eligibility Who is Responsible? (SMB & Horsham) Notes

Student Centre Staff (SMB & Horsham)

3. Authorisation of student eligibility to receive an award

Steps 1. Verify student results against relevant curriculum documentation 2. Authorise recommendation for eligibility or ineligibility on the application form Who is Responsible? School representative Notes Students academic transcript is checked against award requirements in curriculum documentation If the student is ineligible to receive the award applied for, the units/ modules still to be completed must be listed on the form or attach a current accreditation map with units/ modules highlighted

School representative

3. Return the application form with academic transcript and relevant curriculum documentation attached to the Student Centre (SMB or Horsham)

School representative

4. Approval and issue of sealed certificates

Steps 1. Compile listing of eligible applications for approval to BOTS and Council 2. Check that details on the listing of applications are accurate Who is Responsible? Student Centre Staff (SMB & Horsham) Notes

Designated Proof Reader Student Centre

Course title is checked against the Statute 5.1 The Schedule

(www.ballarat.edu.au/non_academic/o

Warning - Uncontrolled when printed! The current version of this document is kept on the UB website. Authorised by: TAFE Management Committee Original Issue: 10/11/00 Maintained by: Head Student Services Current Version: 13/12/02 Review Date: 13/12/2003 Page 3 of 7

TAFE DIVISION PROCEDURE

Certificates Sealed
Steps Who is Responsible? Notes
vc/legal/Legislation/)

Spelling of students name is checked 3. Forward listing of applications to Executive Officer, BOTS 4. Verify details of listing against Statute 5.1 The Schedule 5. Forward verified list to BOTS and Council for approval 6. Print certificates and forward to Legal & Secretariat for sealing 7. Check course title on certificate against Statute 5.1 The Schedule Student Centre Staff (SMB & Horsham)

Executive Officer, BOTS Executive Officer, BOTS Student Centre Staff (SMB & Horsham) Secretary Legal and Secretariat

If incorrect, amend listing and advise Student Centre of changes Listing is assigned a BOTS correspondence number and filed in BOTS files

Statue 5.1 The Schedule:

(www.ballarat.edu.au/non_academic/ovc/le gal/Legislation/)

step 1 Secretary Legal and Secretariat Student Centre Staff (SMB & Horsham)

If incorrect, return to If correct, go to step 8

8. Seal certificates 9. Generate letters to students informing them of the successsful or unsuccessful completion of their applications 10. Enter registration number on SMS to confirm certificate has been issued 11. File application, and supporting data 12. Issue Council Sealed Certificates at Awards Nights

Student Centre Staff (SMB & Horsham)

Student Centre Staff (SMB & Horsham) Student Centre Staff (SMB & Horsham)

Material filed by student name. For SMB campus: At Award Night for Cert IV and higher only At School Award Night

Warning - Uncontrolled when printed! The current version of this document is kept on the UB website. Authorised by: TAFE Management Committee Original Issue: 10/11/00 Maintained by: Head Student Services Current Version: 13/12/02 Review Date: 13/12/2003 Page 4 of 7

TAFE DIVISION PROCEDURE

Certificates Sealed
Steps Who is Responsible? Notes (Under Cert IV level) For Horsham campus: At Award Night (Certificate I and above) Awards posted by registered mail or collected by person with appropriate authorisation

13. Arrange issue of certificates to students unable to attend Award Night

Student Centre Staff (SMB & Horsham)

5. Responsibilities
Head - Student Services has responsibility for the maintenance of this procedure. Specific responsibilities are included in Section 4.

6. Policy Base
Statute 5.6: Admission to Academic Awards

7. Associated Documents
UB TAFE Division Schedule of Certificates (Attachment I) UB Statute 5.1 The Schedule

8. Forms/Record Keeping
Title Application for a University Sealed Certificate Listings of Award Applications Location Student Centre BOTS files Responsible Officer Student Centre Staff (SMB & Horsham) Executive Officer, BOTS Minimum Retention Period Permanent Permanent

Warning - Uncontrolled when printed! The current version of this document is kept on the UB website. Authorised by: TAFE Management Committee Original Issue: 10/11/00 Maintained by: Head Student Services Current Version: 13/12/02 Review Date: 13/12/2003 Page 5 of 7

TAFE DIVISION PROCEDURE

Certificates Sealed
ATTACHMENT I
TAFE DIVISION SCHEDULE OF CERTIFICATES
Certificate Type & Title Seals & Authorised Signatory Sealed Council Authorised signatories -Chancellor & Vice Chancellor Recorded on University Register of Certificates Prepared & issued by Wording & Design Requirements Criteria & Comments

Type A Certificate Nationally Recognised Qualification

Student Services

A3 size (University Logo Type) Must include: University logo, name and RTO national provider number; course title and nationally recognised course code; date issued; authorised signatory; the words, the qualification certified herein is recognised within the Australian Qualifications Framework; Nationally Recognised Training (NRT) logo; and where appropriate, include the words, obtained under an approved apprenticeship (or traineeship) training scheme.

Issued to recognise successful completion of nationally recognised whole (AQF) qualifications listed on the Universitys Scope of Registration and Statute 5.1 The Schedule

Type B Certificate Nationally Recognised Qualification

Sealed Council Authorised signatories -Chancellor & Vice Chancellor Unsealed HOS TAFE and Chair BOTS

Student Services Recorded on University Register of Certificates

B4 size (Coat of Arms Type) Must include: As per Type A certificate May include: other enterprise logos

Issued to recognise successful completion of nationally recognised whole (AQF) qualifications listed on the Universitys Scope of Registration and Statute 5.1 The Schedule

Type C Statement of Attainment

Student Services Recorded on University unsealed certificates database

A4 size Must include: University name and RTO national provider number; date issued; a list (or attached list) of units of competency/modules completed and national code for each unit of competency/module; AQF qualification partly completed or name of the nationally accredited short course; authorised signatory

Issued to recognise successful completion of nationally endorsed units of competency or nationally endorsed modules that fall short of a full AQF qualification or completion of a nationally accredited short course. Schools can request these when all enrolled units are completed but these do not fulfil the requirements for a complete qualification ; or

Nationally Recognised Statement

Warning - Uncontrolled when printed! The current version of this document is kept on the UB website. Authorised by: TAFE Management Committee Original Issue: 10/11/00 Maintained by: Head Student Services Current Version: 13/12/02 Review Date: 13/12/2003 Page 6 of 7

TAFE DIVISION PROCEDURE

Certificates Sealed
Certificate Type & Title Seals & Authorised Signatory Prepared & issued by Wording & Design Requirements Criteria & Comments

Nationally Recognised Training (NRT) logo; and the words This Statement of Attainment is recognised within the Australian Qualifications Framework.

a student has successfully completed a nationally accredited short course

May include: other enterprise logos

Students can request these when they signify their intention not to complete a qualification in which they are enrolled - student initiated withdrawal

Type D Statement of Achievement

Unsealed HOS TAFE and Chair BOTS

Student Services Recorded on University unsealed certificates database

A4 size Must include: University logo and name; date issued; course title, shown as Course in authorised signatory; the words approved under the authority of the University Council May include: other enterprise logo

Issued to recognise successful completion of a University of Ballarat internally approved course where assessment has taken place BOTS approval, via internal course approval process, required in each case

Type E Statement of Attendance

Unsealed Head of School (TAFE)

Student Services Recorded on University unsealed certificates database

A4 size Must include: University logo and name; date issued; course, unit/s or workshop title and where appropriate codes followed by the words of which there has been no assessment May include: other enterprise logos number of hours attended

Issued to recognise attendance at courses or units for which there: has been no assessment; or there is assessment but a student elects not to be assessed. (Students must be enrolled on the Student Management System)

Warning - Uncontrolled when printed! The current version of this document is kept on the UB website. Authorised by: TAFE Management Committee Original Issue: 10/11/00 Maintained by: Head Student Services Current Version: 13/12/02 Review Date: 13/12/2003 Page 7 of 7