(1) These procedures are made under the Graduation Rule and provide guidance for University Representatives involved in Student graduation and outlines roles and responsibilities for graduation lists and graduation ceremonies.
(2) These procedures apply to all University Representatives involved in:
(3) These procedures do not apply to Honorary awards. Please refer to the Honorary Titles and Awards Rule.
(4) Responsibility for updating a Student's eligibility to graduate status and validating the Student's eligibility to graduate on the Student's record in Callista for awards of the University are as follows:
(5) Prior to each graduation ceremony, and at the end of Trimester 3, Research Services will provide a list of Students to SAS with a Graduation Certification Form confirming that the Students have met their course requirements and requirements as set out in the graduation Rule and are eligible to graduate. The list from Research Services will include those Students who have had their award conferred in absentia since the last graduation ceremony.
(6) For quality assurance purposes Student Administration and Services then submits to Research Services and Schools, a proposed graduation list of all Students who have an eligibility to graduate status for a final review for outstanding disciplinary cases or appeals, late/changed Honours results or non-return of University property. In response to this, the following should occur:
(7) Student Administration and Services will update a Student's eligibility to graduate status as informed by the responses received from Research Services and Schools.
(8) Students who have completed all academic requirements of their course but have an outstanding administrative encumbrance will be notified by Student Administration and Services that:
(9)Prior to each graduation ceremony, and at the end of Trimester 3 the Director, Student Administration and Services provides the Pro Vice-Chancellor (Academic) a list of coursework Students and signs the Graduation Certification Form confirming that each Student has met the course requirements, has no encumbrance (or the encumbrance has been waived by the Pro Vice-Chancellor (Academic)), has met the requirements as set out in the Graduation Rule and are therefore eligible to graduate. The Director, Student Administration and Services, and the Head of the relevant School if required, must provide any information the Pro Vice-Chancellor (Academic) requires in order to be satisfied of the eligibility of a Student to graduate.
(10) Any changes to the lists before conferral must be reported to the respective Pro Vice-Chancellor together with an explanation for the change.
(11) The Director, Student Administration and Services or delegate combines the proposed graduation lists into one consolidated final list for graduation ceremony program purposes.
(12) The Pro Vice-Chancellor (Academic) and Pro Vice-Chancellor (Research) certify on the Graduation Certification Form that the Students on their respective graduation lists have met the requirements of the Graduation Rule.
(13) To assist statutory or professional registration of a Student the University may, at its discretion, release to an agency or authority, approved by the respective Pro Vice-Chancellor information concerning a Student's eligibility to graduate status. If applicable a statement that conferral has not occurred and graduate status remains pending shall accompany such information.
(14) The Pro Vice-Chancellor (Academic) and Pro Vice-Chancellor (Research) are authorised:
(15) As soon as practicable, the Director, Student Administration and Services, will provide to the University Secretariat the final graduants list along with the signed Graduation Certification Forms, from the Pro Vice-Chancellor (Academic) and Pro Vice-Chancellor (Research). The list and Graduation Certification Forms will be provided to the University Council at the next available meeting, for noting.
(16) Students who are eligible to graduate will be invited to attend the next designated graduation ceremony by the [Undefined Division/Position]Student Administration and Services Directorate.
(17) Students who wish to graduate in absentia and have not already advised the relevant school or Research Services, need to advise Student Administration and Services.
(18) Higher Degree Research Students wishing to graduate in absentia between graduation ceremonies will need the approval of the Pro Vice-Chancellor (Research).
(19) The University provides graduates with one Australian Higher Education Graduation Statement (AHEGS) and one testamur (as appropriate for the award being conferred).
(20) For Students graduating is absentia their testamur and AHEGS statement will be mailed to them after the graduation ceremony.
(21) Graduands unable to attend a graduation ceremony will be deemed by the University to have requested to graduate in absentia and will have their AHEGS and testamur mailed to them by Student Administration and Services after the relevant graduation ceremony.
(22) All names of graduates who have been conferred at a graduation ceremony and the names of graduates who have been conferred between ceremonies are printed in the appropriate graduation ceremony program booklet. The list of graduates is a public record and is not subject to privacy restrictions.
(23) In the event of bad weather, the decision to move the ceremony into an indoor venue is made by the Director, Student Administration and Services (or designate) by 8am on the morning of the ceremony. The Director, Student Administration and Services (or delegate) may limit the number of guests who accompany a graduand to a graduation ceremony. These decisions will be communicated by Student Administration and Services through University and local media and information sources e.g. Insiders Guide, local radio etc.
(24) The lead responsibility for the preparation for, and conduct of, graduation ceremonies lies with the Graduation Coordinator, Student Administration and Services, subject to the authority of the University Council. The responsibility for coordinating the involvement of the University Council lies with the University Secretary on behalf of the Chancellor. These are summarised as follows:
|Confirm schedule of graduation dates||SAS|
|Make venue booking||SAS|
|Order Testamur stationery||SAS|
|Arrange graduation meeting||SAS|
|Prepare potential graduand lists||Coursework awards — SAS GHDR awards — Research Services|
|Identify New England Award recipients and script, check and print certificates. Advise Graduation Coordinator of recipients.||NEA Program Manager — PVCA Office|
|Script, check and print testamurs||Graduation Team — SAS|
|Placing of University Seal on testamurs||Graduation Team — SAS|
|Arrange selection of medal winners||PVCA — University Medals Committee PVCR — Graduate Research Committee|
|Advise medal winners of their awards||Relevant Pro Vice-Chancellor|
|Prepare medals||Graduation Team — SAS|
|Confirm venue booking and stage set-up — Booloominbah lawn and Lazenby Hall||Graduation Coordinator — SAS in liaison with Facilities Management Services (FMS)|
|Arrange graduand seating||Graduation Coordinator — SAS in liaison with FMS|
|Arrange stage seating and layout||Graduation Team — SAS in liaison with the Secretariat (for the Chancellor's Procession participants)|
|Arrange robing room for Academic Procession||SAS|
|Arrange robing room for Chancellor's Procession||Secretariat|
|Arrange for audio equipment including sound check prior to the ceremony commencing||SAS|
|Arrange for off stage VIP seating||SAS in liaison with the Secretariat and Vice-Chancellor's Unit|
|Arrange for parking facilities||SAS in liaison with FMS and Secretariat|
|Issue invitation to staff on une-official to participate in the academic procession||PVCA|
|Issue invitations to official guests of Chancellor and advise acceptances to relevant UNE staff||Secretariat|
|Issue invitations to occasional speakers and advise acceptances to relevant UNE staff||Vice-Chancellor's Office|
|Arrange attendance of occasional speakers and obtain CV's||Vice-Chancellor's Office|
|Consult with the Vice-Chancellor regarding the conferral of honorary degrees||Secretariat|
|Liaise with honorary degree recipients concerning arrangements for the ceremony including academic regalia and guest tickets||Secretariat|
|Prepare graduand information and emails||SAS|
|Coordination of Chancellor's Graduation Luncheon i.e. venue, invitations, menu||Secretariat|
|Select those to introduce and thank occasional speakers, and those to deliver citations for honorary awards||Vice-Chancellor|
|Issue invitations to introduce and thank occasional speakers, and to deliver citations||Vice-Chancellor|
|Issue invitation to act as Esquire Bedell||Secretariat|
|Write to Chancellor, advising of arrangements for ceremonies||Secretariat|
|Arrange travel and accommodation as required for the guest speaker||Vice-Chancellor's Unit — in liaison with SAS|
|Arrange publicity||Corporate Communications|
|Prepare, check, produce and deliver an order of proceedings and a general brief and provision of these documents to all senior officers of the University with roles and responsibilities in graduation ceremonies no later than one week prior to the ceremony.||SAS|
|Production and provision of the list of names of graduands eligible to attend each ceremony and who have registered to attend the relevant ceremony. An edited list will be provided on the day of the ceremony which is compiled following closure of registration.||SAS|
|Advise on graduation ceremony protocols (as required)||Chancellor and official guests — Secretariat Academic and professional staff and graduands — SAS|
|Briefing of graduands after they have been seated||SAS appointed emcee|
|Provide details of Honorary awardees, and citation readers to Student Administration and Services||Vice-Chancellors Office|
|Script, check and print final version of program||SAS|
|Arrange attendance of Esquire Bedell||Secretariat|
|Arrange for graduand gown hire||UNE Life in liaison with Graduation Team, SAS|
|Arrange for gowns for Council members and Esquire Bedell||Secretariat|
|Arrange for gowns for occasional speakers and honorary degree recipients||Vice-Chancellors Office in liaison with Graduation Team, SAS|
|Arrange testamur framers||UNE Life|
|Arrange catering for Academic Procession and for Chancellor's Procession participants||SAS|
|Arrange dais photographer for ceremony||SAS|
|Arrange official portrait photographer||UNE Life|
|Arrange Alumni promotion||Alumni Officer, Office of Advancement|
|Arrange to receive official visitors of Vice-Chancellor||Vice-Chancellor's Office|
|Arrange to receive Chancellor's guests||Secretariat|
|Arrange seating of graduands||SAS|
|Arrange marshalling of graduands||SAS|
|Sort and handle testamurs and medals on stage||SAS|
|Marshall and organise the Academic Procession||SAS|
|Marshall and organise the Chancellor's Procession||Secretariat|
|Arrange debriefing session||SAS|
|Issue thank you letters to occasional speakers||Vice-Chancellor|
(25) Records relating to any action or decision made under these procedures must be recorded in accordance with the University Records Management Rule.
(26) The Rule Administrator, pursuant to the University's Graduation Rule makes these procedures.
(27) University Representatives and Students must observe these Procedures in relation to University matters.
(28) These Procedures operate as and from the Effective Date.
(29) Previous procedures relating to Graduation are replaced and have no further operation from the Effective Date of this new Procedure.
(30) Effective Date is the date on which these Procedures are approved or published, whichever is the latter.
(31) Graduand means a Student who has completed the requirements for his/her award and been deemed eligible to graduate.
(32) Graduate means a Graduand who has had his/her award conferred on them by the University.
(33) In absentia means when an award is conferred on a Student without their presence at a Graduation Ceremony.
(34) University Representative means a University employee (casual, fixed term and permanent) contractor, agent, appointee, UNE Council member, adjunct, visiting academic and any other person engaged by the University to undertake some activity for or on behalf of the University. It includes corporations and other bodies falling into one or more of these categories
(35) Student means an Admitted Student or an Enrolled Student, at the relevant time.
(36) UNE Act means the University of New England Act 1993 No 68 (NSW).