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Conferral and Graduation Procedures

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Section 1 - Purpose and scope

(1) These Procedures are made under the Conferral and Graduation Rule and provide guidance for UNE Representatives involved in in the conferral of awards, and graduation ceremonies.

(2) These Procedures apply to all UNE Representatives involved in:

the compilation and approval of conferral lists; and
graduation ceremonies.

(3) These Procedures do not apply to Honorary awards. Please refer to the Honorary Titles and Awards Rule.

(4) Within these Procedures:

Part A covers the compilation and approval of conferral lists; and
Part B covers graduation ceremonies.

Part A - Confirming eligibility for conferral

Compilation of Conferral Lists

(5) Responsibility for updating a student's/ HDR Candidate's eligibility to be conferred and validating the student's/ HDR Candidate's eligibility to graduate on the student's/ HDR Candidate's record in the student management system for awards of the University are as follows:

Deputy Vice-Chancellor Research or delegate for all higher degree by research awards; and
Executive Principal Student Journey or delegate for all other awards.

Higher Degree by Research Awards

(6) Prior to submitting a list of HDR Candidates to be conferred to the Graduate Research Committee, the Graduate Research School (GRS) will provide the list to Student Journey, confirming that the candidates have met the requirements set out in the Conferral and Graduation Rule.

(7) For quality assurance purposes Student Journey reviews the list and returns to GRS a proposed Conferral Certification Form including all HDR Candidates for final review of any outstanding disiplinary cases or appeals, or non-return of University property. In response, the GRS will:

confirm the proposed conferral list is correct; or
make any required amendments and re-submit the conferral list.

(8) Student Journey will update each HDR Candidate's eligibility to graduate status based on the confirmation received from the GRS.

(9) With eligibility confirmed by Student Journey, the conferral list is submitted to the Graduate Research Committee for endorsement.

All other awards

(10) Prior to each conferral round the Executive Principal Student Journey provides the Deputy Vice-Chancellor a signed Conferral Certification Form compiling all student that have been found eligible to be conferred, signed by each relevant Faculty Associated Dean, Teaching and Learning, to confirm all requirements set out in the Conferral and Graduation Rule have been met.

Finalisation of conferral list

(11) Any changes to the lists before conferral must be reported to the Deputy Vice-Chancellor or Deputy Vice-Chancellor Research with an explanation for the change.

(12) The Executive Principal Student Journey, or delegate, combines the proposed HDR and other awards conferral lists into one consolidated list. This list is then submitted to Council for noting, and used to create the graduation ceremony program.

Approval of conferral list

(13) The Deputy Vice-Chancellor and Deputy Vice-Chancellor Research certify on the Conferral Certification Form that the students/ HDR Candidates on their respective conferral lists have met the requirements of the Conferral and Graduation Rule.

(14) To assist statutory or professional registration of a student/ HDR Candidate the University may, with approval of Deputy Vice-Chancellor or Deputy Vice-Chancellor Research, release information concerning a student's/ HDR Candidate's eligibility to graduate status to an external agency or authority. If applicable, a statement that conferral has not occurred and graduate status remains pending shall accompany such information. The student/ HDR Candidate will also be notified of information released.

(15) The Deputy Vice-Chancellor and Deputy Vice-Chancellor Research are authorised:

to remove or add to the lists, prior to conferral, those students/ HDR Candidates who have encumbrances placed or lifted on their academic records for administrative, disciplinary and/or financial debt reasons;
to approve changes, prior to conferral, to levels of awards such as classes of Honours;
to remove, prior to conferral, a student/ HDR Candidate from the list because of an administrative error, or a student electing to articulate to a higher award without graduating in the original award;
correct information such as names or majors as they appear on Testamurs and Australian Higher Education Graduation Statement (AHEGS) after conferment; and
to recommend to Council, changes to or rescissions of award after conferral.

Reporting to Council

(16) As soon as practicable, the Executive Principal Student Journey, will provide to the Director Governance and University Secretary (or delegate) the confirmed list of Graduates and the signed Conferral Certification Form. The list and Conferral Certification Form will be provided to the Council for noting at the next meeting of Council.

Part B - Part B Graduation Ceremonies

(17) Graduates will be invited to attend the next designated graduation ceremony by Graduation Officer, Student Journey.

(18) Graduates who elect not to attend a graduation ceremony will have their hard copy graduation documents emailed to them after the next allocated graduation ceremony. An email with instructions to access their digital Testamur and digital Australian Higher Education Graduation Statement (AHEGS) will be sent by Student Journey.

(19) All names of Graduates allocated to a graduation ceremony and the names of Graduates who have been conferred between ceremonies are printed in the graduation ceremony program. The program of Graduates is a public record and is not subject to privacy restrictions.

(20) The University provides Graduates with one Testamur and instructions to access their digital Testamur and digital Australian Higher Education Graduation Statement (AHEGS) (as appropriate for the award being conferred).

Lead responsibilities for graduation ceremonies

(21) The lead responsibility for the preparation for, and conduct of, graduation ceremonies lies with the Graduation Officer, Student Journey, subject to the authority of the Council. The responsibility for coordinating the involvement of the Council lies with the Director Governance and University Secretary on behalf of the Chancellor. These are summarised as follows:

ROLE	RESPONSIBILITY
Preliminary:
Confirm schedule of graduation dates	Graduation Officer, who advises Graduation Event Provider
Make venue booking	Graduation Officer, and advise Graduation Event Provider
Order Testamur stationery	Graduation Officer
Arrange graduation meeting	Graduation Officer, on behalf of Graduation Event Provider and in accordance with Graduation Event Operating Procedures

Awards:
Prepare potential conferral lists	Student Journey
Identify New England Award recipients in script, check and print certificates. Advise Graduation Coordinator of recipients.	Student Engagement Team, Student Journey
Script, check and print testamurs	Graduation Team — Student Journey
Placing of University Seal on testamurs	Graduation Team — Student Journey
Arrange selection of medal winners	Executive Principal Student Journey — University Medals Committee Deputy Vice-Chancellor Research – For Higher Degree Research Students - Graduate Research Committee
Advise medal winners of their awards	Deputy Vice-Chancellor (with support from Executive Principal Student Journey) Deputy Vice-Chancellor Research (for Higher Degree Research medals)
Prepare medals	Graduation Team — Student Journey
Confirm Graduation conferral date with Vice-Chancellor and Chief Executive Officer’s Office, arrange academic regalia and print citations for honorary award recipients for inclusion with testamur presented at the ceremony	DGUS (or delegate)

The Venue:
Confirm venue booking and stage set-up — Booloominbah lawn and indoor ceremony venue	Graduation Officer, liaising with Graduation Event Provider
Arrange Graduate seating	Graduation Officer, liaising with Graduation Event Provider
Arrange stage seating and layout	Graduation Officer, liaising with the Graduation Event Provider
Arrange robing room for Academic and Staff Procession	Graduation Officer, liaising with Graduation Event Provider
Arrange robing room for Chancellor's Procession	Graduation Officer in liaison with DGUS (or delegate), and the Graduation Event Provider
Arrange for audio equipment including sound check prior to the ceremony commencing	Graduation Officer, liaising with Graduation Event Provider
Arrange for off stage VIP seating	Graduation Officer, liaising with Graduation Event Provider, Vice-Chancellor and Chief Executive Officer’s Office and Advancement, Alumni and Events
Arrange for parking facilities	Graduation Officer, liaising with Graduation Event Provider, Estate and Built Environment (EBE) Vice-Chancellor’s Office and Advancement, Alumni and Events

Invitations:
Issue invitation to staff on une-official to participate in the Academic and Staff Procession	Graduation Officer, through Deputy Vice-Chancellor (invitation from DVC)
Issue invitations to official guests of on behalf of the Chancellor	Graduation Officer in liaison with DGUS (or delegate)
Issue invitations to Occasional Address Speakers and advise acceptances to Graduation Officer	Office of the Vice-Chancellor and CEO
Arrange attendance of Occasional Address Speakers and obtain CV's	Office of the Vice-Chancellor and CEO
Consult with the Vice-Chancellor and Chief Executive Officer’s Office regarding arrangements for the conferral of honorary awards, including guest arrangements, parking, catering, and dietary requirements	Graduation Officer
Liaise with honorary degree recipients concerning travel and accommodation arrangements, including taxis and airport transfers	Office of the Vice-Chancellor and CEO
Prepare Graduate information and emails	Graduation Officer
Coordination of Chancellor's Graduation Luncheon i.e. venue, invitations, menu	Graduation Officer in liaison with DGUS (or delegate), Office of the Vice-Chancellor and CEO, Advancement, Alumni and Events and the Graduation Event Provider
Select those to introduce and thank Occasional Address Speakers, and those to deliver citations for honorary awards	Vice-Chancellor and Chief Executive Officer
Issue invitations to introduce and thank Occasional Address Speakers, and to deliver citations	Vice-Chancellor and Chief Executive Officer
Issue invitation to act as Esquire Bedell	Graduation Officer in consultation with DGUS (or delegate)
Advise Chancellor of arrangements for ceremonies including the Sashing Ceremony	DGUS (or delegate/s)
Arrange travel and accommodation as required for the Occasional Address Speakers and any honorary award recipients	Office of the Vice-Chancellor and CEO — in liaison with Advancement, Alumni and Events

Ceremony:
Arrange publicity	Graduation Officer, liaising with Advancement, Alumni and Events
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.	Graduation Officer
Production and provision of the list of names of Graduates 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.	Graduation Officer
Arrange for display of wet weather ceremony directional signage (if required)	Graduation Officer, liaising with EBE and Graduation Event Provider
Arrange for streaming of graduation ceremony to relevant locations (if required for wet weather ceremony)	Graduation Officer, liaising with Graduation Event Provider
Advise on Graduation ceremony protocols	Graduation Officer
Arrange music	Graduation Event Provider
Briefing of Graduates after they have been seated	Graduation Officer and Graduation Event Provider

Order of Proceedings (OoPs)
Provide details of Honorary awardees, and biographies to Graduation Officer for use in the OoPs	Office of the Vice-Chancellor and CEO
Script, check and print final version of OoPs	Graduation Officer, liaising with Vice-Chancellor and Chief Executive Officer (or delegate) and Advancement, Alumni and Events

Other Tasks:
Arrange Yeoman Bedell and provide briefing on role	Graduation Officer in liaison with Graduation Event Provider
Arrange for Graduate gown hire	Graduation gown provider in liaison with Graduation Officer,
Arrange for gowns for Council members, VIP guests in the Chancellor Procession, including honorary degree recipients and Esquire Bedell	Graduation Officer in liaison with DGUS (or delegate)
Arrange for gowns for Occasional Address Speakers	Office of the Vice-Chancellor and CEO in liaison with Graduation Officer, and Graduation Event Provider
Arrange ushers	Graduation Officer, liaising with Graduation Event Provider
Arrange testamur framers	Graduation Officer, liaising with Graduation Event Provider
Arrange catering for Academic and Staff Procession and for Chancellor's Procession participants	Graduation Officer in liaison with Vice-Chancellor and Chief Executive Officer, Advancement, Alumni and Events and DGUS (or delegate)
Arrange dais photographer for ceremony	Graduation Officer, liaising with Graduation Event Provider
Arrange official portrait photographer	Graduation Officer, liaising with Graduation Event Provider
Arrange Alumni promotion	Alumni Relations Officer, Student Journey
Arrange to receive official visitors of Vice-Chancellor and Chief Executive Officer	Graduation Officer, liaising with Office of the Vice-Chancellor and CEO
Arrange to receive Chancellor's guests	Graduation Officer, liaising with DGUS (or delegate/s)
Arrange seating of Graduates	Graduation Officer, liaising with Graduation Event Provider
Arrange marshaling of Graduates	Graduation Officer, liaising with Graduation Event Provider
Sort and handle testamurs and medals on stage	Graduation Officer
Marshall and organise the Academic and Staff Procession	Graduation Officer, liaising with Graduation Event Provider
Marshall and organise the Chancellor's Procession	Graduation Officer, liaising with Graduation Event Provider
Arrange debrieﬁng session	Deputy Vice-Chancellor (or delegate)
Issue thank you letters to Occasional Address Speakers	Graduation Officer advises Office of the Vice-Chancellor and CEO. Issued by Vice-Chancellor and Chief Executive Officer

Indoor Ceremonies

(22) In the event of bad weather, the decision to move the ceremony into an indoor venue will be made by the Executive Principal Student Journey(or delegate) by 8am on the date of the ceremony. The Executive Principal Student Journey (or delegate) may limit the number of guests who accompany a Graduate to a graduation ceremony if the ceremony is held indoors. These decisions will be communicated by Student Journey through University and local media and information sources. In these circumstances, the Graduation Event Provider will make arrangements for the graduation ceremony to be streamed through electronic means to other on campus locations to accommodate guest overflow from the indoor graduation venue.

Quality Assurance

(23) The Deputy Vice-Chancellor (or delegate) will convene a graduation steering group approximately 6 weeks out from the event to monitor progress of graduation ceremony preparations.

(24) A post-graduation event meeting will be held to review any issues or positive experiences to inform preparations for the next graduation event, and final report and any recommendations reported to the Curriculum Committee.

(25) Records relating to any action or decision made under these Procedures must be recorded in accordance with the University Records Management Rule.

Authority and Compliance

(26) The Procedures Administrator, the Director Governance and University Secretary, makes these Procedures pursuant to the University's Conferral and Graduation Rule.

(27) UNE Representatives must observe these Procedures in relation to University matters.

(28) These Procedures operate as and from the Effective Date.

Definitions

(29) Graduation Event Provider - Means the internal UNE team leader appointed or an external contracted provider of graduation event origination who is tasked with detailed planning, coordination and the implementation of the event on the day of the graduation ceremony.

(30) Graduation Officer – Means the person assigned to the role of coordinating all activities related to the graduation process. This will normally be the Executive Principal Student Journey, or delegate.

(31) School delegate(s) - Means for the purposes of this Policy – those persons in the following roles from the Academic School, either/and Head of School, Course Coordinator, Unit Coordinator, or HDR Coordinator. All delegates should be inducted into the Graduand eligibility checking process, understand the timing for response, and provide physical or digital confirmation (saved in the Records Management System (RMS)) they have checked eligibility according to the checklist.