• Section 1 - Overview
• Section 2 - Scope
• Section 3 - Procedures
• Graduation Lists
• Graduation Ceremonies
•  
• Records Management
• Authority and Compliance

Section 1 - Overview

(1) These procedures are made under the Graduation Rule and provide guidance for UNE Representatives involved in Student graduation and outlines roles and responsibilities for graduation lists and graduation ceremonies.

Section 2 - Scope

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

1. the compilation, approval and conferral of graduation lists; and
2. graduation ceremonies.

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

Section 3 - Procedures

Graduation Lists

(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:

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

(5) Prior to each graduation ceremony, and at the end of Trimester 3, Research Services will provide a list of Students to Student Experience 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 Experience 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:

1. Research Services will either confirm the original list is correct (to the extent it relates to higher degree by research Students) or make any required additions and re-submit, to Student Experience, the graduation list with an updated Graduation Certification Form; and
2. Each School, for the Students enrolled in programs administered by that School, will either confirm the original list is correct or make the required additions and re-submit the graduation list to Student Experience.

(7) Student Experience 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 Experience that:

1. they must clear the encumbrance by the advised cut-off date or they will not be able to graduate; or
2. seek approval from the University for the debt to be repaid after graduation.

(9) Prior to each graduation ceremony, and at the end of Trimester 3 the Executive Principal Student Experience provides the Deputy Vice-Chancellor 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 Executive Principal Education Futures), has met the requirements as set out in the Graduation Rule and are therefore eligible to graduate. The Executive Principal Student Experience, and the relevant Head of School if required, must provide any information the Executive Principal Education Futures 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 Deputy Vice-Chancellor or Deputy Vice-Chancellor Research together with an explanation for the change.

(11) The Executive Principal Student Experience or delegate combines the proposed graduation lists into one consolidated final list for graduation ceremony program purposes.

Approval of Graduation List

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

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

Reporting to Council

(15) As soon as practicable, the Executive Principal Student Experience, will provide to the University Secretariat the final Graduands list along with the signed Graduation Certification Forms, from the Deputy Vice-Chancellor and Deputy Vice-Chancellor Research. The list and Graduation Certification Forms will be provided to the  Council at the next available meeting, for noting.

Graduation Ceremonies

(16) Students who are eligible to Graduate will be invited to attend the next designated graduation ceremony by  Student Experience .

(17) Students who wish to Graduate In Absentia and have not already advised the relevant School or Research Services, need to advise Student Experience.

(18) Higher Degree Research Students wishing to graduate In Absentia between graduation ceremonies will need the approval of the Deputy 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 In Absentia their Testamur and Australian Higher Education Graduation Statement (AHEGS) 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 Australian Higher Education Graduation Statement (AHEGS) and Testamur mailed to them by Student Experience 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.

Indoor Ceremonies

(23) In the event of bad weather, the decision to move the ceremony into an indoor venue is made by the Executive Principal Student Experience (or delegate) by 8am on the morning of the ceremony. The Executive Principal Student Experience (or delegate) may limit the number of guests who accompany a graduand to a graduation ceremony. These decisions will be communicated by Student Experience through University and local media and information sources e.g. Insiders Guide, local radio etc.

Lead Responsibilities for Ceremonies

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

Records Management

(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 Rule Administrator, the Director Governance and University Secretary, pursuant to the University's Graduation Rule makes these procedures.

(27) UNE 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.