Conferral and graduation policy

Purpose

To provide clear guidance on University requirements and responsibilities for:

  • conferral of awards
  • graduation ceremonies, and
  • documentation of students’ achievement and results.

Scope

Awards accredited by RMIT University, including those offered through Open Universities Australia; and awards available from RMIT University for vocational education qualifications on the University’s scope of registration.

Policy provisions

1. Completion

1.1. The Dean/Head of the School offering a student’s coursework award program or (in the case of double degrees) plan is responsible for confirming the student’s completion. See also the course assessment committees and program assessment boards section of the assessment process manual.

1.2. The Dean, School of Graduate Research is responsible for confirming a student’s completion of their higher degree by research program.

1.3. A student or former student may apply to graduate where completion of the relevant higher education program was confirmed in the student management system within the previous 10 years.

1.4. If the award is no longer offered, and 10 years have not elapsed since the student completed the program, the Academic Registrar has discretion to confirm the completion on the basis of the following:

1.4.1. a record of the student’s results.

1.4.2. a record of the program structure at the time of enrolment,

1.4.3. evidence to demonstrate that the results fulfill the program requirements, and

1.4.4. the Dean/Head of School’s confirmation of completion of the program requirements, including any work integrated learning or clinical requirements.

1.5. The University will not confer an award where a higher education student completed program requirements more than 10 years earlier. In these cases a student may be issued with a transcript stating that they had completed the requirements of the program but they are not eligible for conferral or a testamur.

1.5.1. The Academic Registrar may approve exceptions to this.

2. Review of completion decisions

2.1. Where a student has been assessed as not having met the requirements of a coursework program, the student may apply to the Dean/Head of School for a review of the decision.

2.2. Where a school, within 10 working days of the student’s request for a review:

2.2.1 has reviewed a decision and confirmed that the student has not met the requirements of the program, or

2.2.2 has not responded to the request for a review of the decision.

2.3. The determination of a College Appeals Committee on this type of appeal is final and cannot be used as a basis for further appeal.

2.4. Reviews of completion decisions are not available to higher degree by research students. A review of a coursework result in the research program is available in accordance with the assessment policy; or an appeal against the thesis/project examination outcome is available in accordance with the higher degrees by research policy.

3. Conferral of awards

3.1. Subject to confirmation of completion of the program, and other conditions stated in the conferral and graduation process, students may elect to graduate at a ceremony or in absentia.

3.2. In accordance with the ASQA General Direction on Transition and Teach-out, the University will not issue or confer an award on a student for a nationally recognised training package qualification that was deleted (or superseded), or an accredited course that expired (or was superseded) more than 12 months before the student’s completion of the relevant program.

3.3. Award conferral is public information: the University may publish graduates’ names and awards conferred, and their conferral dates.

4. Graduation

4.1. The Academic Registrar may specify which types of awards are eligible to be conferred at a graduation ceremony and which location graduands must have studied at to be eligible to attend a specific ceremony.

4.2. A student may not graduate more than once with the same award. The only exception to this rule is where changes to a training package require graduates of a vocational education award to complete the award again to maintain the currency of the qualification.

4.3. A graduand may be declined permission to graduate in person or in absentia where:

4.3.1 they are the subject of an allegation of misconduct before the University Student Conduct Board and their completion is dependent on the outcome of the hearing, and/or

4.3.2 the University Student Conduct Board has denied them the right to have their award conferred or to attend a ceremony as the outcome of a student conduct hearing.

4.4. The Academic Registrar may decline a graduand permission to graduate in person if they have reasonable grounds for believing that the graduand’s presence at the ceremony would constitute a risk to the safety of any person.

5. Withdrawal or revocation of awards

5.1. To ensure integrity of University records, awards may be:

5.1.1 withdrawn by the Academic Registrar if they are found to have been issued in error, or

5.1.2 revoked by the University Council in accordance with RMIT Statute No. 1, Section 19 Revocation of Awards.

5.2. The revocation of any awards will be reported annually to the Academic Board and Council.

5.3. An award that has been conferred in error by the University may be withdrawn, and the student instructed to return the testamur, under the following circumstances:

5.3.1 where it is established that an error was made in confirming the student’s completion, and the student has not in fact fulfilled all requirements to complete the program; or

5.3.2 where it is established that an error was made in calculating the student’s award level, and the student needs to be issued with a replacement testamur showing the correct award level.

5.4. In such cases it is the responsibility of the School to explain the situation to the student and arrange the return of the testamur by the student.

6. Posthumous awards

6.1. If a student dies, they may be considered for a posthumous award, subject to the conditions below:

6.1.1. in an associate degree, bachelor or master by coursework degree program, where the student had 48 credit points or less of courses still to complete to fulfill all requirements of the program; or

6.1.2. in a master by research or doctoral program, if the Higher degrees by research posthumous submission and examination process is followed; or

6.1.3. at the discretion of the Academic Registrar, where exceptional circumstances are demonstrated.

7. Conferral and graduation process

7.1. The Academic Registrar is responsible for maintaining the Conferral and graduation process.

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