Graduation Policy

Purpose

The purpose of this policy is to cover the matters related to Alphacrucis University College (AC) student graduation and the issuing of AC qualifications.

Scope

This policy applies to all Higher Education (HE) and Vocational Education and Training (VET) courses at AC.

Policy

Definitions

For the purpose of this policy, the following definitions apply:

• Academic Transcript: The official record of a student's study at AC, including all programs and subjects attempted.
• Graduand: Graduand means a student who has completed their award and been deemed eligible to graduate.
• Graduate: Graduate means a graduand who has had their award conferred on them by AC.
• Graduation in absentia: Graduation in absentia means when a degree is conferred on a student without their presence at a graduation ceremony.
• Alumni: Alumni means the graduates or former students of AC.
• Confer: Confer means the formal process of issuing a qualification to a student.
• Testamur: Testamur means a degree certificate.
• Australian Qualifications Framework (AQF): The national policy for regulated qualifications in Australian education and training, which defines the standards for qualifications.
• Grade Point Average (GPA): A numerical representation of a student’s academic performance, calculated according to a specified formula based on course grades and credit points.
• Higher Education Australian Graduate Statement (AHEGS): A supplementary document provided to graduates that describes the nature, level, context, and status of their qualification and learning outcomes.

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Policy Statement

Eligibility to graduate:

Students are eligible to graduate from the award in which they are enrolled if:

1. 1. 1. They have met all the course requirements as prescribed in the award's regulations;
      2. No financial debt is owed to AC;
      3. There is no current suspension or exclusion on their record;
      4. All borrowed books have been returned to the Library and there are no outstanding loans;
      5. There are no outstanding proceedings related to allegations of Student Misconduct;
      6. They have not already graduated from that award.

 

Graduation Ceremony, In Absentia Graduation or deferment of graduation

• Students must elect to have their award conferred at the graduation ceremony or in absentia. Students who elect to graduate 'in absentia' are not permitted to have their award conferred at a later ceremony.
• Students eligible to graduate may elect to defer their graduation by notifying the Student Experience Department in writing. The maximum period of deferral is until the next graduation ceremony.

 

Reporting of Eligible Graduands

• The Registry is responsible to record and report the names of all the graduates in a list which is to be endorsed by the Academic Board and approved by Council. Registry is responsible to maintain the student records to show who has graduated and become alumni of AC.

 

Revocation of award

• AC reserves the right to revoke any conferred award if it is proven through student disciplinary or other action that the student is guilty of cheating, plagiarism, or other fraudulent activity and obtained the degree under false pretences. (See Exclusion from a Course or Subject Policy and Academic Integrity and Misconduct Policy).

 

Cumulative Grade Point Average (HE only)

• AC uses a cumulative Grade Point Average (GPA) to measure the academic performance of individual students in order to acknowledge excellence and determine recipients of excellence awards at graduation. This is included on the student’s academic transcript. The GPA is an averaging system particularly useful for calculating outcomes for entry into research programs and cross-program and trans-program transferability. The cumulative GPA will be calculated over the duration of the student’s enrolment in a course.

• The GPA at AC is calculated in the following manner: GPA = (4h+3d+2c+1p) / E
• Where:
  • h is the number of credit points gained at HD grade;
  • d is the number of credit points gained at D grade;
  • c is the number of credit points gained at C grade;
  • p is the number of credit points gained at P and S grade;
  • E is the total number of credit points for which a student is effectively enrolled (excluding units with exemptions or withdrawals).

 

Issuance of Qualifications

• AC will issue AQF qualifications in accordance with the AQF Policy on 'Issuing AQF Qualifications'. This requires that all graduates that have completed a course of study in which they have been enrolled are entitled to receive the following certification documentation upon conferral of the qualification:
  • a Testamur; and
  • a Record of Results, which is referred to in this policy as an academic transcript.

• If available for the qualification, a Higher Education Australian Graduate Statement (AHEGS) may also be issued. The Graduate Statement will include information regarding the language of instruction. If a student has completed a course or subjects in LOTE, this will be included in the Graduate Statement. For double degrees that are uniquely accredited as a combined course, a single testamur and academic transcript naming the double degree will be awarded. For double degrees that are based on a structural model that permits two qualifications to be undertaken concurrently for a reduced total duration, two testamurs and a single academic transcript will be awarded.
• All Vocational Education and Training (VET) qualifications will be issued to the student within 30 calendar days from when the student has been assessed as meeting the requirements of the qualification. The student may opt to receive the qualifications at a later date, and through a third party.
• AC graduates are entitled to retain testamurs and records of results once they have been issued unless the AQF qualification builds on a lower level qualification and the accreditation of the course of study requires the surrender of the certification documentation.
• An academic transcript is a true and authoritative record of a student's academic performance and achievements while enrolled at AC. The information on an individual student's testamurs and/or records of results shall not be altered, other than to be re-issued subsequent to the correction of an error.
• All Higher Education awards are conferred by AC Council. A Register of all AQF qualifications AC is authorised to issue is maintained by the Academic Board. Similarly, a Register of all AQF qualifications issued to graduates (Register of Graduates) is maintained by Registry.
• AC will not issue a Testamur and Record of Results if any fees are still outstanding.

 

Printing of Higher Education Testamurs

• To verify originality, AC has incorporated the following measures into the printing of Higher Education testamurs:
• Testamurs contain a ‘fine print’ line which reads ‘Alphacrucis University College’ which can only be seen under a magnifying glass and will not appear on a copy;
• The AC logo on the back of each testamur is printed using thermo-chromatic ink. Rubbing the logo will cause it to temporarily disappear or fade;
• Higher Education testamurs are uniquely numbered with a control number which can be confirmed with AC.

 

Issuing of VET qualifications and VET statements of attainment

• Any VET qualifications and statements of attainments issued by AC comply with the AQF Qualifications Issuance Policy as per the National Vocational Education and Training Regulator (Compliance Standards for NVR Registered Training Organisations and Fit and Proper Person Requirements) Instrument 2025 Division 2 Standard 11 (Issue of VET qualifications and VET statements of attainment).

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Roles and Responsibilities

The following roles and responsibilities apply in relation to this policy: 

• Registrar: The Registrar is responsible for oversight of graduation processes and ensuring policy compliance. The Registrar is also responsible for ensuring this policy is reviewed regularly and remains aligned with institutional and legislative requirements, and coordinating communication of policy revisions to stakeholders.
• Registry: Registry is responsible for reviewing student eligibility to graduate by confirming program completion, financial standing, and conduct status. Registry is also responsible for coordinating the collation and reporting of graduands for endorsement by the Academic Board and approval by Council and maintaining accurate graduation records. Registry is also responsible for communicating with graduands regarding ceremony options, in absentia procedures, and document collection. They are also responsible for maintaining the Register of Graduates and manage requests for replacement certification, issue final academic documentation to graduates, including Testamurs and transcripts, and manage deferral requests and alumni engagement records.
• Program Director: Program Directors are responsible for verifying that students have met all course requirements for their enrolled award and for approving graduation eligibility before final conferral processes.
• Accounts Department: The Accounts Department is responsible for confirming whether any outstanding financial obligations may affect a student’s eligibility to graduate.
• Library Department: The Library Department is responsible for confirming that all books have been returned and there are no outstanding loans.
• Academic Board: Academic Board is responsible for endorsing the list of eligible graduates prior to final conferral and for ensuring academic standards are maintained throughout the graduation process.
• AC Council: AC Council is responsible for conferring qualifications on eligible students as the official awarding authority and for ensuring the integrity of graduation processes and the issuing of AQF qualifications.

Responsible for implementation

Quality Assurance Committee

Key stakeholders

Graduation Committee
Program Directors
Academic Board
Council
Student Experience Department
Students

Related legislation

Higher Education Standards Framework: 1.5

Outcome Standards for Registered Training Organisations 2025:

National Vocational Education and Training Regulator (Compliance Standards for NVR Registered Training Organisations and Fit and Proper Person Requirements) Instrument 2025: Division 2 Standard 11

Higher Education Support Amendment (2023)

Related documents

Application to Graduate

AC Graduation Awards Supplement

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Procedures

Graduation procedure

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