Manual of Policies and Procedures

E/10.2 Award parchments

Contact Officer

Director Student Business Services

Approval Date

14/11/2008

Approval Authority

University Academic Board

Date of Next Review

01/01/2012

10.2.1 Definition of award parchment
10.2.2 Form of award parchments
10.2.3 Replacement and substitute award parchments
Related Documents
Modification History

This policy should be read in conjunction with the procedural information provided on the HiQ website (QUT staff and student access only).

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10.2.1 Definition of award parchment

Award parchments are issued to students who have completed their course requirements and who have had an award conferred (E/10.1.1). Parchments are issued under seal (A/1.4).

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10.2.2 Form of award parchments

Parchments contain the following generic details: the name of the university, university logo, signatures of the Chancellor, Vice-Chancellor and President, and Vice-President (Administration) and Registrar and the QUT seal.

Parchments contain the following specific details: the graduand's name, the graduand's student number, appropriate award nomenclature (see below), the degree/award title, the date of conferral and, where relevant, the study area and whether the award is granted with distinction or honours.

In rare and exceptional circumstances, the Vice-President (Administration) and Registrar may approve in principle a proposal to dual badge award parchments for a particular course. This approval should occur prior to the formal approval of the specified course. The final form of any dual-badged parchment will be determined by the Vice-President (Administration) and Registrar.

Parchments for degrees (and associate degrees) contain different nomenclature to that of associate diplomas, diplomas, graduate certificates and graduate diplomas.

Nomenclature for degrees is:

"[Name] having fulfilled all the conditions prescribed by the University has been admitted to the degree of [name of award]". See QUT's Corporate Identity Manual for an example.

Nomenclature for associate diplomas, diplomas, graduate certificates and graduate diplomas is:

"[Name] having fulfilled all the conditions prescribed by the University has been awarded the [name of award]"

University Academic Board may approve the recording of one study area on award parchments. Information about which study areas are approved for inclusion on award parchments can be found on the Teaching website under course and study areas. Refer also to policy on study areas in C/3.1.3 .

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10.2.3 Replacement and substitute award parchments

a) Definition

A 'replacement' parchment replaces a parchment issued originally by the Queensland University of Technology.

A 'substitute' parchment substitutes a parchment issued originally by predecessors of Queensland University of Technology (including Brisbane College of Advanced Education, Brisbane Kindergarten Teachers' College, Kedron Park Teachers' College, Kelvin Grove Teachers' College, Kelvin Grove College of Teacher Education, Kelvin Grove College of Advanced Education, North Brisbane College of Advanced Education, Queensland Institute of Technology, and the [Queensland] Teachers' Training College).

Substitute parchments will not be issued for parchments issued originally by Education Queensland or bodies not currently associated with higher education.

b) Conditions under which award parchments may be replaced or substituted

Replacement and substitute parchments will be issued subject to the following conditions:

  • where the original parchment has been lost in transmission or subsequently, and a statutory declaration is submitted to that effect;
  • where the original parchment was defective or has been damaged, and the parchment is returned;
  • where a change of name has been requested (certified copies of supporting documentation must be provided).

Replacement or substitute parchments will be issued free of charge where the original was lost or damaged in transmission from the University, or was defective. A fee will be charged in all other cases.

c) Form of parchments

All replacement and substitute parchments will be produced on QUT proforma and, except where a replica is issued as a replacement, will be produced using the proforma current at the time of issue of the replacement or substitute, and will incorporate the signatures of the incumbent Chancellor, Vice-Chancellor and President, and Vice-President (Administration) and Registrar.

The student's name on the replacement and substitute parchments will be the same as on the original parchment unless they have requested a change of name. In exceptional circumstances the Vice-President (Administration) and Registrar may approve variations to the application of this policy.

d) Endorsements

i) Replacement parchments

Replacement parchments will carry no endorsement where the original parchment can be replicated in every respect. The University cannot guarantee to provide replicas in every instance.

However, where there has been any change in the proforma itself, the QUT seal, or the signatories, and no stock of the original is available, a replacement parchment will be endorsed as follows:

  • 'This parchment is a replacement for a parchment issued under the QUT seal on (day, month, year appearing on original parchment) (under the name of {name appearing on original parchment} ).'

ii) Substitute parchments

Substitute parchments will carry one of the following endorsements, as appropriate, in every case:

  • 'This parchment is a substitute for a parchment (number - if known) issued on (day, month, year appearing on original parchment) (under the name of {name appearing on original parchment} ) by (institution), which was incorporated into Queensland University of Technology on 1 May 1990.'

    or

    'This parchment is a substitute for a parchment issued on (day, month, year appearing on original parchment) (under the name of {name appearing on original parchment} ) by Queensland Institute of Technology which became Queensland University of Technology on 1 January 1989.'

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Related Documents

MOPP A/1.4 QUT seal

MOPP E/10.1 Conferral, graduation and academic dress

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Modification History

Date Sections Source Details
19.02.11 All Vice-Chancellor Policy revised to include approved name change for Office of Teaching Quality to Learning and Teaching Unit

14.11.08

E/10.2.3

University Academic Board

Revised policy to clarify conditions for replacement or substitute award parchments

12.09.08

E/10.2.2

University Academic Board

Revised policy relating to dual badging (endorsed by Academic Policy and Procedures Committee 25.08.08)

08.06.06

E/10.2.1, E/10.2.2

Student Business Services Department

Minor editorial amendment consistent with delegation of authority to the Registrar to confer awards (approved by University Academic Board 24.03.06)

01.07.05 E/10.2.2 University Academic Board Amended requirements for parchment details to include graduand's student number (effective from September 2005)
14.11.03 All University Academic Board New policy (effective from 01.01.2004)

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