Academic Transcripts – Vice Chancellor's Operational Directive

1. Background and context

The University of Technology, Sydney (UTS) has responsibilities to its students and to the wider community to provide information about a student's academic activities at UTS that is clear, comprehensive and accurate.

The academic transcript of UTS is the official document that provides this information. The accuracy and authenticity of UTS academic transcripts is of primary significance to UTS and its students. This is further reinforced by legislation and agencies that empower, review and support public institutions and their reputations. Falsification of academic transcripts damages the reputation of the University and its students at national and international levels. Persons who falsify academic documents may be prosecuted under the NSW Crimes Act 1900.

This Directive outlines UTS' requirements for the information that is provided in the academic transcript.

2. Purpose and scope

2.1 This Directive has been developed to provide:

• a clear, authoritative statement of the purpose, supply, content and format of the official UTS academic transcript.
• information to UTS staff, students and the wider community about the UTS academic transcript.
• a mechanism for the approval and recording of subsequent changes to the content and format of the UTS academic transcript.

2.2 In January 2003 UTS implemented a new student administration system: the Curriculum and Student System (CASS) and, as part of that implementation, undertook a major revision of the layout and style of the academic transcript.

This Directive applies to all academic transcripts produced from 2003 onwards from the information held on the University's Curriculum and Student System (CASS) for all coursework and research award courses and for enrolment in selected courses that do not lead to an academic award of the University (e.g. non award study, cross institution study, exchange programs).

This Directive does not apply in cases where the study was taken at an antecedent institution and where the student information relating to that study is not held on the current Curriculum and Student System. (see below Definitions – 'Antecedent institutions' for further details).

In certain Faculties there is a requirement to record information on student clinical/professional placements or experience and to provide students with an official statement of such experience. This Directive does not apply to such statements of practice.

3. Definitions

antecedent institutions means former institutions which were amalgamated with or subsumed by UTS for which separate records are maintained, as follows:

• New South Wales Institute of Technology (from 1965 to 1974)
• Sydney College of the Arts – School of Design (prior to 1988)
• Balmain Teachers College (from 1946 to 1970)
• William Balmain College of Advanced Education (from 1971 to 1973)
• Sydney College of Advanced Education: Institute of Technical and Adult Teacher Education (from 1980 to 1989).

academic transcript is as defined in the Student and Related Rules, Schedule 1 Definitions.

student is as defined in the Student and Related Rules, Schedule 1 Definitions (definition also includes 'former student').

4. Vice-Chancellor's statement

4.1 Supply of academic transcripts

4.1.1 Academic transcripts are produced under the authority of the Registrar, who has responsibility for the style and format of such transcripts and for the security measures incorporated with their production.

4.1.2 Academic transcripts are provided to students at graduation and at other times at the request of individual students on a fee for service basis.

4.1.3 Academic transcripts may also be provided to external organisations where the student has provided appropriate authority to do so (for example, to professional accreditation bodies, Universities Admission Centre (UAC), other educational institutions and for employment purposes).

4.1.4 Academic transcripts may also be required to be provided under specific legislation (including the Higher Education Support Act (Cwlth), Education Services for Overseas Students Act (Cwlth), Independent Commission Against Corruption Act 1988 (NSW)) and to police services or other law enforcement agencies under subpoena, police search warrant or other similar written official request.

4.1.5 In accordance with the Student and Related Rules, academic transcripts will not be supplied to those students who have financial indebtedness to UTS, until such time as the indebtedness has been resolved.

4.2 Format of academic transcripts

4.2.1 Academic transcripts will be printed on official UTS stationery which contains inbuilt security features.

4.2.2 A register of formats and stationery used for academic transcripts, including copies of the actual paper used, will be maintained by the Registrar. The register will document the dates when specific formats were in operation and when changeovers occurred.

4.2.3 Copies of an academic transcript should not be accepted as an official University document.

4.2.4 Academic transcripts are printed using the English (Roman) character set with standard English punctuation marks.

4.2.5 For courses that are taught in a language other than English, the Academic transcript will be provided in English, with an annotation showing the specific language in which the course was taught. Explanations of results will also be provided in the language of instruction on the reverse of the academic transcript.

4.3 Content – general

4.3.1 The academic transcript provided at graduation will show all courses in which a student has enrolled, with marks and final assessment results for all subjects where that information is held.

4.3.2 The academic transcript provided at times other than graduation may, at the specific request of the student, be printed with subject marks suppressed.

4.3.3 As a general rule and from 2004, UTS does not provide partial academic transcripts i.e. for enrolment in single courses. This provision may be varied but only in exceptional circumstances and with the approval of the Registrar.

4.3.4 UTS does not provide a 'statement of attainment' showing only those subjects that have been completed satisfactorily (i.e. with 'Fail' results suppressed).

4.4 Content – detail

4.4.1 Personal identification is limited to student name and UTS student identification number.

4.4.2 As a general guide, the academic transcript contains the following information:

• Academic awards conferred and/or awards completed and yet to be conferred.
• Level of awards where these are relevant and the award of the University Medal.
• Courses in which the student has enrolled.
• The status of the student within each course at the time of printing.
• Exemptions granted for a particular course in recognition of prior learning.
• Subjects in which the student has enrolled and subject results and also marks if applicable.
• Credit points enrolled and gained, if applicable.
• Award of official prizes based on meritorious performance in academic or academic-related activities.
• Periods of approved leave of absence.
• Thesis title for higher degree research study.
• Academic penalties, arising from unsatisfactory academic performance or from academic or non-academic misconduct, which result in cessation of study including cancellation of enrolment, suspension of enrolment, exclusion from a course, discontinuation, etc.

4.5 Verification of information on academic transcripts requested by third parties

4.5.1 It is in the University's interest and that of its students that the academic achievements and qualifications claimed by applicants for educational, professional, business and other service roles are genuine.

4.5.2 Employers, professional registration, licensing bodies and others may wish to verify that information on academic transcripts is accurate.

4.5.3 Requests for verification of UTS academic transcripts should be made in writing, addressed to the Director, Student Administration and include a copy of the complete document for which verification has been requested. Faxes will be accepted. The University will advise the requesting party whether the information contained in the copy of the submitted transcript is or is not consistent with its current official records. A fee for this service may apply.

4.6 Amendment to general format or content

4.6.1 From time to time, it will be necessary for additional information to be displayed on the academic transcript or for existing information to be displayed differently. Requests or suggestions for such changes should be made in writing and directed to the Registrar.

4.7 Amendment to personal student information

4.7.1 Requests to amend personal student information recorded on the academic transcript will be handled in accordance with Section 8 of the Policy on the Management and Protection of Personal Student Information.

5. Authorities and accountabilities

5.1 The Registrar is responsible for the communication, implementation and enforcement of this Directive.

6. Related UTS and other relevant documentation

Policy on the Management and Protection of Personal Student Information

Requirements for Staff on the Management and Protection of Personal Student Information

Requirements for Students on the Management and Protection of Personal Student Information

Student and Related Rules

7. Approval and revisions tables

7.1 Approval

Revision/modification history

Policy published: November 2006