1. The purpose of our policy
This policy outlines the processes for conferring awards, issuing academic documents, and managing related functions including graduation ceremonies, posthumous awards, replacement parchments and rescission of awards.
2. Who our policy applies to
2.1 Inclusions
Our policy applies to:
- students at Adelaide University
- graduates of Adelaide University
- graduates of University of South Australia and the antecedent institutions, pursuant to the Transition Provisions of the Adelaide University Act 2023 (section 32, Schedule 1)
- graduates of The University of Adelaide and the antecedent institutions, pursuant to the Transition Provisions of the Adelaide University Act 2023 (section 32, Schedule 1)
- staff responsible for conferral and graduation administration.
2.2 Exclusions
This policy does not apply to honorary awards and higher doctorates.
3. Our conferral and graduation ceremony policy principles
3.1 Eligibility and approval of awards
3.1.1 Governance of conferrals
Pursuant to section 9 of the Adelaide University Act 2023, Council determines that:
- candidates who have satisfied the requirement for any coursework award of the University shall be admitted to that award on the attestation of the Executive Director, Student Success or the Director, Student Assist; such attestations shall be made to the Academic Registrar and Executive Director, Student and Academic Services;
- candidates who have satisfied the requirement for any Graduate Research award of the University shall be admitted to that award on the attestation of the Pro Vice Chancellor, Graduate Research Training or Director, Graduate Research; such attestations shall be made to the Academic Registrar and Executive Director, Student and Academic Services;
- subject to (i & ii) above, conferral dates of awards will normally be aligned with graduation ceremony dates as determined by the Academic Registrar and Executive Director, Student and Academic Services;
- alternative conferral dates may be determined by the Academic Registrar and Executive Director, Student and Academic Services for graduate research and transnational awards, or where exceptional circumstances apply;
- at least annually, Council will receive a summary of awards conferred;
- graduation ceremonies will be presided over by the Chancellor, Deputy Chancellor, or other Council members appointed by the Chancellor for the purpose;
- the format of the parchment shall be determined by the Vice Chancellor and President;
- Parchments for a degree or diploma will carry the Seal of the University attested by the signatures of the Chancellor and the Vice-Chancellor. For this purpose, it will be permissible for both the seal and the signatures to be reproduced in facsimile.
3.1.2 Change of enrolment
Where a student’s enrolment must be changed to confer an alternative award, the relevant College Pro Vice Chancellor must authorise this change.
Students who did not complete their program requirements may be eligible for an alternative award by approval of the relevant Pro Vice Chancellor. The Student Success team must ensure that all academic requirements for completion are met and recommend the alternative award to the Academic Registrar and Executive Director, Student and Academic Services for consideration on a case-by-case basis.
Coursework students: When a program enrolment change is authorised, Student Success will process the internal credit for undergraduate and coursework master’s students for inclusion in the Australian Higher Education Graduation Statement (AHEGS).
Graduate research students: When a program enrolment change is authorised for a graduate research student, the Graduate Research School will process the change for inclusion in the AHEGS.
3.1.3 Financial standing
Students in bad financial standing or with unresolved academic or administrative issues will not be permitted to graduate unless all outstanding fees and obligations have been discharged, or arrangements for discharge have been made to Adelaide University’s satisfaction.
3.2 Conferral of posthumous awards
We may confer a posthumous award where the student:
- dies after they have completed their program but before the award is due to be conferred.
- at the time of death, was enrolled in courses which, if completed, would have fulfilled the requirements of the award.
- has met all the requirements for an alternative award.
For coursework students, the decision to confer a posthumous award will be made by the relevant College Pro Vice Chancellor and must be reported to the Academic Registrar and Executive Director, Student and Academic Services.
For graduate research degrees, Adelaide University may confer a posthumous award if the graduate research student’s thesis, at the time of death, is deemed suitable for examination, and subsequently examined as fulfilling the requirements of the award.
Following a request from the relevant College Pro Vice Chancellor the Deputy Vice Chancellor – Research and Innovation (DVCRI) will determine, in consultation with the Pro Vice Chancellor, Graduate Research Training and Academic Registrar and Executive Director, Student and Academic Services whether the posthumous award can be considered.
In exceptional circumstances, where substantial research work had been completed but a formal thesis was not prepared, the DVCRI may consider conferral based on examination of published works or research outputs, along with supervisor testimony about the quality and extent of research conducted. Where a thesis does not meet the requirements for a doctoral award, the thesis may be considered for a Master by Research.
Once it has been agreed that a posthumous degree is to be conferred, the deceased student's family will be invited to attend the graduation ceremony as guests of Adelaide University, and any cultural considerations related to the presentation discussed. With approval from the family, the deceased student's name and award will be announced during the graduation ceremony, with the statement that the award is being presented posthumously. The next of kin will be presented with the parchment, the AHEGS and academic transcript either before or after the graduation ceremony.
If the next of kin is unable to attend the graduation ceremony, the award will be conferred at a graduation ceremony, and Student and Academic Services will send via registered post to the next of kin: the parchment, the AHEGS and academic transcript.
3.3 Our academic documents
Once an award is conferred, the student will receive a parchment, an AHEGS, and an academic transcript.
3.3.1 Parchments issued in conjunction with another institution
Where an award is completed in conjunction with another institution, that institution will be acknowledged on the parchment, and where appropriate its logo will also appear (see also our Joint PhD Award Program Procedure). The parchment will only be issued by the home institution once conferral has been actioned by both institutions.
3.3.2 How we use our brand on our academic documents
The use of Adelaide University's name and brand marks must comply with the Marketing and Communications Policy and will be placed equally with any partner institution's name and brand (coat of arms, emblem, logo) on the parchment.
3.3.3 When we will issue an academic transcript
When a student has completed the requirements of a program, and is eligible for an award, we will provide the student, without application and free of charge, one digital completion academic transcript as follows:
- Completion transcript – issued when a student has completed the requirements of a program and is eligible for an award.
- Conferral transcript – issued following the conferral of an award, either at a graduation ceremony or at a meeting of the Council. It includes the date of conferral and details of prizes that have been awarded since the completion transcript was issued.
3.3.4 Digital Badges
A digital badge will be issued to a student who has successfully completed a micro credential.
3.4 Replacement of parchments
A graduate may apply for a replacement parchment when the original parchment has been lost, destroyed, stolen or damaged.
In normal circumstances, the replacement parchment will be issued with the graduate’s legal name at the time the parchment is issued.
The year of completion or date of conferral as applicable, and the full title of the award on the replacement parchment will replicate the detail as appeared on the original parchment.
A replacement parchment will carry the Adelaide University seal and indicate that the parchment is a replacement. If the replacement parchment replaces a parchment issued by The University of Adelaide or University of South Australia this will be noted on the parchment.
We will issue the replacement parchment with the signatures of the Chancellor and the Vice Chancellor at the time of issuing the replacement.
An application for a replacement parchment must be made using the prescribed application form on the Adelaide University website and submitted to the Executive Director: Student and Academic Services. The form must be accompanied by all of the following:
- the fee determined by the Executive Director: Student and Academic Services for the administration and delivery;
- a statutory declaration signed by a Justice of the Peace or lawyer (for lost, destroyed or stolen parchments); and
- the damaged parchment, if applicable.
If the original parchment is recovered after a replacement has been issued, the graduate must return it to the Academic Registrar and Executive Director, Student and Academic Services.
The Academic Registrar and Executive Director, Student and Academic Services is responsible for maintaining a record of replacement parchments.
3.5 Recission of awards
Where it is identified that an award has been conferred in error, the Executive Director, Student Success will attest to the Academic Registrar and Executive Director, Student and Academic Services that an error has occurred. The Academic Registrar and Executive Director, Student and Academic Services will review the matter and, where satisfied, submit a recommendation to Council.
If Council is satisfied that an award has been conferred in error, pursuant to section 9(1)(c) of the Adelaide University Act 2023, Council may rescind the award.
Where an allegation of misleading or deceptive conduct is made to the Vice Chancellor, the Vice Chancellor or nominee will appoint a person with appropriate expertise to investigate the matter to determine if a prima facie case exists.
If the investigation determines that a prima facie case of misleading or deceptive conduct by a graduate exists, the Vice Chancellor will refer the matter to a committee established to investigate the matter. The committee will comprise an external member of Adelaide University Council (as Chair), two academic staff members who are not from the Academic Unit in which the graduate was enrolled, and the President of the Adelaide University Students’ Association or their nominee.
The committee must give the graduate an opportunity to be heard. The committee will report its findings to the Vice Chancellor, who will prepare a recommendation for Council.
Council will determine the outcome of the matter. Where Council determines that an award has been obtained as a result of misleading or deceptive conduct, pursuant to section 9(1)(c) of the Adelaide University Act 2023, Council may rescind the award.
Where an award is rescinded, the Vice Chancellor will give effect to Council’s determination and instruct the Academic Registrar and Executive Director, Student and Academic Services to notify the graduate and arrange for the return and cancellation of certification documentation.
A graduate has the right to lodge a complaint about a decision made by the Adelaide University Council with a relevant external agency.
3.6 How we report to third parties
Tertiary Admissions Centres may request that we provide electronic copies of academic records through the Automated Results Transfer System, free of charge. We will release a student's academic record in accordance with our Privacy Policy.
Where the conferral of an award is required for admission to a professional body, the relevant College Executive Director, or nominee, at Adelaide University may provide the professional body with a list of students eligible for that award as soon as possible after final results have been approved.
Students may request that we provide their academic record to another higher education institution free of charge.
4. Definitions used in our policy
Please refer to our Adelaide University glossary for a full list of our definitions.
Academic transcript means a record of a student's complete enrolment history at Adelaide University, including any enrolments undertaken at the University of Adelaide and the University of South Australia
Australian Higher Education Graduation Statement (AHEGS) describes a graduate’s qualification and achievements in the context of the Australian higher education system. Its purpose is to facilitate national and international recognition of Australian qualifications and to promote international mobility and professional recognition of graduates.
Students who complete an Australian Qualifications Framework (AQF) award will receive an AHEGS upon conferral.
Award is the qualification conferred upon a student following the successful completion of an academic program.
Bad financial standing means a student has not paid their tuition fees, student services and amenities fees, or other charges in full within 21 calendar days of the invoice due date.
Completion is when a student has finished all academic requirements of their degree and met all the necessary criteria to be considered academically eligible for the degree. Usually, students complete their degree before it is conferred.
Completion transcript is an academic transcript provided after all academic requirements are met and prior to award conferral. After conferral, students are part of the University's Alumni.
Conferral is the attestation date on which an academic qualification is granted as long as all conditions are met. This date will appear on parchments.
Conferral transcript is an academic transcript issued after an award has been conferred, including the conferral date and any additional academic distinctions.
Degree is any of a wide range of university programs, including Bachelor, Honours, Master and PhD awards.
Digital Badge means a graphical representation of a student’s skills, combined with a description of the knowledge and activities demonstrated by completing a micro credential.
Graduate means a person who has successfully completed a program and on whom the Adelaide University has conferred an academic award, usually as a person who has been awarded an undergraduate or first degree.
Graduation ceremony award in most cases graduation involves attendance at a graduation ceremony where students are presented to receive an official parchment containing details of their graduate status and qualification earned, which may be in person or in absentia. Graduation is ceremonial and does not equate to conferral.
Home institution means the institution where a student is enrolled, and from which they will graduate.
Internal credit is when a student transfers into a program within Adelaide University and receives credit for previous studies from Adelaide University.
Parchment (also called a testamur) means a legal document that certifies a degree. It is an official document certifying the name of the graduate, the title of the award, and its conferral date. The parchment bears the logo and seal of Adelaide University, and the signatures of the Chancellor and Vice Chancellor.
Prima facie means in the legal sense, on first impression, sufficient evidence exists to support a case.
5. How our policy is governed
This policy is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
| Category | Description |
|---|---|
| Approving authority | Council |
| Policy owner | Vice Chancellor and President |
| Responsible officer | Academic Registrar and Executive Director, Student and Academic Services |
| Effective from | 5 August 2026 |
| Review date | 4 years after date this version is approved |
| Enquiries | Student and Academic Services Policy Team sas.policy@adelaide.edu.au |
| Replaced documents | Conferral and Graduation Procedure |
6. Legislation and other documents related to our policy
Refer to the Delegation Policy for all delegations at Adelaide University.
| Category | Documents |
|---|---|
| Related policy documents | Joint PhD Award Program Procedure |
| Referenced legislation |
Higher Education Standards Framework (Threshold Standards) 2021 Standard 1.5 Qualification and Certification |
7. History of changes
| Date approved | To section/clauses | Description of change |
|---|---|---|
| 4 August 2026 SSES8400POL | N/A | New policy |