Transcripts and Testamurs Procedures

Please note that these procedures have not yet been revised or converted to the new format .

Information to be included

In addition to grades and other identifying information, information to be included on academic transcripts includes:

• Transfer information.
• Merit based scholarships that are approved by the University's Scholarships Committee.
• Membership of the Dean’s List, or award of a prize.
• all Medals and Dean’s Recognition Awards.
• Faculty prizes and scholarships where listed by the Associate Dean (Teaching), and approved annually by the Scholarships Committee (refer procedures below).

Information not to be included

Information that shall not be included on academic transcripts includes:

• Exclusion for unsatisfactory academic progress.
• Exclusion for misconduct.
• ‘Merit and Equity’ based scholarships.
• Non-academic achievements. Other ways to showcase these achievements shall be explored.

Academic awards, prizes and rankings

Associate Deans (Teaching) shall write annually to the University’s Scholarships Committee listing any Faculty prizes and scholarships proposed for inclusion on transcripts. The lists shall be forwarded to the Coursework Scholarships Committee, and/or the Research Graduate School Committee as appropriate, for transmission to the Scholarships Committee for approval along with university-level merit based scholarships proposed for inclusion on transcripts. Faculties will then be asked to provide an annual certification of recipients to be added to the Coursework Scholarships and Research Scholarships databases and subsequently to Callista for the production of transcripts.

Where an individual faculty holds that ranking is relevant for its student cohort, the Associate Dean (Teaching) shall advise the Student and Staff Services Division of the units for which rankings are to be recorded and the number of ranks required for each unit.

Discontinued units

Discontinuations before the appropriate withdrawal date shall be recorded as "WD" on academic transcripts for all students.

Discontinued units shall only appear on transcripts after the census date in semester one and after the first four weeks in semester two.

Access to individual course transcripts

Academic transcripts for individual courses shall be available to students on request.

Deletions from transcripts

In very exceptional circumstances, a unit record and result may be deleted from the academic transcript but only on the recommendation of the Dean concerned and with the approval of the Vice-Chancellor.

Authorisation for variations between faculties

The Education Committee shall consider submissions for variation in academic transcripts between faculties for the entire cohort of a course, on the merit of the individual cases presented. Variation shall only be considered in exceptional circumstances.

Scope

These procedures apply to all transcripts for coursework awards and all testamurs.

Related Documents

• Transcripts and Testamurs Policy
• Course Structure Policy and Procedures
• Course Titling and Abbreviation Policy and Procedures
• Teaching in a Language Other than English Policy
• Recognition of Excellence Policy   and Procedures
• Honours Year Programs Policy and Procedures

Governing Documents

• Monash University Act 1958

Responsibilities for Implementation

• University wide - Deputy Vice-Chancellor (Education), Student and Staff Services Division
• Faculty wide - Deans, Associate Deans (Teaching)

Review Schedule

These procedures will be re- considered conjointly with the review of relevant policies.

Approved

Approved by the Deputy Vice-Chancellor (Academic and Planning) on 2 December 2002

Change to "Responsibilities for Implementation" made by Education Committee Meeting 6/2005, 26 October 2005.