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Monash University Policy Bank

Academic Transcript Policy

Purpose

As of 20 October 2010, this policy has replaced the Transcripts and Testamurs policy for all matters concerning University transcripts. For policy information concerning testamurs, please contact policy-education@monash.edu

The policy outlines the information that is documented on a Monash University academic transcript.

Scope

This policy applies to academic transcripts for all awards, courses and units across all Monash campuses and centres.

Policy Statement

An academic transcript is a true and authoritative record of a student's academic performance and achievements while enrolled at Monash University.  The information on an individual student's academic transcript shall not be altered, other than to be re-issued subsequent to the correction of an error.  

Categories of information recorded on Academic Transcripts:

Academic Board shall approve the categories of information that are recorded on academic transcripts and any changes to these categories. Numerical marks and grades are printed on academic transcripts according to the University Grading Scale.

For Coursework:

For undergraduate and graduate/postgraduate coursework, courses and units will be displayed in a chronological order from the current year of enrolment/completion to the year the course commenced.

The following information is provided:

  • Given and Family name
  • Course Title
  • Award Title
  • Campus, where Academic Board has approved a minimum entry level lower than an ATAR of 70 or equivalent for a campus specific bachelors pass degree
  • Joint or Co-badged degree program
  • Grades and numerical marks for all finalised unit attempts, except for units associated with the Competency Grading Schema which only provide grades (numerical marks are not awarded)
  • Discontinued and withdrawn late units
  • Course Transfer information
  • Credit information
  • Merit based scholarships and prizes that are approved by the Coursework Admissions and Scholarships Committee
  • Awards granted by the University
  • Number of days of workplace training (only applicable to some courses)
  • Special course requirements required to complete the degree (for example: summer placements)
  • Grade Point Average (GPA) and Weighted Average Mark (WAM) are calculated to three decimal places for students commencing a course from Semester 1, 2008 onwards.

Information that is not included about students while enrolled in coursework programs:

  • Outcomes resulting from decisions under Statute 4.1 - Discipline, Statute 6.2 - Exclusion for unsatisfactory academic progress or inability to progress, or Statute 6.3 - Exclusion for health reasons
  • Merit and Equity based scholarships
  • Bursaries
  • Non-academic achievements
  • Intermission for coursework degrees
  • Information relating to administrative encumbrances (e.g. for non payment of fees or improper retention of university resources)
  • Reasons for course discontinuation (for privacy purposes).

For Research degrees:

For research degrees thesis events will be displayed in a chronological order, from the year the first thesis event occurred to the present date.

The following information is provided for research degrees:

  • Given and Family name
  • Course Title
  • Award Title
  • Course Attempt Status
  • Joint or Co-badged degree program
  • Research candidature commencement date
  • Research Percentage of degree
  • Attendance type
  • One specialisation
  • Thesis submission date
  • Thesis title
  • Thesis events including periods of intermission and special leave (sick and maternity leave) from the least to most recent event on record
  • Transfer between research degrees
  • Scholarships and awards approved for inclusion on the transcript by Research Graduate School Committee
  • The formal grading of the research degree, where available.

The following additional information is provided for research degrees with a coursework component:

  • Units will be displayed in a chronological order from the current year of enrolment/completion to the year the course commenced
  • Grades and numerical marks for all finalised unit attempts, except for units associated with the Competency Grading Schema which only provide grades (numerical marks are not awarded)
  • Discontinued and withdrawn late coursework units
  • Credit information

Information that is not included about students while enrolled in research degrees:

  • Action resulting from decisions under Statute 4.1 Discipline or Statute 6.3 - Exclusion for health reasons
  • Confirmation or Candidature Review Panel hearings on academic progress for Higher Degree Research Students
  • Variation to hours of employment
  • Transfer from one department/school/institute to another
  • Change of supervisor (temporary or permanent)
  • Grade Point Average (GPA) and Weighted Average Mark (WAM) are not calculated for research degrees
  • Reasons for course discontinuation (for privacy purposes).

Supporting procedures

Academic Transcript Procedure

Supporting guidelines

Responsibility for implementation

Student and Community Services Division
Monash Research Graduate School

Status

Revised

Key Stakeholders

Deputy Vice Chancellor (Education)
Director Student Administration and Systems
Director Client Services
Director Monash Research Graduate School
Associate Deans (Education)
Associate Deans (Research)
Faculty Student Service Managers

Approval body

Name: Academic Board
Meeting: 5/2010
Date: 20-October-2010
Agenda item: 16.5

Endorsement body

Name: Education Committee
Meeting: 5/2010
Date: 29-September-2010
Agenda item: 7.1.6

Definitions

Academic Transcript: official university record of a student’s academic performance.

Award: degree, diploma or certificate which is listed in the Faculties Regulations, or a research higher degree of the university (Masters or PhD). These are the titles which appear on university testamurs and transcripts.

Course (coursework): the accumulation of units, according to a set of rules, that leads to the award of a qualification (eg: Bachelor of Arts).

Course (research): a study program of independent research conducted according to a set of rules that leads to the award of a qualification (eg: Doctor of Philosophy).

Credit: where a student is assessed and considered previously to have completed the equivalent of a unit or a proportion of a course through formal study (see Credit transfer) or other study, work or life-experience (see Recognition of prior learning), they may receive credit for that unit or proportion, and the course requirements may be correspondingly reduced.

Finalised Unit Attempt: where the Board of Examiners has approved the unit outcome and the result can be published/released to the student.

Joint Degree Program: where Monash and host higher education provider/s jointly develop a program and each higher education provider cross credits the units undertaken at the other institution.

Joint Degree Program (research): involves one study program of independent research that utilises the resources of two partner universities and results in the award of a single degree, jointly awarded by the participating institutions.

Unit: a component of a course of study which is taught and examined as a discrete entity but does not include a thesis for a higher degree by research which is governed by regulations of the Research Graduate School Committee. A unit is represented by a single unit code.

Related legislation

Monash University Act 2009


University Entrance and Admission to Course Regulations


Faculties and Research Graduate School Committee Regulations


Statute 4.1 - Discipline


Statute 6.2 - Exclusion for unsatisfactory academic progress or inability to progress


Statute 6.3 - Exclusion for health reasons

Related policies

Coursework Policies


Collaborative Coursework Arrangements Policy and Procedures


Collaborative Coursework Arrangements - Joint Degree Program Procedures


Collaborative Coursework Arrangements - Twinning Program Procedures


Coursework Scholarships and Bursaries Policy and Procedures


Course Titling and Abbreviation Policy and Procedures


Credit Policy (including Recognition of Prior Learning)


Credit Transfer Procedures


Recognition of Prior Learning for Australian Campuses Procedures


Grading Scale Policy and Procedures


Recognition of Excellence Policy and Procedures


Research Policies


Handbook for Doctoral and MPhil Degrees

Related documents

Date Effective

20-October-2010

Review Date

15-May-2011

Owner

Chair Education Policy Committee Monash Research Graduate School

Author

Office of Pro Vice-Chancellor (Planning and Quality) - Education Policy Monash Research Graduate School

Content Enquiries

policy-education@monash.edu

 

University Policy Use

Version Number: 1.1

Contact: adm-PolicyBank@monash.edu

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