04-08 Examination Results Certificates and Transcripts

04.8 ASSESSMENT MARKS, CERTIFICATES AND FINAL TRANSCRIPTS

1: Disclosure of Assessment Marks

2: Final Transcripts

3: Certificates

Appendix A: Duplicate final transcript

Appendix B: Replacement certificate and application form

Academic Handbook 2014/15 - Volume 1 - 04.8 – Examination Marks, Certificates and Final Transcripts –modified 06.11.09, 03.02.10, 05.02.10, 09.09.10, 10.01.11, 16.11.11, 13.12.11, 14.03.13, 24.06.13, 14.04.14 last modified 22.10.14, 12.01.18

1 CARDIFF METROPOLITAN UNIVERSITY PRIFYSGOL METROPOLITAN CAERDYDD

ASSESSMENT MARKS, CERTIFICATES AND FINAL TRANSCRIPTS

1. Disclosure of Assessment Marks

1.1 Marks attained at examinations or other assessment may be disclosed to candidates on all programmes of study, provided that these marks have first been ratified by the relevant Examination Board.

1.2 In order to provide students with continuous feedback, provisional marks or other indications of performance may be given on a provisional basis. Students must be informed of the provisional nature of the mark.

2. Final Transcripts

2.1 Full final transcripts, providing information on what was studied, what was completed successfully and what was not completed successfully, will be provided by the Academic Registry to students on completion of their study or upon withdrawal from their programme of study, following ratification of marks and award of credits by an Examination Board.

2.2 Where a module has been completed successfully and the credits achieved, only the mark for the final successful attempt will be shown on the transcript, together with the number of attempts.

Where a module has not been completed successfully and the credits have not been achieved, the highest mark for an unsuccessful attempt will be shown, together with the number of attempts.

2.3 A single copy of their transcript should be issued to students without charge.

2.4 Additional copies of the final transcript will be provided to students upon completion of the Transcript Request

3. Certificates

3.1 Certificates will be provided to students by the Academic Registry in accordance with the timescales in section 4 below following confirmation of the award. In the case of University of Wales' degrees and other qualifications, in accordance with obligations under Service Level Agreement between the University of Wales and Cardiff Metropolitan University, the University of Wales will produce and send to the University all certificates within eight working weeks of receipt of results transfers, and Cardiff Metropolitan University will provide those certificates to students, together with information on the University of Wales Guild of Graduates, within 20 working days of their receipt.

3.2 An individual cannot be issued with a Cardiff Metropolitan University degree certificate (or University of Wales' degree certificate if applicable) Academic Handbook 2014/15 - Volume 1 - 04.8 – Examination Marks, Certificates and Final Transcripts –modified 06.11.09, 03.02.10, 05.02.10, 09.09.10, 10.01.11, 16.11.11, 13.12.11, 14.03.13, 24.06.13, 14.04.14 last modified 22.10.14, 12.01.18

2 or use the appropriate letters after his/her name until he/she has been formally admitted to that degree, either by attending a formal Degree Congregation or in absentia by decree of the Vice-Chancellor of Cardiff Metropolitan University.

3.3 Duplicate copies of certificates cannot be provided. Replacement certificates may be obtained only in specific circumstances by application to Cardiff Metropolitan University, the University of Wales, or EDEXEL (as appropriate to the nature and date of the qualification) and payment of any appropriate fee. Full details are given in Appendix B.

4. Timescales for Issue of Results, Transcripts and Certificates

4.1 Subject to Chair’s Actions, unfair practice allegations and any other outstanding matters, the following maximum timescales will normally apply for issue of documents from Academic Registry:

 Pass and Award letters – produced within 2 weeks of an Examination Board.

 Profile of Marks – produced within 8 weeks of an Examination Board.

 Transcript, Certificate – produced within 12 weeks of an Examination Board.

4.2 Schools are responsible for informing students of progression, retrieval or fail outcomes. Schools will issue details of any communications they will make to students about their examination and assessment results with timescales, in their Programme Handbooks and on Blackboard and the School student portal sites.

5. Policy on Debtors

Results of students who are enrolled and become debtors will be processed in the normal way in accordance with the following.

5.1 If a student is a debtor, his/her examinations and assignments shall be marked in the normal way and without prejudice. The mark shall be disclosed to the student in the same way as for all other students (except as in 5.4 below).

5.2 If a student is a debtor, his/her profile shall be considered by the Examination Board and any progression or relevant award confirmed along with all other students and without prejudice.

5.3 If a student is a debtor, he/she shall be informed of the decision of the Examination Board regarding progression or award in the same way as all other students.

5.4 If a student is a debtor, he/she shall be entitled to attend a Degree or Diploma Ceremony in the same way as all other students.

3 5.5 If a student is a debtor, no transcript or certificate or other form of confirmation of marks or award shall be issued until the debt has been paid in full.

5.6 If a student is a debtor, no confirmation of any marks or award will be provided to prospective employers, universities, sponsors or other third parties until the debt has been paid in full.

6. Policy on Gender Reassignment

6.1 The Gender Recognition Act 2004, gives transgendered people legal recognition as members of the sex appropriate to their gender (male or female) allowing them to acquire a new birth certificate, affording them full recognition of their acquired sex in law for all purposes, including marriage.

6.2 All other major documents can be changed to reflect their new name and preferred gender including exam certificates and qualifications.

6.3 Students requesting replacement Transcripts and Certificates as a result of gender reassignment can be provided with new documents upon application to include:

 Return of the Certificate and Transcript originally provided.  A copy of either the Gender Recognition Certificate or Birth Certificate (with the changed details).  A letter to the Head of Registry expressing your wish to have your name/gender changed as a result of your gender change.

7. Changes to Personal Details

7.1 It is the student’s responsibility to ensure that the personal details held by the University about them are correct.

7.2 The names entered on the student enrolment form and verified as part of the enrolment procedure are those that will appear on a graduation certificate.

7.3 If errors in the personal details held about a student are identified or if the personal details have changed the student should inform the University by submitting the Name Change Request Form (4.8A) or the Date of Birth/Address Change Request Form (4.8B) as appropriate to Academic Registry. The final date by which forms will be accepted is 4 weeks prior to the final Examination Board. On receipt of the change request, Academic Registry will confirm whether further official documentation is required to confirm the change.

7.4 Requests to correct errors in a Date of Birth must be accompanied by evidence of the correct Date of Birth. A birth certificate or passport would constitute acceptable evidence.

4 7.5 Name changes that are effective post the final Examination Board will not normally be accepted because the enrolment has ceased and for audit and subsequent confirmation of awards the name on the certificate must match the name the student was enrolled under. However under exceptional circumstances, such as gender re-assignment, the name change may be permitted, subject to agreement by the Academic Registry.

5 APPENDIX A FOR THE ATTENTION OF STUDENTS:

REQUESTS FOR A DUPLICATE FINAL TRANSCRIPT

1. One copy of your final transcript (the full record of your academic study) is issued free by the Academic Registry on completion of your programme of study or on withdrawal from your programme of study.

2. You may request additional copies of your final transcript here: Academic Transcripts

6 APPENDIX B

Replacement Certificates

1. Certificates for University of Wales Awards only

The University of Wales will issue replacement certificates only in specific circumstances. Details and an application form can be obtained from the University of Wales website at the following link: http://www.wales.ac.uk/Resources/Documents/Alumni/Services/R eplacementCertRequest.pdf

2. BTEC Certificates and Diplomas from January 1984 to June 1996

Replacement certificates are obtainable from Edexcel at the following link: http://www.edexcel.org.uk/studying/certificates/vocational/

3. Certificates for Cardiff Metropolitan University Degrees and Other Awards (from 1 November 2011), all BTEC Certificates and Diplomas from June 1996 and Certificates Issued by UWIC, CIHE or SGIHE before 1 November 2011 for Other Awards

Cardiff Metropolitan University will issue replacement certificates only in the circumstances set out below. Mislaying a certificate temporarily is not considered sufficient grounds for replacement.

3.1 Applications for replacement certificates will be granted provided that the student submits a signed statement confirming that the original certificate has either been destroyed or lost. A fee of £30 (inclusive of VAT at the appropriate rate and second class postage) will be charged. Cheques should be made payable to “Cardiff Metropolitan University” and submitted to the Academic Registry at Cardiff Metropolitan University, together with the form attached below.

3.2 The following charges apply from 2 February 2010:

Standard charges (inc VAT at the appropriate rate, second class postage) Replacement Certificate (one only) £30

Supplementary charges Posting overseas: £5 DHL, Courier, Express Air etc: £30

3.3 In the case that a certificate has become damaged, the certificate should be returned to the Academic Registry at Cardiff Metropolitan University and a new one will be issued free of charge.

3.4 Replacement certificates will be despatched within 28 working days from the receipt of the signed declaration on the attached form.

7 3.5 Replacement certificates will be marked ‘replacement’ and carry the date of the re-issue of the certificate. The replacement certificate may differ in format to the one that was issued originally but will contain the same information.

8 REQUEST FOR A REPLACEMENT CERTIFICATE

If the Certificate was for a University of Wales degree, this form must not be used; you should contact the University of Wales, not Cardiff Metropolitan University, for a replacement certificate.

A charge of £30 will be levied for a replacement certificate. The University is unable to process any request until this payment is received.

Please complete the form. The form can be emailed ([email protected]), posted or taken to the I-Zone

Cardiff Metropolitan University, Llandaff Campus, Western Avenue, Cardiff, CF5 2YB

PAYMENT Payments can be: 1. By telephone (credit card) if an email application (Tel 02920 20 5600, I-Zone) 2. By cheque (payable to ‘Cardiff Metropolitan University’) if a postal application 3. By Cash, credit card or cheque if paid at the I-Zone

FULL NAME (at time of graduation/qualification): STUDENT NO (if known):

DATE OF BIRTH:

QUALIFICATION OBTAINED: (e.g. BA, MSc, HND, HNC, other)

FULL PROGRAMME TITLE (e.g. Diploma in Metrology):

YEARS OF STUDY (e.g. 1997 to 2000):

ADDRESS for despatch of replacement certificate:

CONTACT PHONE NUMBER: E- MAIL ADDRESS:

PLEASE TICK AS APPROPRIATE: I am enclosing my damaged certificate. I understand that no fee will be charged for replacing this certificate. I declare that my original certificate has been lost/destroyed. I understand that £30

9 will be charged for a replacement certificate. I undertake to return the replacement certificate should the original be eventually recovered.

PLEASE COMPLETE AS APPROPRIATE

One replacement Certificate @ £30 (inc 2nd class postage) £ Postage Overseas (£5), if applicable £ DHL, Courier, Express Air etc (£30), if applicable £ Total £

I enclose cheque/ Giro/Postal Order (made payable to “Cardiff Metropolitan University”) for £ …………... or Credit/Debit Card details (see below). Cash cannot be accepted.

SIGNATURE: DATE: PRINT NAME:

Payment Details

Cheques or Postal Orders must be made payable to "Cardiff Metropolitan University". Cash cannot be accepted.

If you wish to pay by Credit/Debit Card, then please complete details below and send to address shown above (alternatively, you may leave the following blank when submitting the form, and contact us to make payment by telephoning 029 20205600).

Type of Card (e.g. Visa/Switch/Mastercard):

Card Number (16 digits):

Expiry Date: Start Date: Issue Number: (if Switch/Maestro) Verification Number (Last three numbers on signature strip):

Billing Address (if different from address given above):

I authorize the University to debit my credit/debit card with the following amount:

Total Cost: £………………. Signature: ………………………………………….

Post the completed form with your payment to: Cardiff Metropolitan University, I-Zone, Llandaff Campus, Western Avenue, Cardiff, CF5 2YB

OFFICE USE ONLY (Payment to be credited to: MRTRAN)

DATE RECEIVED BY ACADEMIC REGISTRY: AMOUNT PAID:

CONFIRMATION OF AWARD (YES/NO): PAYMENT TYPE:

DATE REPLACEMENT CERTIFICATE POSTED: DATE PAID TO EXCHEQUER:

10 NAME OF ADMINISTRATOR: