04.

8
ASSESSMENT MARKS,
CERTIFICATES AND FINAL
TRANSCRIPTS
1:

Disclosure of Assessment Marks

2:

Final Transcripts

3:

Certificates

Appendix A:

Duplicate final transcript and application form

Appendix B:

Replacement certificate and application form

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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 Form and payment of the
appropriate fee(s). (For the procedure and full details of charges, please
see Appendix A.)
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.
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3.2 An individual cannot be issued with a Cardiff Metropolitan University

degree certificate (or University of Wales' degree certificate if applicable)
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 Chairs 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.

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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.
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:

7.

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.

Changes to Personal Details

7.1 It is the students 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
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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.
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.

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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 by following

the procedure set out below. Payment must be made with your order.

3.

The following charges apply from 2 February 2010:

Standard charges (inc VAT at the appropriate rate, second class postage)
First copy (award 2000 or after):
15
First copy (award 1999 or before):
40 (includes a 20 nonrefundable search fee)
Additional copies (if ordered at same time):
5 per copy
Supplementary charges
Posting overseas:
If sent to more than one address
DHL, Courier, Express Air etc:
If in sealed envelope, stamped across seal:

5
5 per additional address
30 per address
1 per envelope

4.

It will normally take up to 3 weeks to receive your transcript, provided

your payment details are cleared, once your form has been received
and processed through Academic Registry.

5.

If you completed your period of study in or before 1999, your request

may take longer to process. You are advised that Cardiff Metropolitan
University cannot guarantee that UWIC, CIHE or SGIHE records will
have survived for the year of your award if it was before 1999; in
particular, records for the period 1981 to 1989 may not exist. The
search fee above is non-refundable.

6.

Transcripts may be collected from the Academic Registry, or will be

sent out by post.

7.

If you discover that a prospective employer, educational establishment

or other external body requires details of the programme or module(s)
content in addition to that recorded on a transcript, please contact the
Academic Registry. Details for many programmes/years can be
provided, if available, as follows:
Programme Content/module details (if available):

20 per set.

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REQUEST FOR DUPLICATE FINAL TRANSCRIPT

PLEASE COMPLETE THE FORM IN BLOCK CAPITALS
Please complete the form. The form can be emailed (izone@cardiffmet.ac.uk), 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
A charge will be levied for each transcript requested (payable by cheque), or Credit/Debit
Card). The University is unable to process any request until this payment is received.

NAME IN FULL:

STUDENT NO:

PROGRAMME TITLE (e.g. MA in Education):

DATE OF BIRTH

LAST YEAR
OF STUDY:

ADDRESS:

ADDRESS(ES) for dispatch of transcripts (if different from above)

CITY:

COUNTRY:

CONTACT PHONE NUMBER:

E- MAIL ADDRESS:

POSTCODE:

NUMBER OF TRANSCRIPTS REQUIRED (1/2/3 etc):

PLEASE COMPLETE AS APPROPRIATE (Please refer to section 3 in the guidance above)
One Transcript @ 15 (inc 2nd class postage)

One Transcript @ 40 (Award Pre 2000 (inc 2nd class postage))

Additional transcripts (ordered at the same time) @ 5 each

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Additional addresses @ 5 per address

Postage Overseas (5), if applicable

DHL, Courier, Express Air etc @ 30 per address, if applicable

Sealed internal envelope stamped across seal @ 1 per envelope

Total

I enclose cheque (made payable to Cardiff Metropolitan University) for ...

SIGNATURE:

DATE:

OFFICE USE ONLY

DATE RECEIVED BY REGISTRY:

AMOUNT PAID:

DATE AND NUMBER OF TRANSCRIPTS

PRINTED:

PAYMENT TYPE:
GIRO/PO NO:

DATE POSTED:
DATE PAID TO EXCHEQUER:
LOGGED ON CAMS:
NAME OF ADMINISTRATOR:
DATE:
SIGNATURE:
Payment to be credited to:
MRTRAN

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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:
DHL, Courier, Express Air etc:

5
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.

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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.

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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 (izone@cardiffmet.ac.uk), 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.
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I declare that my original certificate has been lost/destroyed. I understand that 30

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:

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DATE REPLACEMENT CERTIFICATE POSTED:

DATE PAID TO EXCHEQUER:

NAME OF ADMINISTRATOR:

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13