Code of practice for the production of Transcripts of Academic
Record/European Diploma Supplements for students on
collaborative programmes
Document Reference:
Identifier:
Version:
Collaborative Provision: Production of Transcripts
QH: K 12
1 02
Date: Oct 10
Approved By:
Originator:
Academic Board
University Quality Office
Responsibilities:
Partner institutions
University faculties
Student Administrative Services
Application to collaborative
provision:
Mandatory
Contacts:
University Quality Office
Applications for exemptions to:
Report Exemptions to:
ULTAC
Academic Board
Further Information:
QAA Code of Practice Section 2
Summary/ Description:
This code of practice sets out the University’s expectations governing the production of
transcripts of academic record/European Diploma Supplements for students on
programmes delivered by partner institutions leading to the University’s awards. It sets out
the processes that partner institutions and University faculties/departments must follow to
ensure that consistent and accurate transcripts are issued to students.
This university Code has been written in accordance with the approach approved by QSC to enhance clarity
(Quality Handbook section A2) involving the following terminology:
must = mandatory
should = advisable
may = desirable.
Where these terms are used they are emphasised in bold.
This document is available in alternative formats from
the University Quality Office
Collaborative Provision: Production of Transcripts
University Quality Office
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Code of practice for the production of Transcripts of Academic
Record/European Diploma Supplements for students on
collaborative programmes
INTRODUCTION
1.
There are a number of external requirements that the University must consider
regarding the production of transcripts. In its policy statement on a Progress File for
Higher Education, the QAA states that “Institutions should provide transcripts for all
HE provision for which credit is awarded and all provision that leads to an HE
award.” The QAA provides detailed information on Progress Files and, in particular,
transcripts on their web site.
2.
In addition, the UK government has signed up to the Bologna Process, which aims
to improve the mobility of students within Europe, setting out a standard pattern of
HE provision, and a method of understanding the awards made in the constituent
countries. As part of this, the European Diploma Supplement (EDS) has been
introduced for HE. The EDS consists of a standard set of information that normally
accompanies, or is part of, the HE transcript. It adds further information to the
transcript, which will help institutions outside the UK to understand the context in
which the award has been made. Currently, the EDS forms one page of the
University of Hull’s standard transcript with an accompanying descriptive leaflet. To
ensure that the document is of use to the student in the future, the University has
taken the approach of giving the minimum amount of information whilst still meeting
the requirements.
3.
In terms of collaborative arrangements, the guidance set out in Section 2 of the
QAA Code of Practice (Precept A24) states that:

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4.
the University is responsible for the security and accuracy of transcripts issued
in its name
if the University wishes to devolve responsibility to a partner institution for
issuing transcripts it should ensure that it has retained the means to exercise
proper control over all transcripts issued in its name
the certificate and/or the transcript should record the name and location of any
partner organisation engaged in the delivery of the programme of study.
Currently, with the exception of Bishop Burton College, data required to produce a
transcript includes detailed information which the University does not usually hold
for students on University awards delivered by partner institutions i.e. validated,
such as individual module marks. As a consequence, the University has devolved
the responsibility to partner institutions to initiate the production of the transcripts for
these students whilst retaining the authority to monitor the accuracy of the data
prior to being despatched to the students.
PURPOSE OF THE CODE
5.
The purpose of this code is to ensure that students on collaborative programmes
receive consistent and accurate information with regard to their award and enable
the University to meet external expectations set out above.
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PRIOR TO THE PRODUCTION OF TRANSCRIPTS
6.
Each partner institution must nominate one individual to act as the contact person
for any queries or issues regarding transcripts/EDS, to co-ordinate activities at the
partner institution and to liaise with the Head of Student Administrative Services,
the University’s contact, accordingly.
7.
The partner institution must agree with the Head of Student Administrative
Services, prior to the production of the transcripts, a template transcript to be used
for all students receiving University of Hull awards. The template transcript must
clearly record the name and location of the partner institution engaged in the
delivery of the programme of study. To ensure consistency across all collaborative
programmes, the University’s transcript/EDS should be adopted with appropriate
modifications to meet the requirements of the partner institution. Any amendments
to the template require the approval of the Head of Student Administrative Services.
8.
The partner institution must also agree with the Head of Student Administrative
Services the letterhead that the transcript/EDS will be printed on. The visual
identities of both institutions must be included on the letterhead.
9.
Once both the transcript/EDS template and the letterhead have been agreed, the
Head of Student Administrative Services will circulate copies to University
faculties/departments for information.
RESPONSIBILITIES OF THE PARTNER INSTITUTION
10.
Transcripts may be produced following the ratification of results by the University’s
Student Progress Committee.
11.
The partner institution must produce the transcripts in accordance with the template
as agreed above using the appropriate letterhead. The partner institution should
have their own mechanisms for checking the accuracy of the data and not rely on
the University’s monitoring processes.
12.
The partner institution must ensure that the award, programme title and module
titles are identical to those approved by the University’s Programme Approval
Committee in the original programme approval documentation and/or any
subsequent agreed major/minor amendments.
13.
The partner institution should keep a copy of each transcript for their own records
and send the batch of transcripts to the University faculty/department contact.
RESPONSIBILITIES OF THE UNIVERSITY
14.
The University faculty/department contact must check that the partner institution is
using the template and letterhead agreed by the Head of Student Administrative
Services. Any anomalies should be reported to the Head of Student Administrative
Services.
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15.
As a minimum, the University faculty/department contact should check the
following:
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
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Student name and registration number
Programme title
Module titles and marks
Final award i.e. 2:1, 2:2 etc.
16.
The University faculty/department contact should use the the relevant Boards of
Examiners documentation eg. module/programme board mark grids, minutes,
candidate lists etc. Any anomalies should be reported to the partner institution and
if necessary a new transcript produced.
17.
The University faculty/department contact should keep a copy of each transcript for
their own records and send the transcript directly out to each student within 5
working days of receipt of the transcript from the partner institution.
18.
The University faculty/department contact must, in the first year of operation of the
code, check the accuracy of all transcripts produced by partner institutions.
University faculties/departments may consider a lighter touch following this period,
and sample check transcripts, depending on the number and type of anomalies
raised above.
19.
Any recurrent issues should be reported to the Head of Student Administrative
Services and if appropriate the matter should be discussed at the relevant Joint
Board of Studies and, if necessary, the Joint Development Board.
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