University Code of Practice
Production of Transcripts of Academic Record/European Diploma
Supplements/Higher Education Achievement Record for students
on collaborative programmes
Document Reference:
Identifier:
Version:
Collaborative Provision: Production of Transcripts
QH: K 12
Version 1 04
Date: Aug 15
Approved By:
Originator:
ULTAC
LEAP
Responsibilities:
Partner institutions
University faculties
Student Administrative Services
LEAP
Application to collaborative
provision:
Mandatory
Contacts:
Applications for exemptions to:
Report Exemptions to:
quality@hull.ac.uk
ULTAC
ULTAC
Further Guidance:
UK Quality Code for Higher Education, Chapter B10:
Managing higher education provision with others (Dec
2012).
Summary/ Description:
This code of practice sets out the University’s expectations governing the production of
transcripts of academic record/European Diploma Supplements/Higher Education
Achievement Record 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.
Version 1 04 (Aug 15) includes the following changes:
 Updates references to external documents and replaces Head of Quality with Quality
Manager
Version 1 03 (Sep 11) includes the following changes:
 Updates responsibility of some tasks to the Head of Quality
 Strengthens the requirement for the Partner to check accuracy of data prior to
sending to University (para 13)
 Clarifies sample of transcripts to be checked
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
Collaborative Provision: Production of Transcripts
LEAP
Version 1 04 – Aug 15
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This document is available in alternative formats from
Learning Enhancement and Academic Practice
Collaborative Provision: Production of Transcripts
LEAP
Version 1 04 – Aug 15
Document1
QH:K12:2
Code of practice for the production of Transcripts of Academic
Record/European Diploma Supplements/Higher Education
Achievement Record for students on collaborative programmes
INTRODUCTION
1.
There are a number of external requirements that the University must consider
regarding the production of transcripts. The UK Quality Code, Chapter B10
Managing Higher Education with Others states that “When degree-awarding
bodies make arrangements for the delivery of learning opportunities with others,
they ensure that they retain authority for awarding certificates and issuing detailed
records of study in relation to student achievement” (QAA, 2013: 35).
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 October 2007 the report from the Burgess Group ‘Beyond the honours degree
classification’ recommended that Universities in the UK issue students with an
enhanced transcript to be called a Higher Education Achievement Report (HEAR).
The University of Hull will provide a Higher Education Achievement Report
(HEAR) to all undergraduate students who commence their studies from
September 2011. The first HEARs will therefore be issued in summer 2012 to third
year direct entrant students.

The UK Quality Code, Chapter B10 Managing Higher Education with Others
makes clear that the University is responsible for the security and accuracy of
transcripts issued in its name
“The ultimate responsibility for the security and accuracy of certificates and
transcripts/records of achievement lies with the body in whose name they are
issued. If the degree-awarding body wishes to delegate the issue of these
documents to a delivery organisation, it ensures that it has retained the means to
exercise proper control over the process. In the case of joint awards, the
responsibility for issuing a single certificate is shared”
4.
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 directly-funded University awards delivered by partner institutions,
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.
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PURPOSE OF THE CODE
5.
The purpose of this code is to ensure that students on directly-funded
collaborative programmes receive consistent and accurate information with regard
to their award and enable the University to meet external expectations set out
above.
AUTHORITY
6.
The University Learning, Teaching and Assessment Committee is the final arbiter
of the interpretation and application of this code.
PRIOR TO THE PRODUCTION OF TRANSCRIPTS
7.
Each partner institution must nominate one individual to act as the contact person
for any queries or issues regarding transcripts/EDS/HEAR, to co-ordinate activities
at the partner institution and to liaise with the Head of Student Administrative
Services, the University’s contact, accordingly.
8.
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/HEAR 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.
9.
The partner institution must also agree with the Head of Student Administrative
Services the letterhead that the transcript/EDS/HEAR will be printed on. The
visual identities of both institutions must be included on the letterhead.
10.
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.
PRODUCTION OF THE TRANSCRIPTS
RESPONSIBILITIES OF THE PARTNER INSTITUTION
11.
Transcripts must not be produced prior to the ratification of results by the
University’s Student Progress Committee.
12.
The partner institution must produce the transcripts in accordance with the
template as agreed above using the appropriate letterhead. The partner institution
must have their own mechanisms for checking the accuracy of the data and not
rely on the University’s monitoring processes.
13.
The partner institution must ensure that the award, programme title and module
titles are identical to those approved by the University’s Programme Approvals
Committee (or equivalent) in the original programme approval documentation
and/or any subsequent agreed major/minor amendments.
14.
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.
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CHECKING THE TRANSCRIPTS
RESPONSIBILITIES OF THE UNIVERSITY
15.
The University faculty/department contact must check that the partner institution
is using the template and letterhead agreed by the Quality Manager. Any
anomalies should be reported to the Quality Manager.
16.
Using the relevant Board of Examiners’ documentation, as a minimum, the
University faculty/department contact must check the following on all transcripts:



17.


Student name and registration number
Programme title
Final award i.e. 2:1, 2:2 etc.
The University faculty/department contact should also check a sample of the
following:
Module titles and marks
Period of study
18.
The University faculty/department contact should keep a copy of each transcript
for their own records and either send the transcript directly out to each student
within 5 working days of receipt from the partner institution, or agree the transcript
and inform the partner that they may issue the transcript.
19.
Any recurrent issues should be reported to the Quality Manager and if
appropriate the matter should be discussed at the relevant Joint Board of Studies
and, if necessary, the Joint Development Board.
ISSUING THE TRANSCRIPTS
RESPONSIBILITIES OF THE PARTNER INSTITUTION
20. The approved version of the transcript should be issued to the students within two
weeks of approval by the University.
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