How to Create a Graduation Policy

Purpose and scope

A graduation policy sets the binding rules an institution uses to determine when students have met program requirements and may receive a certificate, diploma or degree. It should state which awards it covers, to whom the rules apply, effective dates, and how the policy relates to other institutional regulations such as academic progression, discipline, refunds and record-keeping. Explicit scope reduces disputes and supports consistent decision-making.

Core policy elements

1. Academic requirements: Specify credit or unit totals, compulsory modules, minimum grades, capstone or practicum requirements, supervised ministry or assessment conditions, and any residency or attendance expectations.
2. Assessment and grading: Describe assessment types, marking scales, moderation, reassessment and academic integrity expectations.
3. Progression and completion: Define how incomplete or deferred work, repeat units and time limits for program completion are handled.
4. Eligibility checks: Set out verification steps for identity, transcript completion, clearance of financial obligations, and any external requirements before graduation clearance is granted.
5. Approval and conferral: Describe who approves graduands (academic board, senate or delegated committee), the conferral date, and issuance process for parchments and transcripts.
6. Records and retention: State how graduation records, conferral minutes, and award documents are stored and how long they are retained.
7. Appeals and corrections: Provide a route for students to appeal decisions or request correction to records.

Legal and compliance considerations

Institutions must ensure the graduation policy aligns with all applicable national, regional and local laws governing the issuance of qualifications, consumer protection and student records. ITAA emphasises that independent theological accreditation does not replace governmental registration, statutory degree-awarding powers, or other local legal requirements; institutions remain solely responsible for compliance and for holding any licences or authorisations required in their jurisdiction.

Operational practices for reliability

• Documented workflows: Map each step from final results approval to conferral and document custody.
• Checks and balances: Use sign-off by at least two authorised officers for conferral lists and award production.
• Secure document handling: Protect original parchments and ensure transcript authenticity measures (e.g. secure paper, digital signatures, or verifiable digital records).
• Regular audit: Schedule internal audits of graduation processes and record-keeping to support continuous improvement.

Communicating the policy

Publish the graduation policy clearly for students and staff. Include an accessible summary in student handbooks and orientation materials, explain timelines for clearance, and provide guidance on fees (if any), ceremonial attendance versus award conferral, and how to request official transcripts. Maintain a dated version history so stakeholders can identify which rules applied to a given cohort.

Template checklist (quick reference)

1. Policy title, approval body and effective date.
2. Scope and definitions (award types, key terms).
3. Academic requirements and assessment rules.
4. Procedures for verification, conferral and issuing documents.
5. Roles and responsibilities (academic board, registry, finance).
6. Appeals, corrections and record-retention periods.
7. Publication and review cycle (review frequency and version control).