Graduation Policy Template

Purpose and scope

This template sets out the core elements an institutional Graduation Policy should include. It is intended for adoption and adaptation by theological institutions, Bible colleges, seminaries and ministry training centres seeking consistent, transparent and defensible rules for awarding certificates, diplomas and degrees.

Core policy elements (template components)

Include the following components in your Graduation Policy. Each element below can be adapted to local legal requirements and institutional practice.

1. Definitions and scope — define awards covered (certificates, diplomas, bachelor, master), modes of study, and who the policy applies to.
2. Eligibility and academic requirements — minimum credit/credit‑equivalent requirements, required modules, minimum grades or GPA, completion of assessed work, attendance or participation requirements where applicable, and resolution of outstanding academic sanctions.
3. Residency and enrolment status — rules on continuous enrolment, leave of absence, part‑time study, and transfer credit recognition.
4. Assessment, moderation and academic integrity — requirements for passing assessment, handling of reassessments, plagiarism/ misconduct procedures, and finalisation of results.
5. Certification and conferral procedures — who approves awards (exam board/academic board), dates for conferral, format of the diploma/certificate, and procedures for issuing transcripts and parchments.
6. Graduation ceremonies — eligibility to attend ceremonies, use of regalia, honorary awards policy (if any) and schedule.
7. Fees, holds and release of documents — conditions under which qualifications or transcripts may be withheld (outstanding fees, library fines), and timelines for release after clearance.
8. Revocation and correction of awards — circumstances and process for correcting, revoking, or replacing awards due to error or proven misconduct, including appeals rights.
9. Records retention and data protection — minimum retention periods for award records and compliance with data protection and privacy law.
10. Communication and publication — public statements about awarded qualifications, wording of award certificates, and responsibilities for truthful representation.

Operational notes for implementation

Adopt clear operational practices: maintain an up‑to‑date academic calendar with award dates, publish deadlines for final assessments and grade submission, operate a formal exam/conferment meeting to ratify awards, and keep auditable records. Ensure staff administering awards receive training on academic integrity, records and disclosure rules.

Legal and regulatory responsibilities

Institutions must ensure their Graduation Policy complies with all applicable national, regional and local laws governing operation, awarding and issuance of qualifications. ITAA is an independent theological accreditation body and does not grant statutory degree‑awarding powers or governmental recognition; accreditation does not override local law. Institutions remain solely responsible for securing any licences, registrations or government approvals required in their jurisdiction before issuing awards.

Template adoption checklist

Before publishing, confirm the policy:

• is approved by the academic board or governing authority;
• aligns with student‑facing handbooks and enrolment terms;
• includes clear timelines for appeals and corrections;
• identifies responsible officers for implementation; and
• is publicly available and kept current.

Student communications and disputes

Publish concise guidance for students covering: how eligibility is verified; how to request transcripts or replacements; how to appeal decisions; and expected timelines for document delivery. Maintain impartial, documented dispute and appeals procedures and record outcomes.