§ 24 · Services & exit

Academic documents

An academic document is a statement the university will stand behind years later. So each one is produced from the record rather than typed, carries named signatories, and can be verified from a public page by whoever is holding it.

What it is for

Producing and releasing official documents, and verifying ones presented to you.

Who can do it

RegistrarAcademic Registry StaffFinance (for document fees)

Needed first

A complete academic record
Configured signatories
A document request, or a graduation batch

Where it ends

A released document the student can download, and a public verification page.

Request to release

Student requests→ Fee, if any→ Produced from the record→ Signed→ Released

The Academic Documents screen listing document requests and issued documents with their status. — **Academic Documents** at **Students & Registry**›Academic Documents.

Produced, not typed

A transcript is generated from the results on the record. If it is wrong, the record is wrong, and editing the document would create a document the university cannot support. Send it back to the Examinations or Records office instead.

Document fees are not automatic

Document-fee rules exist and can be configured, but automatic billing from academic modules is disabled — see Student finance. If a document is chargeable, the charge is raised deliberately alongside the request. Check your institution's current practice before releasing a document you assumed was paid for.

Signatories

Check a printed proof before a batch

Where a signatory has not been configured for a document type, the signature block prints as a placeholder rather than a name. That is easy to miss on screen and impossible to miss on a certificate that has already been handed out. Print one proof of each document type before any bulk issue.

Verification

Every issued document carries a reference and a QR code pointing at a public verification page. An employer or another university can confirm that a document is genuine without contacting the Registry and without an account.

Admission letters, receipts and examination cards each have their own verification page.
The verification page confirms the document exists and matches — it does not expose the student's full record.
This is why documents must be released through the system rather than emailed as a file: an emailed PDF has no verifiable counterpart.

The academic documents reports screen with counts of documents by type and status. — **Document reports.** What has been requested, produced and released, exportable to Excel and PDF.

Worked example

A graduate asks for an official transcript

1. Request	The graduate raises it in the student portal under Document Requests
2. Fee	If chargeable, raise the charge and confirm payment before producing. Automatic document billing is off
3. Check the record	All results released; the certificate name correct. Both are far easier to fix before the document exists
4. Produce	Generate from the record. Do not edit the output
5. Proof	Check the signature block carries a name, not a placeholder
6. Release	Only now does it appear under Documents in the graduate's portal
7. Verify	Open the verification link yourself once. If it does not resolve, do not issue the document

If a document will not issue

Symptom	Cause	Fix
The student cannot see a released document	Produced but not released	Release it — the portal tile counts held and released separately
A transcript has gaps	Results not released for a term	Examinations
The signature block is a placeholder	No signatory configured for that document type	Signatories
You cannot open the Signatories screen	Separate permission from producing documents	Ask for it by name
The verification link fails	The document was not issued through the system	Reissue it properly; never circulate an unverifiable PDF
The name is wrong	Captured at application as Full name as on certificate	Correct the record, then reissue