Quality Manual – Chapter 7


Graduation Procedures and Standards

7.1. Role of the Senate SPCEP

In accordance with its terms of reference, the Senate SPCEP is responsible for approving the examination results of all SPCEPs leading to CUHK qualifications on behalf of the Senate.

7.2. Monitoring of Exit Standards

The SDPUs must recommend the graduate lists of the SPCEPs to the Senate SPCEP for approval at the point of graduation. A clear set of criteria is used to underpin the very broad guidelines on grade distribution in gauging the exit standards at programme level. Measures to safeguard against the risk of grade inflation are in place at course level.

Capturing the overall check points of graduation standard, the template Graduate List Proforma is used for the formal submission of graduate lists to the Senate SPCEP (Appendix 7-1). Information on the “Year of Admission” of each graduate and the “Rolling Admission Figures” of each cohort is required for the monitoring of possible grade inflation by the Senate SPCEP.

Criterion-referenced assessment is adopted. All courses and programmes should follow their respective assessment rubrics in terms of grading and assessment. If Distinctions and/or Merits are granted, the SDPUs should refer to the Guidelines on the Awards of Distinction and Merit for SPCEPs (Appendix 7-2).

In the case of Higher Diploma programmes, a report on the data related to the distribution of Distinctions and Merits should be prepared for submitting to the Senate SPCEP on an annual basis (Appendix 7-3). The data would underpin the Senate SPCEP’s monitoring of exit standards.

For programmes at certificate and diploma level, a Biennial Report on the Distribution of Distinctions and Merits is also compiled by the Secretariat of the Senate SPCEP (formerly the Secretariat of the UExB) for the Senate SPCEP to gauge possible grade inflation and identify good practices (Appendix 7-4).

7.3. Centralized Certification Services

All certificates of award-bearing programmes are issued at the Registry of the University. The Senate SPCEP at the Registry of the University provides centralized certification service for students of all SPCEPs leading to CUHK qualifications. Each graduate certificate is printed with a unique alphanumeric code on its back with the same University’s logo in the front page.

There is a prescribed format and usage of wordings that can be printed on the graduate certificates (Appendix 7-5). 

Graduate certificates for programmes at diploma level or above contain the signatories of the Pro-Vice-Chancellor, i.e. Chairman of the Senate SPCEP, the Registrar, as well as the Director or Officer-in-Charge of the unit concerned. On the other hand, graduate certificates below diploma level contain the signatories of the Director or Officer-in-Charge of the unit concerned.

Each graduate certificate is a unique document and no duplicate copy will be issued.

Replacement certificate in case of loss or damage of an original certificate can be issued through the submission of application by the programme offering unit to the Secretariat of the Senate SPCEP. The procedures for the application for replacement of certificate are in Appendix 7-6.

7.4. Standardized Guidelines for Non-award-bearing Programmes

A Certificate of Attendance (Appendix 7-7) is issued to a participant having fulfilled the attendance requirements of a short-term educational and professional training course of the SDPUs. On the other hand, a Certificate of Completion (Appendix 7-8) is issued to a participant who has fulfilled both the assessment and attendance requirements of a short-term educational and professional training course of the SDPUs.

Clear guidelines are developed on the issuance and printing of both the Certificate of Attendance and the Certificate of Completion (Appendix 7-9). The programme offering units are entrusted with the issuance of certificates for this category with reference to the established guidelines. Deviance from the guidelines must obtain prior approval from the Senate SPCEP.

Essential data of non-award-bearing (Category 39) programmes are collected at different levels of the University for monitoring through the Non-CUSIS CID8 by the Senate SPCEP.  The flowchart for reporting procedures and the relevant template are in Appendix 6-1 and Appendix 6-2 respectively.