ST40 – Diplomas & Certificates

Records of the issuing of diplomas and certificates to students who have completed their program of study.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Retention Rationale | Version Information

Content & Scope

The issuing of diplomas and certificates is managed through a database which captures the name and degree granted for graduating students at each convocation. The information about graduating students in the convocation program is produced from this database. Additionally, this database is used to process requests for duplicate/replacement diplomas.

The records include specimens of diplomas and certificates, templates of diploma formats and signatories, and diploma production files.

Related Records

For supporting documentation related to duplicate/replacement diplomas, see ST42 – Document Requests.

Responsible Unit

Registrar’s Office.

Information Steward


Information Confidentiality Classification



  • Templates: Permanent.
  • Diploma production files: 5 years.


Secure Destruction.


Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.

Retention Rationale

The retention period is based on operational use.

Approval Date

26 July 2010