Official UOW documentation

Official UOW documentation

There are many 'official documentation' options and services available to students. They are:

  1. Academic transcripts
  2. AHEGS
  3. Testamur (graduation certificate)
  4. UOWx record / award
  5. Completion letter
  6. Enrolment confirmation letter
  7. Course details letter
  8. Remaining subjects letter
  9. Study hours letter
  10. International guest invitation letter (international)
  11. Course fees and living cost letter
  12. HECS / FEE Help statements
  13. Jury duty letter 
  14. HDR enrolment status letter 
  15. HDR thesis under examination letter
  16. HDR scholarship status letter; and  
  17. Certification and attestation.

 Please note:

  • Students will need to have outstanding fees paid, or loaned equipment returned, before official documentation will be generated; and 
  • Official documentation will not be released to a third party without student consent. To nominate a third party:
    • Log into SOLS; and
    • Select 'Student Forms / Authorisation Form'; and
    • Follow the prompts.
       

 

1 - Academic transcript

Order here 

An academic transcript is an official record of a students enrolment and grade (withdrawn subjects will not be shown).  Transcripts are used to confirm details of a completed degree.  Students receive one copy of an academic transcript upon graduation.  More information regarding transcripts can be found here.   

Requests for additional copies will incur charges, and can be ordered using the online order form via My eQuals.  More information regarding My eQuals can be found here

For assistance, the Student Service team in Student Central is always available to help.  

2 - AHEGS

Order here 

The Australian Higher Education Graduation Statement (AHEGS) includes details of the AHEGS award, UOW, academic results, University prizes and a description of the Australian Higher Education System.  AHEGS are only available for students who graduated from December 2010 onward.  Students who are eligible will receive a copy upon graduation. 

Additional copies will incur charges, i.e., $10.00 for digital or $30.00 for hard copy.  Additional copies can be ordered via the online AHEGS order form.  More information regarding AHEGS can be found here.   

For assistance, the Student Service team in Student Central is always available to help.    

3 - Testamur

Students will receive an official testamur upon graduation.  A testamur details the name of the qualification (and the students major where relevant), and is a unique, legal document with only one official copy made available.  More information regarding testamurs can be found here.     

If a testamur is lost or damaged, or if a student has formally changed their name (and want an updated testamur to reflect the name change), students can apply to purchase a replacement using the 'Replacement Testamur' form.  Replacement testamurs will incur a charge of $150.00 (hard-copy).  

Alternatively, if you have a hard-copy testamur, and would simply like a digital version as well, please use this online order form.  Digital testamurs will incur a charge of $10.00. 

4 - UOWx Record / Award 

Order here

Students who have successfully completed co-curricular activities (as part of the UOWx program) will be issued with a UOWx Record and a UOWx Award (where applicable) when they graduate.  Digital UOWx Records / Awards are issued via My eQuals.     

Students can apply to purchase additional copies of these documents – after conferral - using the online order form.  The Student Service team in Student Central is always available to help.

For more information regarding UOWx, please the University's web page here

5 - Completion letter

Order in SOLS

There are two types of completion letters available, they are 'Coursework' or 'HDR'.  To order, access your SOLS, select 'Student Forms' from the left hand menu and follow the prompts. 

Note: Before applying, ensure your results have been released in SOLS.  An example of both letters are provided below: 

Coursework completion letter

HDR student completion letter

6 - Enrolment confirmation

Order in SOLS

An enrolment record verification is a free method of verifying enrolment details with third parties.  Enrolment confirmations are used by third parties for 'Education Verification' processes.  To provide an enrolment record to a third party:    

  1. Log into SOLS; and 
  2. Select 'Print Enrolment Record' from the left hand menu (you will need the latest version of Adobe Acrobat Reader).

The record will detail a student number and unique access code (for the third party to use on the University's Enrolment Verification web page.  The third party will use the student number and access code to verify a record, but won't be able to access or view any other personal enrolment details.  

Note: Students should ensure their results are not withheld as the third party will not be able to verify the record.

Alternatively, students can order an enrolment status letter (also ordered through SOLS), this letter will show the student full name, name of course, and the students current enrolment status, i.e., part-time or full-time.  An example of an enrolment status letter is below: 

Enrolment status letter

7- Course details letter

Order in SOLS 

A course details letter lists a students full name, degree, commencement date, the normal period expected to complete a degree.  Confirmation that the course is delivered in English is also provided.  To order a course details letter, access your SOLS, 'Student Forms' and follow the prompts.  An example is provided below: 

Course details letter

8 - Remaining subjects to be completed letter

Order in SOLS

Remaining subjects to be completed letters are useful for undergraduates (in their final year), or postgraduates (in their final session) who require an official list of subjects they are to complete to finish their degree.  An example is provided below:

Remaining subjects to be completed letter

9 - Study hours letter

Order in SOLS

This letter is used to show how many hours per week a student is expected to spend studying for their degree.  An example is provided below:

Study hours letter

10 - International graduation guest invitation letter

Order in SOLS

This letter is used for students who would like to invite an international guest to attend their graduation ceremony (in Australia).  International guests can use this UOW letter as proof of their reason for travel and visa purposes.  This letter is not used for requesting guest tickets, tickets are issued to students on the day of graduation, and are limited per student.  For more information regarding tickets, please refer to the Graduation FAQ's web page for information.  An example of an international graduation guest invitation is provided below:   

11 - Course fees and living costs letter

Order in SOLS

Students who require a letter detailing their tuition fee and estimated living costs (for a session or year) can request for a course fees and living costs letter.  

Course fees and living costs letter

Course fees and living costs letter (Sponsored Students)

12 - HECS / FEE HELP Statement

Order in SOLS

Students using HECS or FEE HELP can print a statement to detail figures deferred to HELP, paid up-front and any discounts received.  To print a HECS / Fee Help statement, log into SOLS and select 'CAN Statement' from the left hand menu.  An example of a HELP loan status letter is provided below:

HELP loan status letter

Note: Students planning to study at another University (as a cross institutional student) may need to provide a HELP status letter to use as proof of eligibility for HECS or FEE HELP to the other University.  To request a HELP status letter, please email the fees team at: student-fees@uow.edu.au.

13 - Jury duty letter

Order in SOLS

This letter is used for students called for jury duty and would like to request an exemption on study grounds.  Orders can be made via SOLS, under the 'Student Forms' menu. 

14 - HDR enrolment status letter

Order in SOLS

HDR students (domestic only) who wish to receive official confirmation proving their change of enrolment status are welcome to apply through SOLS, via 'Student Forms'.

15 - HDR thesis under examination letter

Order in SOLS

This letter is used for HDR students who would like UOW confirmation of their name, degree, thesis title, and examination progress.  Orders can be made via SOLS, under the 'Student Forms' menu.

16 - HDR scholarship status letter

Order in SOLS

This letter is used for HDR students would like UOW confirmation of their name, degree, thesis title and scholarship dates.  Orders can be made via SOLS, under the 'Student Forms' menu.

16 - Certification and attestation

Digital academic documentation

Students who have been issued with digital documentation via My eQuals, and who require a third party to sight a 'certified document', can provide a digital version.  Simply share your My eQuals link to share your digital documentation with them.  This means that students do not have to seek the services of a Justice of the Peace (JP), or complete a statutory declaration.  To find our more about sharing My eQuals digital documentation, visit here

JP certification

The Student Service team in Student Central (Wollongong campus, building 17) offers general JP certification and statutory declaration services on the second Friday of each month.  Outside of this day, JP staff are available for UOW statutory declarations for academic consideration and testamur replacements only.  Please be advised for certification of copies of documents:

  • Students are required to provide copies of originals (to be certified). 
  • Student Service does not offer copy services. 
  • Copies will only be certified where the original is sighted. 

Alternatively, find a JP in your local community by searching your post code on Lawlink's Scheduled JP Services Page, or the Lawlink's JP Register.

DFAT (Department of Foreign Affairs and Trading) attestations

  • If you require your UOW testamur legalised by DFAT, please contact DFAT to arrange sending the documentation direct to their office.
  • DFAT are able to use UOW's online graduation roll to verify the authenticity of the document.
  • If you require an academic transcript or AHEGS document legalised/attested by DFAT, you can purchase hard copies and request that they be attested and sent directly to DFAT (through Student Service).  You will need to contact DFAT to arrange having the documentation forwarded to you after attestation.  Documents can be attested by Student Services in Student Central, or at the Sydney Business School, UOW. It is best to call ahead to ensure an authorised officer will be available.
  • For UOW College documents, please contact the UOW College directly. 
  • Digital academic documentation issued through My eQuals cannot be sent to DFAT for legalisation/attestation. 

 

Last reviewed: 26 October, 2018