Student Document Type Guidelines Introduction

Student Document Type Guidelines

V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops

Introduction

The following document gives examples for the possible document types for students that can be scanned

for UJ.

Document Type Description Example

Academic Record

Document from any other University or Technikon (other than UJ) that reflects marks of a student

Change of Address

A document that has an indication of a change of address on it

Agreement Form Only

RPL AGREEMENT APP

Recognition Of Prior Learning agreement serving as part of a portfolio of evidence

NO SAMPLE PROVIDED

An application for a deferred, substitute, special or supplementary exam or test

Approval form for 4th year

Form used to grant students to add additional modules in their final year studies

Application Form

UJ Application Form

Scan pages 1--6

APPLICATION MOTIVATION

Any motivation for an application

This will a be letter by the student to motivate their application to the University

APPLICATION - USE OF HUMANS

OR ANIMALS

Can be in different format

Format different between Faculties (Mostly Science & Health Sciences faculties)

BI Birth Certificate

BURSARY bursary/sponsorship letter

CAC Change of application choice

CAGR Conditional registration Agreement form

College of business

and economics

Departmental application Form (former FEFSAP and MANAP)

CFR Consent form for release of information

Change of name and surname A letter from Department of Home Affairs assumption / alterations of names surnames

Clearance Sheet for international students. Unblocking forms for foreign students who are registered for extracurricular studies, non-subsidized programmes

CV Any Curriculum Vitae of an applicant / student

Evaluation Report for South African and foreigners students The document will bear the name and logo of an official body that deals with certification evaluation

Death Certificate A burial order form. A letter from the funeral undertakers, lawyers or attorneys issued in the place of a death certificate.

DECLARATION POST GRADUATE

RESEARCH

Different types of declarations:

Ethics

Confidentiality

Adherence

Own work

No plagiarism

Corrections made

Can be in different formats

Format different between Faculties

A request form used to change the Grade 12 Endorsement requirement for registration purposes

Divorce

Any document that is proof of a divorce.

Department of Medical Imaging and Radiation Sciences document used as part of application for Radiography prospective students

Simultaneous Registration

A formal letter from tertiary institution confirming that a student can simultaneously register with 2 institutions

This also includes a proof of current year registration from another tertiary institution

Faculty of Education

Departmental application forms

EL Employment Letter and Appointment letter

ET English Proficiency Test

FAC Faculty appeals committee

Conditional continuation of studies.

Poor Academic Performance

A formal letter from UJ informing a student that they cannot continue their studies

Academic exclusion

FEBEAP

Faculty of Engineering and the Built Environment

Departmental application form

GC Certificate of Good Conduct

Form to confirm third party collection of graduation certificate

Documents without specific codes

Any document that does not fit with one of the other document types

NO SAMPLE PROVIDED

GES FORM

GES postdoctoral research fellowship application

HISTORICAL DATA CAPTURING

Historical capturing of previous RAU/TWR

students not on ITS

Faculty of Health Science

Faculty of Humanities

HONS CHECK

All departmental Honours application checklist

ID South African Identity Document

INBOUND

EXCHANGE STUDENT

Application form submitted by exchange students from foreign institutions

Indemnity and undertaking Form (page 16 of application form)

INT ACKNOW Acknowledgement form used by the international office

INT CL

Clearance letter issued to students not permanently in SA though studying with UJ

INT ID

All national identity documents/card of International Students

IPPM PSYCHOMETRY

Selection questionnaire for programme in practical psychometry

Faculty of Law

MARK CHANGES

Amendment to summative assessment results ONLY

MC Marriage Certificate

Conditional Exemption in terms of Mature Age A +23 one condition Issued to candidates of 23 years of age or over

Memorandum

A document recording the terms of a contract or other legal details. A note recording information for future use.

MIE CERT Personal credential verification report

MODULES REQUEST

Form used to grant students additional modules in their final year studies.

Change of subject or course

UJ form that indicates a student changed a subject or a course

OLD CODE - KWY

MS Medical Aid Insurance

Credit of Courses/Exemption Application

Forfeiting credits form

Evaluation Report for South African and foreigners students HESA (complete exemption or certificate of exemption)

The document will bear the name and logo of an official body that deals with certification evaluation

Matric Certificate

Senior Certificate

Statement of Symbols

A document from a matriculation authority reflecting symbols / percentages

ND Application for Identity Document

Outstanding Subject

Issued to students with one subject outstanding to obtain the degree / diploma

OUT OF SEAT Out of seat registration Indemnity form

PA PASSPORT

PA INDEMNITY Epired passport with valid VISA Indemnity form

PB Professional Board Certificate

PDRF EVALUATION FORM

Postdoctoral research fellowship evaluation form

PDRF EXIT FORM Postdoctoral research fellowship exit form

PDRF PUBLICATIONS

A document listing publications of the research fellow

PDRF RENEWAL FORM

Application for

renewal or admission

of Postdoctoral

Research Fellow

PDRF REQUISITION

Postdoctoral research fellowship payment requisition form

PDRF WORK PLAN

A document detailing how long the project will be. A detailed work breakdown structure

PDRFAGR PDRF application agreement

PDRFAP

Application for

admission of

Postdoctoral

Research Fellow

PDRF AP FOR APPROVAL OF FUNDING

Postdoctoral research fellowship funding application

PERMISSION TO SUBMIT

Certificate of release

Alowed to submit for assessment

Completed by supervisor

Different format in Faculties

PO Political Asylum and Refugee status

POST GRADUATE ASSESSOR REPORT

Assessors reports for: Minor dissertation, dissertation & thesis

Non-assessing chair report

Examiners report

Summary report

Recommendation of assessment committee

Different formats in Faculties

POST GRADUATE ASSESSORS FORM

Nomination of assessor

Nomination of external assessor

Appointment of assessor

Nomination of examiners

Changes to assessors/examiners

Acceptance as assessor

POST GRADUATE COMPLIANCE FORM

Form to confirm entry requirement compliance

POST GRADUATE STUDIES NARRATIVE REPORT

Written report

Different format

POST GRADUATE STUDY LETTERS

Proposals

Warning letters

Appointment of assessors

Results letters

Thank you letters

Ethics

Application: Ethics clearance

POST GRADUATE STUDY PROGRESS REPORT

POST GRADUATE STUDY SUPERVISOR FORM

PP Permanent Residence Permit

PRACTICUM SURVEY

Practicum survey for psychometry

PQF Prerequisite form

PRF Permit Renewal Form

PROOF OF PAYMENT

Proof of Payment

Any proof of money paid to UJ

PROOF OF RECEIPT OF

DOCUMENTS SUBMITTED

Form completed for documents for exam purposes or final submission

Degree certificate

A document from a university indicating that a student has completed a qualification

Diploma or post-matric certificate (for short-courses post matric as well)

PSYCAD LETTER

Any letter from Psycad offices excluding those referring to F7.

Letters received from counsellors, therapists, psychiatrists and psychologists outside the University Of Johannesburg

RDH Results of disciplinary hearing

READ APP

Application for admission or extention of study period

Registration Form

UJ Registration forms

Application for UJ Accommodation (pages 7 – 9 of application form)

RESEARCH PROPOSAL

A research proposal by a student

RESEARCH PROPOSAL CHECKLIST

Checklist to check proposal compliance

RESEARCH TITLE FORM

Registration of study field

Change of study field

Registration of research title

Change to research title

A letter from a religious organization

RPL CONTRACT

Recognition Of Prior contract signed between UJ and the applicant

NO SAMPLE PROVIDED

RPL REQUEST FORM

Recognition Of Prior Learning request form

SAQA An evaluation report of foreign qualifications

Letter for study abroad programmes inbound and outbound

Faculty of Science

Departmental applications form

A medical certificate with a stamp or on a letterhead. A letter from a medical practitioner for example a psychologist or psychiatrist

SP Study Permit (ONLY)

Status Application Form

UJ only

Cancellation of Course

UJ only

STUDENT AND SUPERVISOR AGREEMENT

Agreement between student & supervisor

STUDY ABROAD

A form or application submitted for exchange students from UJ

STUDENT &STAFF RELATED CORRESPONDENCE

These are critical emails which we receive from students/academic staff members/support staff etc.

SV Study break approval form

Notice of Outstanding Document

UJ only

Disciplinary

UJ document from “Student Ethics and Judicial Services”

Turnitin report

An originality checking and plagiarism prevention tool that checks your writing for citation mistakes or inappropriate copying.

Important Decision by Dean or Lecturer / Admission Conditions

UJ SELECTION SCORE CARD

A scorecard reflect the selection process of a student

UJ SPORTS ABSENCE LETTER

A letter from UJ Sport Bureau requesting absence from any academic assessment opportunity

UMR Upgrading of Matric Results, Matric rewrite

VISA Visa

VISA Receipts Application for visa

NOT SCANNED

Certification done on reverse side of a document

WA Sworn Affidavit

WAITING DEGREE

A letter from a tertiary institution pertaining to the issued of a degree/diploma certificate

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