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

1

Introduction

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

for UJ.

Document Type Description Example

AC

Academic Record

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

AD

Change of Address

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



2

AGR

Agreement Form Only

Page 5

RPL AGREEMENT APP

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

NO SAMPLE PROVIDED

APPDA

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



3

Approval form for 4th year

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



4

APUJ

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



5

APPLICATION - USE OF HUMANS

OR ANIMALS

Can be in different format

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

BI Birth Certificate



6

BURSARY bursary/sponsorship letter

.

CAC Change of application choice



7

CAGR Conditional registration Agreement form

CBEAP

College of business

and economics

Departmental application Form (former FEFSAP and MANAP)



8



9

CFR Consent form for release of information

CNS

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



10

CS

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

CX

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



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DC

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



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13



14

DEV

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

DIV

Divorce

Any document that is proof of a divorce.



15

DMIRS

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

DR

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



16

EDUAP

Faculty of Education

Departmental application forms

EL Employment Letter and Appointment letter



17

ET English Proficiency Test

FAC Faculty appeals committee



18

F5

Conditional continuation of studies.

F7

Poor Academic Performance

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

Academic exclusion



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20

FEBEAP

Faculty of Engineering and the Built Environment

Departmental application form



21

GC Certificate of Good Conduct

GCC

Form to confirm third party collection of graduation certificate



22

GEN

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



23

HSAP

Faculty of Health Science


HUMAP

Faculty of Humanities


HONS CHECK

All departmental Honours application checklist



24

ID South African Identity Document

INBOUND

EXCHANGE STUDENT

Application form submitted by exchange students from foreign institutions



25

INDEM

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



26

INT ID

All national identity documents/card of International Students

IPPM PSYCHOMETRY

Selection questionnaire for programme in practical psychometry



27

LAWAP

Faculty of Law


MARK CHANGES

Amendment to summative assessment results ONLY



28

MC Marriage Certificate

ME

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



29

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



30

MODULES REQUEST

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

MQC

Change of subject or course

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

OLD CODE - KWY



31

MS Medical Aid Insurance



32

MT

Credit of Courses/Exemption Application

Forfeiting credits form



33

MX

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



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NC

Matric Certificate

Senior Certificate

Statement of Symbols

A document from a matriculation authority reflecting symbols / percentages



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ND Application for Identity Document



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OS

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



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PA INDEMNITY Epired passport with valid VISA Indemnity form

PB Professional Board Certificate



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PDRF EVALUATION FORM

Postdoctoral research fellowship evaluation form

PDRF EXIT FORM Postdoctoral research fellowship exit form



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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



42

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



43

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



44

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



45

POST GRADUATE ASSESSORS FORM

Nomination of assessor

Nomination of external assessor

Appointment of assessor

Nomination of examiners

Changes to assessors/examiners

Acceptance as assessor



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47

POST GRADUATE COMPLIANCE FORM

Form to confirm entry requirement compliance

POST GRADUATE STUDIES NARRATIVE REPORT

Written report

Different format



48

POST GRADUATE STUDY LETTERS

Proposals

Warning letters

Appointment of assessors

Results letters

Thank you letters

Ethics

Application: Ethics clearance



49

POST GRADUATE STUDY PROGRESS REPORT



POST GRADUATE STUDY SUPERVISOR FORM





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51

PP Permanent Residence Permit



52

PRACTICUM SURVEY

Practicum survey for psychometry

PQF Prerequisite form

PRF Permit Renewal Form



53

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



54

PS

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)



55

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



56

RDH Results of disciplinary hearing

READ APP

Application for admission or extention of study period



57

REG

Registration Form

UJ Registration forms



58

RES

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




59

RLG

A letter from a religious organization

RPL CONTRACT

Recognition Of Prior contract signed between UJ and the applicant

NO SAMPLE PROVIDED



60

RPL REQUEST FORM

Recognition Of Prior Learning request form

SA

SAQA An evaluation report of foreign qualifications



61

SAP

Letter for study abroad programmes inbound and outbound

SCIAP

Faculty of Science

Departmental applications form



62

SN

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



63

SP Study Permit (ONLY)



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ST

Status Application Form

UJ only

STA

Cancellation of Course

UJ only



65

STUDENT AND SUPERVISOR AGREEMENT

Agreement between student & supervisor



STUDY ABROAD

A form or application submitted for exchange students from UJ



66

STUDENT &STAFF RELATED CORRESPONDENCE

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

SV Study break approval form



67

TBN

Notice of Outstanding Document

UJ only

TUG

Disciplinary

UJ document from “Student Ethics and Judicial Services”



68

Turnitin report

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

TV

Important Decision by Dean or Lecturer / Admission Conditions



69

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



70

UMR Upgrading of Matric Results, Matric rewrite

VISA Visa



71

VISA Receipts Application for visa



72

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

Student Document Type Guidelines Introduction

Documents

Transcript of Student Document Type Guidelines Introduction