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The guidelines for issuing certificates, and for making changes, are given below. Part of the reason for these is that DfE Regulations on charges to students make it illegal for us to charge for the first copy of the transcript. The charges listed under 'Fees, Charges and Expenses, All Students, paragraph 12' came into effect from 1 June 2008.
The rationale behind these guidelines is as follows:
- In general students can reasonably expect to be provided, on request, with at least a minimum level of documentation free of charge as a consequence of their registration with the University.
- Any charges made will only be a contribution towards the costs involved. If we attempted to recover full costs, the charges would be reasonably high. One of the purposes of charging is to signifiy to students that additional work is involved and to discourage unnecessary requests.
- To base charges on the amount of work involved to meet every different kind of request would lead to a long and complicated scale of charges. The scale of charges is short and intended to be reasonably easy to use.
- Consistency with these guidelines in all offices is important. However, Heads of Schools have the authority to amend or waive these charges in exceptional individual cases.
- The system should run smoothly and minimise labour, so unnecessary correspondence should be avoided. For that reason it is suggested that certificates and transcripts requested by post are supplied with a notification of the standard charge payable; defaulting payments should be followed up only once, but subsequent requests made by the same individual will not be accommodated until payment is received.
- Schools may collect charges in the most convenient way but it is suggested that - for students currently within the University - the procedure for paying for certification is for the student to present payment for the necessary amount to the School Office. If paying by cheque or credit card the payment, together with a paying-in slip quoting the relevant cost code (which will vary from School to School), should then be forwarded to the Income Office. Cheques should be made payable to 'University of Southampton' and perhaps should also be coded on the reverse. If the student pays in cash, then payment must be taken in person to the Income Office (Room 2007 in the George Thomas Building [37]). The office is open during normal working hours (09.00 am - 4.00 pm).
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