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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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
3
Approval form for 4th year
Form used to grant students to add additional modules in their final year studies
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
5
APPLICATION - USE OF HUMANS
OR ANIMALS
Can be in different format
Format different between Faculties (Mostly Science & Health Sciences faculties)
BI Birth Certificate
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
6
BURSARY bursary/sponsorship letter
.
CAC Change of application choice
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
7
CAGR Conditional registration Agreement form
CBEAP
College of business
and economics
Departmental application Form (former FEFSAP and MANAP)
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
8
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
11
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
12
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
13
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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.
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
16
EDUAP
Faculty of Education
Departmental application forms
EL Employment Letter and Appointment letter
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
17
ET English Proficiency Test
FAC Faculty appeals committee
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
19
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
20
FEBEAP
Faculty of Engineering and the Built Environment
Departmental application form
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
21
GC Certificate of Good Conduct
GCC
Form to confirm third party collection of graduation certificate
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
23
HSAP
Faculty of Health Science
Departmental application form
HUMAP
Faculty of Humanities
Departmental application form
HONS CHECK
All departmental Honours application checklist
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
24
ID South African Identity Document
INBOUND
EXCHANGE STUDENT
Application form submitted by exchange students from foreign institutions
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
26
INT ID
All national identity documents/card of International Students
IPPM PSYCHOMETRY
Selection questionnaire for programme in practical psychometry
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
27
LAWAP
Faculty of Law
Departmental application form
MARK CHANGES
Amendment to summative assessment results ONLY
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
31
MS Medical Aid Insurance
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
32
MT
Credit of Courses/Exemption Application
Forfeiting credits form
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
34
NC
Matric Certificate
Senior Certificate
Statement of Symbols
A document from a matriculation authority reflecting symbols / percentages
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
35
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
36
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
37
ND Application for Identity Document
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
38
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
39
PA INDEMNITY Epired passport with valid VISA Indemnity form
PB Professional Board Certificate
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
40
PDRF EVALUATION FORM
Postdoctoral research fellowship evaluation form
PDRF EXIT FORM Postdoctoral research fellowship exit form
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
41
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
46
Different format in Faculties
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
47
POST GRADUATE COMPLIANCE FORM
Form to confirm entry requirement compliance
POST GRADUATE STUDIES NARRATIVE REPORT
Written report
Different format
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
48
POST GRADUATE STUDY LETTERS
Proposals
Warning letters
Appointment of assessors
Results letters
Thank you letters
Ethics
Application: Ethics clearance
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
49
POST GRADUATE STUDY PROGRESS REPORT
Can be in different format
Format different between Faculties
POST GRADUATE STUDY SUPERVISOR FORM
Can be in different format
Format different between Faculties
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
50
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
51
PP Permanent Residence Permit
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
52
PRACTICUM SURVEY
Practicum survey for psychometry
PQF Prerequisite form
PRF Permit Renewal Form
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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)
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
56
RDH Results of disciplinary hearing
READ APP
Application for admission or extention of study period
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
57
REG
Registration Form
UJ Registration forms
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Different format in Faculties
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
59
RLG
A letter from a religious organization
RPL CONTRACT
Recognition Of Prior contract signed between UJ and the applicant
NO SAMPLE PROVIDED
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
60
RPL REQUEST FORM
Recognition Of Prior Learning request form
SA
SAQA An evaluation report of foreign qualifications
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
61
SAP
Letter for study abroad programmes inbound and outbound
SCIAP
Faculty of Science
Departmental applications form
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
62
SN
A medical certificate with a stamp or on a letterhead. A letter from a medical practitioner for example a psychologist or psychiatrist
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
63
SP Study Permit (ONLY)
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
64
ST
Status Application Form
UJ only
STA
Cancellation of Course
UJ only
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
65
STUDENT AND SUPERVISOR AGREEMENT
Agreement between student & supervisor
Can be in different format
Format different between Faculties
STUDY ABROAD
A form or application submitted for exchange students from UJ
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
67
TBN
Notice of Outstanding Document
UJ only
TUG
Disciplinary
UJ document from “Student Ethics and Judicial Services”
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
70
UMR Upgrading of Matric Results, Matric rewrite
VISA Visa
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
71
VISA Receipts Application for visa
Student Document Type Guidelines
V4 2021/04/07 This document is under continuous revision as Records Management at UJ develops
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