MARCH 2021 GRADUATION DOCUMENTS

GENERAL QUESTIONS

We realise that not being able to physically attend a graduation ceremony comes with great disappointment for our graduands and their families, and it is regrettable that we find ourselves in this situation brought about by the global Covid-19 pandemic.

This extremely difficult decision was based on the fact that it will neither be possible to host large graduation ceremonies for our expected total of more than 4 000 graduands plus guests and essential staff within the current regulations, nor to accommodate in excess of 30 smaller ceremonies for groups of 250 people at a time. Having hybrid ceremonies to recognise the achievements of our graduands is the best practical solution to ensure compliance and mitigate the risks associated with large gatherings. The University considers this to be the most responsible approach.

All candidates, except for PhD candidates, will receive their respective qualifications in absentia via a virtual graduation.

Unfortunately, this is a scenario that we cannot accommodate. Due to the Department of Higher Education and Training’s regulatory and reporting requirements, we can only allow for a deferral from December to March the following year.

Your academic documents will be issued to you via Speed Services Couriers who will deliver to your door providing that your current street address and contact numbers are updated on the system. Speed Services Couriers will contact you on the contact number provided on the system to notify you of the delivery. Please make sure your street address- and contact details are correct on the system. Also note, for PO Box addresses reflecting on the system, Speed Services Couriers will deliver your graduation documentation to your local post office. In this case, your local post office will notify you of the delivery to your local post office for you to physically collect from the local post office yourself.

*Kindly note the University will not be held liable for incorrect details (addresses and contact numbers) on the system which may result in Speed Services Courier delivering to wrong street addresses of graduates or not being able to contact graduates to confirm deliveries due to incorrect numbers. It is important and remains your responsibility that you update your details before the closing date provided below.

Undergraduate: my.sun.ac.za > Administration > Address and Contact Information (Click here)
Postgraduate: my.sun.ac.za > Admin and Support > Address and Contact Information (Click here)

Please update your details by latest Wednesday, 17 March 2021 at 16:00.

Graduation documentation of all graduates residing locally (within South African borders) will be sent via Speed Services Couriers as from the second week of April 2021 (process can be delayed due to large volumes of documentation preparation). The expected delivery of graduation documentation is a maximum of 72 hours for local deliveries and slightly longer for remote areas. Graduates are requested to track their graduation documentation using the tracking number supplied via SMS on their cell phones.

Graduates must further ensure that their cell phone numbers are updated on the system in order to receive their tracking numbers via SMS on their cell phones.

Undergraduate: my.sun.ac.za > Administration > Address and Contact Information (Click here)
Postgraduate: my.sun.ac.za > Admin and Support > Address and Contact Information (Click here)

Please update your details before by latest Wednesday, 17 March 2021 at 16:00.

Graduates can track their documents by either:

  • contacting the Speed Services Local Switchboard who will direct you to any consultant for parcel tracking at +2721 590 3111 or
  • by sending an email request to customer.services@postoffice.co.za

Please use your tracking number as a reference for both options.

Should you not have received your tracking number because you omitted to update your current contact number on the system, please contact the SU Client Services at +2721 808 9111 to request your tracking number from the system in order to follow up your tracking with the Speed Services Local Switchboard.

Speed Services Couriers will deliver graduation documents to students who do not reside in South Africa and whose current addresses are displayed as beyond SA borders or abroad pending if the borders are open. Please note these deliveries will take up to a week or longer for delivery to your door (providing you have a current street address on the system) or to your local post office (providing you have a current PO Box address on the system).

Graduates can track their documents by either:

  • contacting the Speed Services Local Switchboard who will direct you to any consultant for parcel tracking at +2721 590 3111 or
  • by sending an email request to customer.services@postoffice.co.za

Please use your tracking number as a reference for both options.

Should you not have received your tracking number because you omitted to update your current contact number on the system, please contact the SU Client Services at +2721 808 9111 to request your tracking number from the system in order to follow up your tracking with the Speed Services Local Switchboard.

The documents of graduates with outstanding fees will be held back by Student Accounts.

Please contact Mrs Rene Stockigt at rstockigt@sun.ac.za if you have settled your student fee account on or after the March 2021 graduation ceremony. Arrangements to come and collect graduation documents should be made in advance with Mrs Stockigt at Student Accounts – no student will be allowed entry without prior arrangement with Mrs Stockigt herself. Further follow-ups may be referred to studentaccounts@sun.ac.za.

Application for the Self - collection process of March 2021 degree certificates

Please send an email request to stbexams@sun.ac.za requesting a self-collection. Please provide us with your student number, day and time - slot of your graduation ceremony and program qualification.

The closing date to apply for a self-collection is Monday, 22 March 2021 at 12:00. No further requests will be possible after this date, as the documents will be packaged and sent to Speed Services Couriers for distribution.

1. Admin A is currently open to the public by prior bookings made. Therefore, graduates are kindly requested to make prior arrangements with the Examinations Office for the collection of their graduation documents. No student will be allowed entry without prior arrangement and confirmation from the Examinations Office.

2. Students who have already made prior arrangements for self-collection and received confirmation from the Examinations Office to collect their documents at the Information Desk at Admin A or from Mrs Stockigt at Student Accounts in the case of settling accounts, must follow these steps:

  • Produce your confirmation e-mail as proof to gain entry.
  • Only one person per collection will be allowed inside the building. No friends or family will be allowed to enter with you.

3. You will be required to:

  • wear a mask covering your nose and mouth at all times;
  • maintain a distance of 1,5 m from others;
  • show your green Healthcheck passport upon entry (please visit www.healthcheck.higherhealth.ac.za;
  • sanitise your hands; and
  • sign the register for tracking purposes.

4. To self-collect, you will be asked for proof of identity with a clearly visible picture and your student number. If someone will be collecting on your behalf, this person should produce a confirmation letter in which permission is granted, including all relevant identification details, your contact number and the date of collection. Ensure that the letter is properly signed.

The University will be making use of Speed Services Couriers to deliver your March 2021 graduation documents to your door (providing you have indicated a current street address on the system) or to your local post office (providing you have indicated a current PO Box address on the system). You will be notified personally of the intended delivery or that you will have to collect at the local post office because courier deliveries to PO Box addresses are not possible. There is thus no need for students to arrange courier collections at their own costs.

The local post office will keep a parcel for up to a maximum of 30 days before sending it back to the University. If a parcel gets sent back to the University because of incorrect addresses or contact numbers on your part, you will be liable to arrange a collection at your own cost.

Unfortunately, this is not possible. We would be able to issue an academic record at a cost which will confirm that you will indeed receive your qualification at the March 2021 graduation ceremony. See process below.

Graduates and students in urgent need of copies of their academic documents may send a request to records@sun.ac.za to receive an electronic copy of their academic documents. You are kindly requested to specify your need in the subject heading (please also include your student number), by indicating either or both of the following:

  • Academic record and/or
  • Degree certificate

Payment options:

To ensure that the person requesting the above documents is the verified student, all applications for documents need to be submitted as follows:

  1. Students currently registered at SU
    a. You will need to go to my.sun.ac.za. Click on the Administration Tab and then select Certificates and Records.
    b. You will be required to log in using your student number and password.
    c. You will be required to choose a method of payment. If you choose any method of payment other than a credit card, you will need to email the proof of payment to records@sun.ac.za before the documents will be released.
    d. You can also pay at the cashiers in Admin A and get the documents at the Enquiries Desk. (Please note that this option is currently not possible due to Covid-19.)
  2. Alumni
    a. All alumni are required to send an email to alumni@sun.ac.za with their student number, full name and surname and date of birth, to request a login and password to the website.
    b. Once you have received your login, go to the website, click on the menu tab titled Request Documentation and submit your request.
    c. If you choose any method of payment other than a credit card, you will need to email proof of payment to records@sun.ac.za before the documents will be released.

Alumni are advised to change their password immediately after receiving it by clicking here.

The costs associated with the issuing of your academic documents are as follows:

  • Degree certificate: R95 each
  • Academic record (one copy covers all years and degrees): R70 each

Yes, your SUN card and PC login will expire on 31 March 2021. Please copy all your data from the H-drive and one drive to an external HDD or other cloud storage. Please save or forward your e-mails to a personal e-mail address
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