Rules for preparing, completing, recording, keeping and issuing of state education documents for the bachelor's degree level of higher education

Order of the Minister of Education of the Republic of Azerbaijan on rules for preparing, recording, keeping and issuing of state education documents for the bachelor's level of higher education

 
In accordance with the “Education Act” of the Republic of Azerbaijan and the Order 1 of the Cabinet of Ministers of January 2, 1997, “On samples of educational documents for the bachelor's degree level of higher education, I hereby order as follows:
 
1. Approve the rules for preparing, recording, keeping and issuing of state education documents for the bachelor's degree level of higher education.
2. Rectors of higher education establishments should be directed by the current rules.
Minister of Education
of the Republic of Azerbaijan
July 15, 1997
#476
 

         
Rules for preparing, recording, keeping and issuing of state education documents for the bachelor's level of higher education

 
1. General Provisions
 
1.1. Students graduated from the bachelor’s degree level of higher education are granted following state documents:
- Diploma;
- Honour diploma;
- Appendix to diploma;
- Academic transcript.
Samplesfor diploma, appendix to diploma and transcript granting to a student - graduate of bachelor’s degree level of higher education are approved by the Order 1 of the Cabinet of Ministers of the Republic of Azerbaijan of January 2, 1997.
1.2. State Diploma (Honour Diploma) on higher education and its Appendix are issued to graduates of the university, who have passed the state accreditation in the relevant direction (specialty), by the decision of State Final Attestation Commission. Students, who have lost their state diplomas, are issued a duplicate copy of the diploma based on the archival documents of higher education establishments.
Academic transcript is granted to students expelled from the university, as well as transferred from one higher education establishment to another in a prescribed manner.
 
2. Preparation and distribution of state higher education documents
 
2.1. Preparation of state higher education documents is conducted by the Ministry of Education of the Republic of Azerbaijan in a centralized manner, based on the orders of higher education establishments, regardless of their form of property and ownership.
2.2. Clientsof documents on higher education shall submit their order to the Ministry of Education in accordance with their requirements at the beginning of each calendar year, within 15 days.
The order stipulates the required number of forms and payment conditions of state documents on education.
Within the order, the Ministry of Education issues, in a prescribed manner, documents on higher education to representatives of higher education establishments based on the warrant.
2.3. Forms of state higher education documents issued by one of the higher education establishments are not transferable to another higher education establishment.

 
3. Registration and retention of state higher education documents

3.1. A responsible person is appointed at each university in order to receive, register and keep the state higher education documents. These documents are reserved in fireproof cabinets.
3.2. Information about getting and giving to use clean state documents on higher education is entered in a registration book (Appendix 1). The registration book is divided into pages, designed and sealed.
3.3. State higher education documents is registered at the accounting department of higher education establishments as documents that require a strict registration.
3.4. If the responsible person will be replaced, a certificate on reception and delivery of documents is complied in a prescribed manner.
3.5. In the case of lost of forms of state higher education documents internal affaires officials should be informed about the fact.
 
4. Completion of state higher education documents
 
4.1. Diploma forms of higher education are written in hand calligraphy using black ink, and signed; Appendix to diploma may be typed in a typewriter. Crossing out and corrections are not allowed during the process of completing the forms of diploma and Annex.
4.2. Diploma, Appendix, and Academic Transcript are compiled in the following order:
4.2.1. Diploma indicates the official name of the university that issued it, according to the statutes of the higher education establishment.
The state awards of the USSR are not listed in the official name of the higher education establishment.
Structural units of higher education establishments are not listed in the diploma.
4.2.2. Date of decision made by State Attestation Commission is recorded (day and year in figures, month in words).
4.2.3. The full name of graduate is written in line with his passport.
Name of the direction (specialty) of higher education diploma is written in accordance with the curriculum that the student is graduated from.
4.2.4. At the bottom on the right side is indicated the name of the city (settlement) in which the higher education institution located, and year (figure) of the issuance of the document.
4.2.5. On the left side on the place for stamp is affixed by the state official stamp of higher education.
4.2.6. Diploma or duplicate copy of Diploma is signed by General Chairman of the State Final Attestation Commission and head of higher education establishment, acting over the year of issuing the diploma (duplicate).
The number of registration is indicated on the registration book of issued diplomas under signatures.
 4.2.7. The form of study of graduates (full-time, evening, part-time and external) is not specified in the diploma.
4.2.8. At the first page on the left side of the Appendix is indicated a full name of student, and written the date of birth (day – in figure, month - in words and year – in four-digit numbers).
The next line contains the name, number and date of issue of the document on the previous study of a person presented by him during his admission to higher education establishment.
After the words “date of admission” is indicated the year (in four-digit numbers) and name of higher education establishment.
Normative period of study is indicated in accordance with the curriculum of higher education establishment in a particular direction (specialty).
After the words “higher professional direction” is written the direction and name of speciality according to the students’ curriculum.
On the right side of the page after the words “The Republic of Azerbaijan” is indicated the full name of higher education establishment, registration number and date of issue (day – in figures, month - in words and year – in four-digit numbers) of the diploma according to the registration book.
If the graduate was studied at several higher education establishments (pursuant to a result of translation) at the reverse side of the Appendix at the column “During his study has passed tests, intermediate and final state exams in the following disciplines, as well as has done an internship and coursework" shall be written all disciplines from which he undertook exams at these universities, as well as the number of general and class hours, and final assessments. In addition, in the “final assessment” column shall be indicated, in accordance with the curriculum, the final assessments for intermediate examinations from the subjects studied during semesters.
There are indicating the assessment for coursework, internship, tests, exams and final state exams.
The number of hours in the specific direction (specialties) is indicated in accordance with the curriculum.
After listing all disciplines, which consisted of tests, interim and final state exams, as well as internship and coursework are conducted is a clear -cut line and underneath is written the words "the end of document."
In case if the education establishment has changed its name at the end of the reverse side is given a proper explanation.
The document is signed by a head of higher education establishment from which the student is graduated and confirmed by state stamp of the establishment.
4.2.9. All records provided in forms of transcripts are conducted in the same way that prescribed for the completion of the Appendix.
After the words "the end of the document" in the transcripts is indicated a reason for termination of student’s study.
4.3. Head of higher education establishment appoints one of his deputies as official responsible for correct completing the state higher education document.
Head of higher education establishment implements a strict control over the completing of state higher education documents.
4.4. The head of higher education establishment establishes a commission to delete forms of documents damaged during the completion process. The Commission compiles a certificate in two copies. The certificate is signed by the members and approved by the head of higher education establishment.
The certificate specifies the quantity and number of deleted state education documents; the numbers are cutting out and pasted in a separate sheet of paper that is attached to the first copy of the certificate. The first copy is stored indefinitely at the educational establishments. The second copy is sent to the Ministry of Education.
 
5. Registration and issuance of state higher education documents
 
5.1. The registration of diploma and its Appendix is implemented in one book, duplicate copy of Diploma and transcripts in separate books (Appendix 2, Appendix 3).
Registration books are divided into pages, sealed and kept by the head of higher education establishment.
A special book contains the following data to register issued diplomas (duplicates):
- Number of blank of diploma;
- Registration number;
- Date of issue of diploma;
- Full name of diploma owner;
- Degree of the direction (specialty);
- Date and number of minutes of the State Certification Committee;
- Signature of the person issuing the Diploma.
The registration of issuance of state education documents is implemented in one book and continues for years.
Registration books to issue diplomas (duplicates) is divided into pages, string together, sealed and stored by the responsible person appointed by the head of the higher education establishment.
5.3. Diplomas are granted to graduates of higher education establishment in a solemn ceremony within two weeks after the graduation day.
5.4. Document on higher education is given to its owner after granting an ID or another person, presented a warrant prepared in a prescribed manner.
A copy of diploma, or its Appendix signed by the head of higher education establishment and confirmed by the seal of education establishment is kept in the personal file of the graduate.
5.5. The issuance of certificate instead of diploma on completion of high education establishment is prohibited.
5.6. The person who lost a diploma refers to the management of higher education establishment. The application must be processed within five days.
5.7. The duplicate copy of Diploma is issued based on one of the appropriate documents (order, minutes of the State Qualification Commission, or registration books for issued diplomas)   kept in the archive of higher education establishment.
The duplicate copy of the Diploma is filling in compliance with the writing manner of original Diploma.
At the bottom of the word “DIPLOMA” at the duplicate copy of the diplomas is putting a stamp. 
5.8. The duplicate copy of the Diploma is signed by the chairman of the State Attestation Commission acted during the study year of issuance of duplicate.
5.9. In the case of abolishment of higher education establishment state documents on completion of the higher education establishment is granted by the same type of higher education establishment based on the certificate issued by the state archive, and direction of the Ministry of Education of the Azerbaijan Republic.