ACQ London - Certification Policy
At ACQ London, we recognise the importance of acknowledging student achievement. Certificates serve as official confirmation that a learner has successfully completed a programme of study and demonstrated the required level of knowledge and skills. This Certification Policy outlines the eligibility, issuing process, and conditions under which certificates are awarded.
1. Purpose & Scope
1.1 Purpose
The purpose of this policy is to set out the principles, procedures, and standards by which ACQ London issues, stores, replaces, and verifies certificates and related academic credentials (including awards from external awarding bodies).
1.2 Scope
This policy applies to:
- All students (home & international) who successfully complete courses delivered by ACQ London (online, via LMS) or via partner institutions.
- Awards, whether issued by ACQ London or by external awarding or validating bodies (e.g. OTHM, Qualifi, etc.).
- Replacement and certified copies of certificates.
2. Definitions
- Certificate / Award Document: The official document confirming successful completion of a qualification or course, issued by ACQ London or the awarding body.
- Transcript or Record of Achievement: Document listing modules or units taken and grades/marks achieved.
- Replacement Certificate: A New certificate issued to replace a lost, damaged, or destroyed original certificate.
- Certified Copy: A copy of the original certificate, officially stamped/signed to confirm it is a true copy.
3. Awarding & Issuance
3.1 Criteria for Awarding Certificate
- All academic, attendance, and financial obligations must have been met.
- All assessments/requirements must be successfully completed and verified.
- Any external awarding body requirements/conditions must be fulfilled (e.g. verification by external moderators, external assessment, etc.).
3.2 Issuance Timelines
- ACQ London will issue certificates for completed courses within a specified period after the final results are ratified (e.g. within 4 weeks, depending on course type).
- For awards from external awarding bodies, certificates will be issued within the timeframe mandated by those bodies; ACQ will facilitate the process but cannot guarantee the external body's schedule beyond our control.
3.3 Format of Certificates
- Certificates will include the name of the student as registered, the name of the qualification/award, date of issue, signature of authorised ACQ official (or awarding body), and, where appropriate, logos of ACQ London and of the awarding body.
- Security features may include watermarks, embossing, serial/unique certificate number, holograms (if applicable), or other features required by awarding bodies to prevent fraud.
4. Delivery & Delivery Options
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Students may (where feasible) receive their certificate:
- In person (for partner institution locations or during ceremonies)
- By post/courier to an address provided by the student.
- International delivery costs and customs/duties (if any) are borne by the student unless otherwise stated.
- ACQ London is not responsible for delays or damage caused during mailing/courier once dispatched; students should provide accurate address details.
5. Withholding Certificates
Certificates may be withheld or issuance delayed in the following circumstances:
- Outstanding tuition fees or other debts owed to ACQ or partner institution.
- Non-compliance with institutional/awarding body rules (e.g. academic misconduct under investigation).
- Failure to meet verification of identity or submission of required documents.
- Any regulatory or awarding body obligation not fulfilled (e.g. external moderation, external audit).
6. Verification & Authenticity
- ACQ London shall maintain secure records of all awarded certificates. These records shall allow verification of authenticity upon request (for example, by employers or other institutions).
- Staff will verify the identity of individuals requesting duplicate or certified copies.
- Any certificate issued shall have a unique certificate number/code which can be cross-checked in ACQ's records.
7. Replacement Certificates & Certified Copies
7.1 Requests for Replacement / Duplicate Certificates
- Students may apply for a replacement in case of lost, damaged, or destroyed certificates.
- Application forms must be submitted, along with proof of identity.
7.2 Fees
- There may be a replacement fee to cover administrative and production costs; the amount set out in the ACQ London Fees Schedule.
7.3 Turnaround Time
- Replacement & certified copies will be produced/issued within 14 working days from receipt of a valid request and payment (if fee applies).
7.4 Certified True Copy
- A certified true copy is a scan/photocopy of the original document certified by an authorised officer of ACQ London, confirming it is a true copy of an original.
8. Student Obligations
- Students must provide accurate names and personal details as desired on the certificate. Changes to these (typos, change of name) must be communicated in writing, with supporting documentation (passport, deed poll etc.).
- Students must ensure the address for dispatch is correct before issuance.
- Students must settle any financial obligations to receive their certificate.
9. Storage & Data Protection
- ACQ London shall securely retain records of all certificates issued indefinitely (or for the period required by awarding bodies/regulators).
- Personal data associated with certificate issuance is handled in compliance with the Data Protection Act 2018 / UK GDPR.
- Certificates containing or referencing student data are stored and transmitted securely.
10. Dispute Resolution
- If a student believes a certificate has been wrongly withheld, incorrect, or delayed beyond the published timeframe, they may lodge a complaint via ACQ London's Complaints Policy.
- ACQ will investigate and respond within 28 working days.
11. Governing Regulatory / Awarding Body Compliance
- For certificates tied to external / regulated awarding bodies (e.g. Ofqual-regulated or equivalent in the UK), ACQ London will comply with all award-body rules regarding certification, including design, wording, logos, security, timelines, and record-keeping.
- ACQ must ensure that for such awards it is authorised/recognised by that awarding body; certificates must not misrepresent ACQ's authority or students' award status.
Annexe: Typical Timelines
| Task | Typical Timeframe |
|---|---|
| Ratification of results (internal/external) | As per assessment schedule |
| Preparation/printing of certificates | Within 4 weeks of ratification |
| Dispatch of certificates (UK) | 5-7 working days |
| Dispatch of certificates (international) | 7-14 working days |
| Replacement certificate processing | 14 working days |
Policy Information
Effective Date: 01 November 2025
Review Cycle: Annually or whenever there is a relevant regulatory/awarding body change.
Responsible Office: Academic Registry / Quality Assurance
