Dear Graduates, Students, and Staff

I am pleased to inform you that the Central Student Records Division of the University of KwaZulu-Natal will continue issuing Degree/Diploma certificates to eligible Graduates via the online Graduation Certificate Booking System.

The Graduation Certificate Booking System allows eligible graduates to select the following options:

  1. to personally COLLECT their certificates on the Westville Campus (collection venue will appear on the access permit email/letter after successfully completing your booking);
  2. or have a family member/friend to COLLECT certificates;
  3. having their certificate POSTED by registered mail (at no cost to the graduate);
  4. to source and pay for a reputable COURIER company to collect their certificates (at cost to graduate).

The issuing of degree/diploma certificates is undertaken by either scheduling an appointment to COLLECT the on the Westville Campus or providing a valid postal address for the POSTING of the degree/diploma certificate, via the Graduation Certificate Booking System.

For collection: Upon entering your student number and South African Identity Number (ID or Passport Number) on the system, the system will automatically generate a collection date.  If this date is not suitable, you may select another preferred or suitable date (excluding weekends and public holidays). The system will, however, not allow a retrospective date selection. Please note that with over 10 000 graduates from the 2021 graduation ceremonies, dates for collection will be filled very quickly and you may be required to be patient in this regard.

2021 Autumn (May) Graduations:

The system for Graduates whose qualifications were conferred during the May 2021 Virtual ceremonies is now open.

PLEASE NOTE EXCEPTIONS:

  • Degree/Diploma Certificates for graduates from The Graduate School of Business and Leadership (GSB&L) and the School of Management, IT and Governance (MIG) are being processed and are not immediately available on the Graduation Certificate Booking system. Graduates from these two Schools will be advised in due course when their hard copy certificates have been finalised. We apologize for the delay and any unintended inconvenience. This delay however does not apply to the digital certificates already issued.
  • If you need a duplicate or replacement certificate, please DO NOT USE the Graduate Certificate Booking System. Scroll down to the bottom of this message for details on requesting a duplicate or replacement certificate.

Please proceed to the following steps if you have no fees or other holds:

Step 1:

To access the Graduation Certificate Booking System for collection or posting of your Degree / Diploma Certificate, please click on the following link: https://gradcertbooking.ukzn.ac.za/

Step 2:

Username: Student no

Password: South African ID or Passport number

Click- Login

Step 3:

3.1 Enter your email address (This may be your UKZN Student email address if currently registered or your private email address if not registered for the 2021 academic year).

3.2 Click-“continue” to move to the next step.

NB! If there are holds on your student account, you will not proceed to the next step and you will receive a message to contact the either the library or fees office of your campus. Once the Library or Fees office has confirmed the hold(s) have been removed, please go back to the booking system to book.

Step 4:

4.1 Click to select qualification(s) you want to collect (if you have more than one certificate to collect, you can select both or all in one booking, alternatively, you can make a separate booking for each certificate);

4.2 Click ‘collection type’- to select collection or post;

If you clicked collection, you will be prompted as follows:

4.3 Click ‘preferred date’ – to select a date;

4.4 Click-“continue” to move to finalise the process. Upon successful login, you will get a pop up message “SUCCESSFULLY BOOKED”;

4.5 You will receive an email confirming your booking.   

If you clicked posting, you will be prompted as follows:

Please note: Ensure that you capture your address accurately. UKZN cannot accept responsibility for the incorrect input of your address. Please do not capture both postal and physical addresses, capture only one address thus:

P O BOX 1          OR     1 University Road

DURBAN                        DURBAN

4000                                4000

For assistance in using the Graduation Certificate Booking System, please email any of these officials:

  • College of Humanities:                                   Mofokengn@ukzn.ac.za
  • College of Health Sciences:                           Mofokengn@ukzn.ac.za
  • College of Law & Management Studies:          Naickerka@ukzn.ac.za
  • College of Agriculture, Eng. and Science:           Naickerka@ukzn.ac.za

Please only send ONE email to the person named. Include ALL your details in the body of the email (names, student number, programme, campus).

COMPLAINTS OR QUERIES MAY BE DIRECTED TO:

Head of Central Student Records:                  MoengT@ukzn.ac.za

1. Collection of certificates

The system generated email received after successful booking will serve as your access permit to enter Westville Campus to collect your certificate. Should you miss your collection date, please go into the system edit your booking to choose a new collection date.

1.1 Form of Identification

On collection of your degree/diploma certificate, you will be requested to produce one of the following means of identification: your student card, smartcard ID/ID Document, passport, or driver’s licence.

1.2 Third Party Collection

In case you are unable to collect your certificate in person, third party collection of certificates is permissible provided that the person collecting the certificate at the allocated time has:

•    Written consent from the graduate concerned (signed by the graduate), including the graduate’s full names, ID/Passport number, Student number, and the full names and ID/Passport number of the person collecting on their behalf;

•    Certified copies of the graduate’s ID/Passport and that of their own ID/Passport. The documents will be collected and retained by the official handing over the certificate;

•    The system generated email with the appointment date for the graduate concerned, as this will be required at the University gate for access to campus.

Without these documents, no certificate will be handed over under any circumstances.

1.3. Courier Collection

Please make the necessary arrangements in time should you opt to use a courier company to collect your degree/diploma certificate on your allocated date. If you had selected “collection,” please inform one of the officials as mentioned above responsible for your College 72 hours before the system generated collection date, and send a waybill number, signed consent letter, and certified copy of your ID or passport.

Please provide your Courier Company with this physical address:

Office no.225 or 226

Second Floor

MW Makgoba Admin Building

Westville Campus

2.     Posting of certificates

 If you want your certificate to be posted, select “post” and add the address to which you want the certificate posted.  Your certificate will be sent by registered mail, and confirmation of the tracking number will be emailed to you. The certificate will be posted to you within 20 WORKING DAYS of receipt of your request.

3. Replacement of degree/diploma certificates

Please download the application form from the university website: http://saa.ukzn.ac.za/Libraries/Forms/Replacement_Certificate_Application_Form.sflb.ashx

Complete the form and email it with all the required documents to ONE of the persons named on the application form as based in the College that offered your qualification. Once your certificate is ready for collection, an appointment email will be sent to you with a collection date, OR posted to the address provided.

The turn-around time for replacement certificates is 15 working days.

Disclaimer

The University of KwaZulu-Natal reserves the right to cancel any booking to collect degree/diploma certificates if and when the government amends COVID-19 pandemic restrictions for stricter health safety and protocols.


24 November 2020

COMMUNIQUÉ FROM THE OFFICE OF THE REGISTRAR

COLLECTION OF 2020 DEGREE/DIPLOMA CERTIFICATES CONFERRED DURING

2020 VIRTUAL GRADUATION CEREMONIES

Dear Graduates, Students and Staff

We are pleased to inform you that the University of KwaZulu-Natal is now in a position to commence issuing degree/diploma certificates to all 2020 graduates.

The issuing will be undertaken by scheduling an appointment to collect the degree/diploma certificate on the Westville Campus, via the Certificate Collection booking system.

The certificate collection booking system will only be open initially, for those graduates who graduated in the May graduation ceremonies and will distinguish between the May and October graduation ceremonies. The system will open on 26 November 2020, for the May graduation ceremonies and on 17 December 2020 for the October graduation ceremonies.

The Certificate Collection booking system allows graduates to select whether they want to personally collect their certificates on the Westville Campus or receive the certificate by registered mail (at no cost to the graduate), however, if you arrange a courier to collect on your behalf, you will need to bear that cost.

If you graduated in 2020, please read sections 1, 2, 5(a) and 6.

If you graduated prior to 2020, that is 2019 and earlier, please refer to sections 3, 4, 5(b) and 6.

1.  2020 Autumn (May) Graduation

Graduates whose qualifications were conferred during the 29 May 2020 virtual ceremony, are invited to log in via the link provided, to schedule an appointment to collect, or give instruction to post the certificate.

To access the Certificate Collection Booking system, please click on this link: https://gradcertbooking.ukzn.ac.za/

Upon entering your student number and your Identification (ID) or passport number, the system will automatically generate a collection date.  If this date is not a suitable date, you may select another preferred or suitable date (excluding weekends). The system will however not allow a retrospective date selection. The booking system will open on Thursday, 26 November 2020, for appointments to collect May 2020 certificates, as from the beginning of December 2020.

For assistance in the use of the graduation certificate booking system please email MoengT@ukzn.ac.za.

Please note that some PGCE graduates may not be able to schedule an appointment due to amendments being made to the certificates.  All affected parties will be advised via email, an updated communiqué and on social media, once the certificates are available.  These affected PGCE graduates will then be able to schedule an appointment.  We apologise unreservedly for this particular delay.

2.  2020 Spring (October) Graduation

The system will be opened on Thursday, 17 December 2020, to schedule appointments for collection from 6 January 2021.

Please note the University will close at 12h00 on Thursday, 24 December 2020, and will only reopen on Monday, 4 January 2021, at 08h00.

3. Certificates of Qualifications conferred/awarded before April 2020

While every effort will be made to assist graduates who graduated prior to 2020, and with requests for duplicate certificates, the focus during December and the early part of January 2021 will be on ensuring that the 2020 graduates are assisted with their certificate collection.

Graduates prior to 2020 graduation ceremony are requested to email their requests to:

Mofokengn@ukzn.ac.za or Naickerka@ukzn.ac.za

These officials will respond to you within 5 working days with an appointment date to collect your certificates (this is subject to the fee clearance confirmation from our Fees office).

4. Replacement of degree / diploma certificates

Please download the application form from the University website: http://saa.ukzn.ac.za/Libraries/Forms/Replacement_Certificate_Application_Form.sflb.ashx

Complete the form and email it with all the required documents to the persons mentioned on the application form. Once your certificate is ready for collection, an appointment email will be sent to you with a collection date.

The turn-around time for replacement certificates is 10 working days.

On collection of your degree/diploma certificate, please ensure that you produce either your student card, smartcard ID, passport or driver’s license.

Please note that the University will close at 12h00 on 24 December 2020, and will only reopen on 4 January 2021 at 08h00.

5. Posting of certificates

(a) 2020 Autumn and Spring Graduation

If you want your certificate to be posted, select “post” and add the address to which you want the certificate posted.  Your certificate will be sent by registered mail, and confirmation of the tracking number will be emailed to you.  The certificate will be posted to you within 7 WORKING DAYS of receipt of your request.

(b) Certificates of Qualifications conferred/awarded before April 2020

If you want your certificate to be posted, please provide us with your current address on your email request. The certificate will be posted to you within 7 WORKING DAYS of receipt of your request.

Please refer all queries to Moengt@ukzn.ac.za, or Mofokengn@ukzn.ac.za or Naickerka@ukzn.ac.za

6. Third-Party Collection

In case you are unable to collect your certificate in person, third party collection of certificates is permissible provided that the person collecting the certificate at the allocated time has:

  • Written consent from the graduate concerned, including the graduates full names, ID/Passport number and Student number, and the full names and ID/Passport number of the person collecting on their behalf.
  • Certified copies of the graduates ID/Passport, and that of the third party. The documents will be taken in by the official handing over the certificate.
  • Forward the email with appointment date to the person because this will be required at the gate for access to campus.

Without these documents, no certificate will be handed over under any circumstances.


Issued by

Dr K Cleland
Registrar (Acting)