FAQ

Common questions about student records are answered below:

• What does the Student Records Office do?

  The Student Records Office (SRO) offers various records-related services, including:

  • providing copies of official transcripts
  • providing duplicate degrees
  • managing graduation ceremonies
  • processing readmission appeals on behalf of the faculty readmission committees
  • sending out result mailers per request at the end of each academic year.

• What does the Student Records Office not do?

  The SRO cannot help with the services below:

  What we cannot do	Who you should contact
  Send you a copy of your fee account or explain anything related to your fee account	Fees Office: +27 (0)21 650 1704 fnd-feeenq@uct.ac.za
  Answer any admissions-related queries	Admissions Office: +27 (0)21 650 2128 admissions@uct.ac.za
  Answer any queries related to matric certificates or matric exemption	Your faculty office or Admissions Office: +27 (0)21 650 2128 admissions@uct.ac.za
  Answer any registration-related queries	Your faculty office
  Answer any curriculum-related queries	Your faculty office
  Fix any incorrect marks that appear on your transcript	Your faculty office
  Answer any housing-related queries	Student Housing Accommodation and Advocacy Services: +27 (0)21 650 2977 res@uct.ac.za
  Provide any information regarding orientation	Student Orientation and Advocacy Centre: +27 (0)21 650 5082 uctorientation@uct.ac.za
  Provide information specific to international students	International Academic Programmes Office: +27 (0)21 650 5667 iapo@uct.ac.za
  Provide assistance with PeopleSoft access or PeopleSoft technical problems	Student Systems and Support: +27 (0)21 650 5227/4720 sss-helpdesk@uct.ac.za
  Photocopying	Document Centre: +27 (0)21 650 4071 Level 3, Masingene Building, Middle Campus
  Stationery provision	UCT Bookstore: +27 (0)21 650 2485/6 Level 3, Steve Biko Building, Upper Campus

   

• How do I contact the Student Records Office?

  SRO offices can be found on level 4 of the Masingene Building on Middle Campus.

  Email: reg-records@uct.ac.za
  Tel: +27 (0)21 650 3595

   

• How can I get a copy of my results?

  There are 2 ways to get a copy of your results.

  If you would like a copy of your results posted to you at the end of the academic year:

  1. Log into PeopleSoft Self-service
  2. Go to ‘My Academics’ and ‘End of Year Results’
  3. In ‘End of Year Results’, select the term for which you would like results and the address to which the results should be sent.

  This service is only offered at the end of each academic year. You cannot request results in the middle of the year.

  If you would like a copy of your official academic transcript:

  Follow these instructions.
  
  If you have special requests (eg, you would like 3 copies, separately sealed, or you will be arranging for your transcripts to be couriered), please communicate this clearly to the SRO in writing.

  Your academic transcript is a complete record of your time at UCT and will include all your grades, and a brief statement on your conduct. UCT only offers full academic transcripts, without any deletions or changes.

• Why do I have to pay a fee for my transcripts/duplicates?

  The fee covers administrative processes and, in the case of transcripts or duplicates, the cost of printing.

  This fee can be paid:

  • at the Cashiers' Office
  • by electric funds transfer (EFT)
  • by completing the credit card form.

  The amount cannot be deducted from your student fee account.

• How do I get a certificate of good conduct?

  UCT does not issue certificates of good conduct. A statement on your transcript refers to your conduct.

  Should this statement not be enough, the SRO can offer you a letter that explains the university’s policy with regard to certificates of conduct.

• What is a course outline and do I need it?

  Along with your transcript, the SRO can give you copies of your course outlines.

  A course outline is a brief (5–6 lines) summary from the faculty handbook of that year which details the contents of a course and the assessment criteria. Very few students and alumni need this, but if you do, a stamped copy can be obtained for a fee.

• Can the Student Records Office give me a copy of my degree certificate?

  UCT only issues 1 original degree certificate. This will be given to you at your graduation ceremony or will be posted to you after the ceremony if you request this.

  In the event that you lose your original certificate, the university can provide a duplicate. UCT only issues 1 duplicate.

  If you need to request a duplicate, follow these instructions about academic records.

• What do I do if I need proof of registration?

  Currently registered students should have access to PeopleSoft. You can generate a proof of registration letter with details on the programme in which you are registered and the courses you will be taking.

  Follow these instructions:

  1. Log in to PeopleSoft with your student number and password, and click on 'self-service'
  2. Select the ‘proof of registration’ option and the year you require (this can be found on the drop-down menu 'Academic records' on the Student Centre)
  3. Follow the link and click on the green e-mail icon to send it to your student email account
  4. Log in to your student e-mail account
  5. Print out the proof of registration letter and bring it to the Student Records Office or take it to your faculty office to be stamped.

• What do I do if I need proof of residence?

  If you reside in a UCT residence, see the Student Housing Office for a proof of residence document. If you do not live in a UCT residence, you can update your term residential address on PeopleSoft and request a proof of registration letter. The letter will reflect your term address.

  If you print a proof of registration letter to prove your address, the letter does state that it is a self-declared address, and as such some banks/institutions do not accept it as sufficient proof.

• Does the Student Records Office have anything to do with examinations?

  Yes and no.

  The Examinations Office is responsible for the logistical arrangements around exams. If you need to apply for a deferred exam, or need extra time in your exams, you can apply through the SRO.

  If you believe that there has been an error in the marking of your script or any other examined material, you must approach your department and ask to see your script.

• Is the Student Records Office able to assist me after I’ve left the university?

  The SRO provides a variety of services to the alumni community, including:

  • providing copies of official transcripts
  • providing duplicate degrees
  • providing letters confirming that your degree was taught and examined in English
  • providing letters confirming your registration period at UCT and the qualifications conferred upon you.