STANDARD OPERATING PROCEDURES: REQUESTING TESTIMONIAL CERTIFICATES
Testimonial certificates are hard copy, blank certificates printed on 120 gsm cream Conqueror Diamond Smooth paper, and each certificate is sequentially numbered. The certificates are strictly for use within the Cape Peninsula University of Technology (CPUT), and are held in stock by the Marketing and Communication Department (MCD) on the Bellville Campus.
Testimonial certificates are generally issued for the following purposes:
1. As proof of participation, e.g. students or staff who attended training or workshops, or for delegates who attended a CPUT conference;
2. As acknowledgement of services rendered by students or staff, e.g. mentors, student assistants, or interns, or volunteers; or
3. As awards for achievement that do not relate to formal studies, e.g. sports awards, or the VC’s Prestigious Achievers Award, or dean’s merit students.
Testimonial certificates are provided only in hard copy format and are not supplied electronically, as this poses a risk for fraud to the University.
The typical procedure for issuing testimonial certificates is that CPUT faculties, units, or departments send a written request in which they identify the purpose as well as the quantity of testimonial certificates that they require.
The faculty dean/director must approve the request being made. This approval must accompany the email request to MCD
Requests must be sent in writing to the Senior Publications Officer, MCD at email: maraisma@cput.ac.za
Included in the email request must be the following information:
1. Purpose of the request, i.e. what the testimonial certificates will be used for;
2. Number of testimonial certificates required;
3. Names and staff/student numbers of all the persons who will receive testimonial certificates; and
4. The faculty dean/director’s approval attached
The purpose of including this information is so that the request can be confirmed as legitimate, and the number of testimonial certificates requested verified. Note: Requests that do not adhere to all of the above criteria will not be considered.
Responses to written requests will be made within 48 hours of the request being sent to MCD; and any queries will be addressed to the requestor in a timely manner.
The request will be evaluated and once accepted, the requested number of hard copy testimonial certificates will be collated A lead time of a minimum of 5 working days is required from acceptance of the request to the testimonial certificates being made available for collection.
The information related to the specific request, (i.e. name of faculty, unit, or department and requestor requesting the certificates; purpose; and quantity) will be added to the collections register.
The testimonial certificates will be placed in a sealed envelope addressed to the requestor, and made available for collection at the MCD offices, 2nd floor, Administration Building, Bellville Campus.
The person collecting the testimonial certificates will be required to sign and date the collections register.
Once issued, the person who requested the certificates must provide a list of all those who received the testimonial certificates and the corresponding number of the testimonial certificate each person received. This will be kept in the collections register.
Please note: Hard copy, blank, numbered testimonial certificates are held in stock by MCD, and MCD distributes testimonial certificates when legitimate requests are made by CPUT staff members. MCD will not be liable for the fraudulent use, or unlawful copying, or electronic reproduction of legitimately issued testimonial certificates or certificates obtained by dishonest means