Student Records Office
Frequently Asked Questions
What does the Student Records Office do?
The Student Records Office (SRO) offers various records-related services to members of the
University community. Some of our key services include:
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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 often gets requests related to services that we do not offer. A few of the things we cannot do
are included below:
What we cannot do
Who you should contact
Send you a copy of your fee account or explain Fees
anything related to your fee account
Answer any admissions-related queries
Answer any queries related
certificates or matric exemption
to
Office; 021
650
1704;
fnd- [email protected]
Admissions
Office;
[email protected]
021
650
2128;
Matric Your faculty office or Admissions Office; 021
650 2128; [email protected]
Answer any registration-related queries beyond Your faculty office
the date on which you should register
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 & Advocacy
Services; 021 650 2977; [email protected]
Provide any information regarding orientation
Student Orientation & Advocacy Centre; 021
650 5082; [email protected]
Provide information specific to international
students
International Academic Programmes Office;
021 650 5667; [email protected]
Provide assistance with PeopleSoft access or Student
Systems
and
PeopleSoft technical problems
Support;
021 650 5227/4720; [email protected]
Photocopying
Document Centre; 021 650 4071; Level 3,
Masingene Building, Middle Campus
Stationery provision
UCT Bookstore; 021 650 2485/6; Level 3, Steve
Biko Building, Upper Campus
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How do I contact the Student Records Office?
You can e-mail the Student Records Office at [email protected]. You can call us on 021 650 3595.
You can also come in to our offices on level 4 of the Masingene Building on Middle Campus.
How can I get a copy of my results?
There are two ways in which you can 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, log into PeopleSoft Self-service
(http://studentsonline.uct.ac.za/) and go to ‘My Academics’ and ‘End of Year Results’. In ‘End of Year
Results’, select the term for which you would like results (i.e. the year), and the address to which the
results should be sent. Please note, 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, go to our website
(http://www.uct.ac.za/students/records/overview/) and follow the instructions given there. If you
have special requests (e.g. you would like 3 copies, separately sealed, or you would like to arrange 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. We cannot issue a transcript with any erasures or changes.
Why do I have to pay a fee for my transcripts/duplicates?
You will note that there is a small administrative fee attached to many of the services we offer. This
fee covers our administrative processes and, in the case of transcripts or duplicates, the costs of
printing the documents you have requested. Please note that this fee can only be paid at the Cashier’s
Office. The fee cannot be deducted from your fee account.
How do I get a certificate of good conduct?
UCT does not issue certificates of good conduct. Instead, we include a statement on your transcript
that speaks to your conduct. Should this statement not suffice, the SRO can offer you a letter that
explains the University’s policy with regards to certificates of conduct.
What is a course outline and do I need it?
Along with your transcript, the SRO can offer you copies of your course outlines. A course outline is a
brief (5 – 6 lines) summary of the contents of a course and the assessment criteria. Very few students
and alumni need this, but in the rare case where you do need this, we are happy to provide you with
copies.
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Can the Student Records Office give me a copy of my degree
certificate?
UCT only issues one original copy of each degree certificate. This will be given to you at your graduation
ceremony or will be posted to you after the ceremony. In the event that you lose your original
certificate, the University can offer you a duplicate. We will only issue one duplicate. If you need to
request a duplicate, go to our website (http://www.uct.ac.za/students/records/overview/) and follow
the instructions given there.
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 that details the programme in which you are registered and the courses you will be
taking. You can do this by logging in to PeopleSoft (http://studentsonline.uct.ac.za/). Select the ‘Proof
of registration’ option for the year you require. Follow the link and click on the green e-mail icon to
send it to your student email account. Log in to your student e-mail account (www.myuct.ac.za).
Print out the proof of registration letter and bring it to the Student Records Office in the Masingene
Building, Middle Campus to be stamped.
What do I do if I need proof residence?
If you reside in a UCT residence, see the Student Housing Accommodation & Advocacy Services for a
proof of residence document. If you do not live in a UCT residence, please update your term residential
address on PeopleSoft and request a proof of registration letter. The letter will reflect your term
address.
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 directly to the
SRO. If you believe that there has been an error in the marking of your script or any other examined
material, we encourage you to 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. Some of the services we offer include:
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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
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