Course completion certificate management

PEDAGOGICAL PLATFORM – COURSE COMPLETION CERTIFICATE MANAGEMENT – ELE-PRO-006-A

Version: 1.0  |  Last update: 03/11/2025  |  Department: Academic & IT

🎯 Objective

Define the standardized process for generating, validating, and delivering course completion certificates on the
Dubai Precious Metals University e-learning platform
(dubai-precious-metals-university.com),
built with the MasterStudy LMS theme.
This ensures that certificates are issued only to eligible students, properly formatted, and archived for traceability.

👤 Who

  • Academic Coordinator
  • E-learning Administrator
  • Instructor (for final validation)

🧩 Inputs / Outputs

Inputs:

  • Validated student completion list (per course)
  • Certificate template configured in MasterStudy LMS
  • Program title and course completion date

Outputs:

  • Certificate generated and downloadable from the student dashboard
  • Copy stored in WorkDrive for record-keeping
  • Validation note added in Zoho CRM student record

⚙️ Process Steps

  1. Verify Course Completion
    The instructor reviews student progress in MasterStudy LMS → Students Progress.
    Confirm that:

    • All required lessons are completed (100%)
    • All quizzes or assignments are passed
    • Final score meets the required threshold

    Export the completion list if necessary for academic validation.

  2. Activate Certificate Generation
    Log in to
    dubai-precious-metals-university.com/wp-admin.
    Navigate to MasterStudy LMS → Certificates.
    Ensure that:

    • The global certificate template is active
    • Course-specific settings are correctly assigned (logo, signatures, date format)
    • The “Generate Certificate on Completion” option is enabled for the course

    Save changes.

  3. Generate Certificates
    Students who complete the course automatically receive access to their certificate in their dashboard (My Courses → Certificate).
    For manual generation or verification:

    • Go to MasterStudy LMS → Students
    • Locate the relevant student and course
    • Click Generate Certificate to produce or re-issue the document

    Verify that all details (student name, course title, completion date) are correct.

  4. Instructor & Coordinator Validation
    The instructor confirms the academic validity of the results.
    The Academic Coordinator checks certificate accuracy (spelling, layout, date).
    If compliant, they mark the student as “Certificate Validated” in the internal log.
  5. Record and Archive
    For each validated certificate:

    • Download a PDF copy from WordPress
    • Save in WorkDrive › Academic › Certificates › ELE-PRO-006-A
    • Attach the certificate (or its reference) in the student record within Zoho CRM → Notes
  6. Delivery to the Student
    Students can download their certificates directly from their platform account.
    For official requests or printed copies:

    • Send the certificate manually via Zoho CRM email (for traceability)
    • Record the email in CRM with date, sender, and recipient

✅ Controls

  • Certificates issued only to students who meet completion criteria
  • Manual validation by Academic Coordinator before any external transmission
  • Monthly audit of certificates generated vs. validated

📁 Records

  • Course completion list (Excel / MasterStudy export)
  • PDF copy of each certificate stored in WorkDrive
  • CRM note or email confirming delivery
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