Student attestation delivery

PEDAGOGY – STUDENT ATTESTATION DELIVERY – PED-PRO-020-A

Version: 1.0 | Last update: 05/11/2025 | Department: Academic & Administration

🎯 Objective

Define the standardized process for issuing official attestations to students enrolled at
the Dubai Precious Metals University.
Attestations may concern registration, attendance, or completion, and must be
accurate, signed, and traceable.

👤 Who

  • Administrative Assistant (Pedagogy)
  • Academic Coordinator
  • Campus Manager or Director (signature)

🧩 Inputs / Outputs

Inputs:

  • Student record in Zoho CRM or LMS MasterStudy
  • Attendance records (if attestation concerns presence)
  • Validated attestation template (official DPMU letterhead)

Outputs:

  • Signed PDF attestation delivered to the student
  • Copy archived in the student’s digital folder

⚙️ Process Steps

  1. 1. Request Reception
    The student submits a request via:

    • Email to the Academic Coordination team, or
    • In-person at the DPMU campus front desk.

    The assistant verifies the type of attestation requested:

    • 🟢 Registration Attestation
    • 🟡 Attendance Attestation
    • 🔵 Completion Attestation (after training end)

    The request is logged in PED-LOG-020 with the date and requester’s details.

  2. 2. Verification of Eligibility
    The Administrative Assistant verifies:

    • That the student is officially enrolled in Zoho CRM and LMS
    • That payments and administrative documents are complete (for registration attestation)
    • That attendance is sufficient (for presence attestation)
    • That training is completed and validated (for completion attestation)

    If any condition is missing, the assistant informs the student by email.

  3. 3. Document Generation
    The assistant fills in the official DPMU Word template with:

    • Student’s full name
    • Date and place of birth
    • Program and academic level
    • Enrollment or attendance period

    The document is formatted on DPMU letterhead and converted to PDF.
    Naming convention: Attestation_[Type]_[Lastname_Firstname]_[Date].pdf.

  4. 4. Validation and Signature
    The attestation is reviewed by the Academic Coordinator or Campus Manager for signature.
    Signature can be:

    • Electronic (via Zoho Sign)
    • Manual (then scanned to PDF)

    Once signed, the assistant saves the final document.

  5. 5. Transmission to Student
    The final version is sent by email from the official address:
    administration@dubai-precious-metals-university.com
    The email includes:

    • Subject: “Attestation – [Type] – [Student Name]”
    • Body: polite confirmation and attached file

    Example:
    “Dear [Name],
    Please find attached your official [type] attestation issued by DPMU.
    Kind regards,
    Academic Administration”

  6. 6. Archiving
    A copy of each signed attestation is stored in:

    • WorkDrive › Pedagogy › Students › Attestations › [Year]
    • And attached to the student record in Zoho CRM (Documents tab)

    The issuance date is noted in PED-LOG-020.

✅ Controls

  • All attestations must be signed and dated
  • Traceability ensured through PED-LOG-020 and CRM attachment
  • Only official templates on DPMU letterhead are used

📁 Records

  • Student attestation (PDF)
  • Request and validation log (PED-LOG-020)
  • Stored in WorkDrive › Pedagogy › Students › Attestations › [Year]
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