Training completion certificate issuance

ENTERPRISE – TRAINING COMPLETION CERTIFICATE ISSUANCE – ENT-PRO-004-A

Version: 1.0 | Last update: 06/11/2025 | Department: Enterprise & Academic Affairs

🎯 Objective

Define the standardized process for issuing, validating, and archiving Certificates of Completion
(“Certificats de Réalisation”) for apprentices and trainees of the
Dubai Precious Metals University.
This ensures proper documentation of completed training periods for companies, OPCOs, and students.

👤 Who

  • Administrative Assistant (Enterprise Department)
  • Academic Coordinator
  • Pedagogical Director (for validation and signature)

🧩 Inputs / Outputs

Inputs:

  • Validated attendance records (see PED-PRO-022-A)
  • Program or module completion data
  • Company and OPCO request (if applicable)

Outputs:

  • Signed Certificate of Completion (PDF)
  • Copy transmitted to OPCO or company
  • Archived certificate in WorkDrive and CRM

⚙️ Process Steps

  1. 1. Triggering the Certificate Request
    A Certificate of Completion can be requested:

    • By the company (for OPCO reimbursement)
    • By the student (as proof of completed training period)
    • Automatically at the end of a module or contract

    The request is logged in ENT-LOG-004.

  2. 2. Verification of Attendance and Completion
    The Administrative Assistant checks:

    • That the training has ended (per academic calendar)
    • That attendance sheets and evaluations are complete
    • That no disciplinary suspension remains open

    The Academic Coordinator validates the data before proceeding.

  3. 3. Preparation of the Certificate
    Using template ENT-FOR-004, the assistant fills in:

    • Student’s full name
    • Program and academic year
    • Company name and tutor
    • Start and end dates of the training period
    • Total hours or modules completed

    The document title must clearly state “Certificate of Completion”.
    File name: Certificate_[Student]_[Company]_[Date].pdf.

  4. 4. Validation and Signature
    The Pedagogical Director reviews the document and signs it electronically via Zoho Sign.
    The signature date becomes the official issue date.
  5. 5. Transmission to Stakeholders
    Once signed:

    • A copy is emailed to the company contact (HR or tutor)
    • A copy is sent to the OPCO if required for funding closure
    • The student receives a confirmation email with a copy attached

    All transmissions are recorded in ENT-LOG-004.

  6. 6. Archiving
    The final signed document is archived in:

    • WorkDrive › Enterprise › Certificates › [Year]
    • Attached to the student record in Zoho CRM (Documents tab)

    Status in CRM updated to “Certificate issued”.

✅ Controls

  • Attendance and completion verified before issue
  • Signature from Pedagogical Director mandatory
  • Certificate archived and logged in ENT-LOG-004

📁 Records

  • Certificate template (ENT-FOR-004)
  • Attendance and completion proof
  • Certificate issuance log (ENT-LOG-004)
  • Stored in WorkDrive › Enterprise › Certificates › [Year]
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