FAQs (Students) | The University of Sunderland

Frequently Asked Questions for Students

We hope you find these FAQs helpful and they provide answers to the questions you may have about the Awards and Verification Portal. However, if your question is not answered here please email registrydigitaldocs@sunderland.ac.uk and one of the Awards Team will respond to your query as soon as possible.

Frequently Asked Questions for Students

What is the University of Sunderland Awards and Verification Portal?

This is a new online system that has been implemented by the University to allow you to order certificates and provide official qualification and study documentation to third parties, such as employers or other HE institutions.

This system provides these in a secure, electronic format to streamline processes in our present digital age and produces a greener footprint for all and avoiding postal delays. You are in complete control of these documents, and they would never be released without your consent.

Third parties can scan a unique QR code on your documentation that relates specifically to your individual award details, to verify that it is a genuine University of Sunderland award issued to you alone.
How do I use the University of Sunderland Awards and Verification Portal?

To use the system, you must first register on it via the following link: https://digitaldocs.sunderland.ac.uk/

We also have user guides on how to register and use the system thereafter: Link to user guides

As you progress through your studies, your module results will begin to populate your academic record within this system, when your document is complete and ready to publish within the system for third-parties to view you will be notified by email. The first time this happens, you will need to register on the system using the above guide

When you are due to graduate, you will be sent an email with details on how you order your certificate, as this will not be sent out automatically. Your first hard-copy print will be free, but you can choose to have a digital copy only which is also free of charge

If you need to order a reprint of a certificate or need to initiate a verification of your current or completed study with a third-party, you will need to complete the above registration process if you have not done so already. To do this, you will need to provide an email address, your first and last name, your student number and date of birth. You will also need to set a password for your account. The details you provide will need to be precise, so that your request can be validated against your record in the University of Sunderland’s student records system.
How do I receive my certificate after graduating?

Once you have successfully completed your study, you will be sent an email with instructions on what to do. To trigger the process to receive your certificate, you will need to register on the University of Sunderland Awards and Verification Portal, if you have not done so by that time already.

Once you have registered, you will automatically get a digital copy of your certificate that you can send to employers and other third-parties to evidence your qualification. Your digital document will include a QR code that they can scan to verify that it is an authentic University of Sunderland document.

As we move towards a greener, more sustainable future, we believe it is beneficial to give each of our students the option of a printed version or not. We will not send a printed version automatically you must request it by placing an order through the portal. You are entitled to request a printed version at any time and your first copy will be provided free of charge. You will need to do this by registering on the portal and placing an order for a printed version.
What email address should I use to register for the University of Sunderland Awards and Verification Portal?

Where possible, you must use an active personal email address that is held in the University of Sunderland’s student records system. If you use a different email address this will potentially delay your access to the portal. If you cannot remember the email address held in our student records system, please use the one you currently use and we will endeavour to validate your account as quickly as possible using the other information you have provided.

The reason we ask for a personal email address and not your official University one is because you will be able to continue accessing this system long after you have graduated to provide evidence of your qualifications to all future employers and other education providers. Your University email address will only remain active for six months after you have left the University, so it will not be possible to access it to receive important notifications and share requests from this system.
What do I do if I have not received the email to confirm my email address after completing the registration process?

Please check your email spam and/or junk folders as your email provider may not yet recognise @sunderland.ac.uk as a safe sender. If after checking your spam and junk folders you still have not received your confirmation email, please contact registrydigitaldocs@sunderland.ac.uk providing your full name, date of birth and student number.
I have registered and now received a message informing me that my account must first be approved?

During the registration process your information is automatically matched with the information we hold for you in our student records system. If any part of the information provided does not match, your account registration must be checked and approved manually. Once your account has been successfully validated you will be sent a confirmation email informing you it is now possible to log in.
There are mandatory fields for individual first and last names, but I only used one name within my University student record – what do I do?

If you only have one name, please put a full stop ‘.’ in the relevant blank name field and this will let you complete your registration. After your email has been confirmed and you attempt to log in the first time you will receive a message saying your account must be approved. Once the account has been checked and validated you will be able to log in.
How do I log in to the University of Sunderland Awards and Verification Portal?

Visit https://digitaldocs.sunderland.ac.uk/ and log in using the username and password you set during the initial registration process. Please note that you must register to use the portal before you can log in. For details on how to register, please see the first FAQ above.
How do I change my personal details?

Once logged in and on the portal dashboard, please locate the section called “Profile.” Adjacent to that you will see a button called “Manage.” Please click on this to access your details and update them. Once the relevant details have been updated, please ensure that you then click “Save” at the bottom of the screen. Failure to press Save will result in your details remaining unchanged.
Will updating contact details on the Awards and Verification Portal also update my details within the University’s core student database (SITS/e:Vision)?

No. Updating your contact details in the Student Verification Portal will not update your official University student record. If you need to update your details in our student records system, please do so through e:Vision here: https://evision.sunderland.ac.uk/
How do I change my password?

Once logged in and on the portal dashboard, please locate the section called “Profile.” Adjacent to that you will see a button called “Manage.” Please click on this to access your details and update your password, using the “Change Password” button. Please ensure that you then click “Save” at the bottom of the screen once finished. Failure to press Save will result in your password remaining unchanged.
What if I have forgotten my password?

On the portal homepage, underneath the login fields, please click on the “Forgot my password” link and follow the steps to reset your password.
How will I know I have new documents to view?

Whenever a new document is available to view on the portal you will be sent an email to the personal email address that you used to register on the system.

This is why it is important that you use a personal email address rather than your University email address (see “What email address should I use to Register…” above), so that you are still able to receive and access all notifications from the portal once you have finished your study.
What types of certificates are available to view via the Awards and Verification Portal?

All certificates issued by the University of Sunderland from 2024 onwards upon graduation will automatically be made available in digital format in the awards and verification portal.

Any certificates awarded by the University of Sunderland prior to 2024 should be automatically generated, but in rare cases may require staff intervention to generate. If your digital certificate is not showing, please contact registrydigitaldocs@sunderland.ac.uk so that a member of staff can assist you.
Can I print my certificate myself?

No, you will not be able to print a copy of your certificate from this system. Instead, you will grant online access to third-party organisations, such as employers, to view a secure, digital copy of your certificate, making the need for a hard-copy version unnecessary in most cases.
Will I receive a hard-copy version of my certificate?

As mentioned above, the University of Sunderland is promoting a greener future by introducing digital certificates. However, it is still possible to receive a hard-copy version of your certificate if you wish.

Upon graduation, and following registration within the system, you will be able to opt for a hard-copy certificate to be posted to you, you should do this by placing an order for the certificate in the portal. This first copy will be free of charge and sent to the address that you provide in the portal once it is available. It is very important that you use the correct address where the certificate should be sent. If you give an incorrect address, you will have to pay for a replacement certificate to be sent out to you.
Will I have to pay to have my certificate posted to me?

If you wish to receive a hard-copy degree certificate, you will be given two options for how it is delivered.

The first option is by standard post via Royal Mail. This option is free of charge, but we cannot guarantee delivery times or track its journey. Please note that if you opt for this delivery, once it leaves the University and you do not receive it, you will need to pay for a replacement certificate because only your first copy is provided for free.

Please note: Opting for delivery to an overseas address via Royal Mail can take over 12 weeks, so if you need it sooner, we strongly recommend you choose the below option. If you choose the free postage option via Royal Mail and then decide you need your certificate earlier, you will be charged for a replacement certificate and courier charges.

The second option is to have it sent by courier. This option is chargeable, and the fees will be dependent on whether it is to be delivered to a UK address or elsewhere around the world. This delivery option can be tracked, and the delivery is guaranteed.

This is a crucial decision you need to make: free postage without guarantee of receipt or timelines, or a small, one-off fee to have it tracked and delivery guaranteed by courier.
My certificate looks different to the example shown?

Some browsers do not render the certificates as well as others. Your certificate may not display correctly in Microsoft Edge or Internet Explorer. We recommend using Chrome or Firefox. If your certificate still does not look like the example, please let us know. To do this, from the dashboard please click on “View” adjacent to the “Documents” section. Within here, there is a yellow button marked “Report.” Please click on this and use the pop-up window to detail the problem. This will send a message to the Certificates team and can be checked for you. Alternatively, you can email registrydigitaldocs@sunderland.ac.uk
How do I report an issue about my certificate?

If you think any details on your certificate are incorrect, please let us know. To do this, from the dashboard please click on “View” adjacent to the “Documents” section. Within here, there is a yellow button marked “Report.” Please click on this and use the pop-up window to detail the problem. This will send a message to the Certificates team and can be checked for you. Alternatively, you can email registrydigitaldocs@sunderland.ac.uk
How long is my certificate available for on the Awards and Verification Portal?

All digital certificates are available on the Awards and Verification Portal in perpetuity.
Can I give employers/others access to verify my award?

Yes. You can create a Connection with any third-parties (e.g., employers, recruitment agencies, education providers, governmental agencies, etc) and give them permission to log in and view your qualification to verify its authenticity. From the dashboard, click the “Manage” button on the “Connections” section. Once in Connections, click on “Add Connection” near the upper right-hand side of the screen. You will need to add the recipient’s name (personal and/or company) and the email address they intend to use. These are mandatory fields and must be completed. There is also a third field asking for an expiry date. This is optional and can be used where you want a third-party to only have finite access to your information. If you use this field, please ensure there is sufficient time allowed for the third-party to do what they need to, e.g., some employers may only check qualifications after offering you a job, so you should take that into consideration. Once this date has been reached, third-parties will no longer be able to access your information.

Once you have set up a connection with a third-party, they will also need to register their own account to use the system and will then be able to see and verify the documents you have given them access to. They will be provided with information on how to do this.

Your official University of Sunderland documents will also have on them a unique QR code, which can be scanned by any third-party to verify the authenticity of it via our Smart Verify service. Once scanned, the QR code will automatically take you to a unique webpage confirming that your award is a genuine University of Sunderland award and is valid.

Please note that if your award has been changed for any reason, the original document’s QR code will register your award as invalid through the Smart Verify service, and you will need to issue a third-party with an updated version of your award documentation that will have a new QR code on it.
How do I make a connection with a third-party?

As well as initiating a connection yourself, as detailed above, a third-party can proactively request a connection with you where they have the relevant details to do so.

Where a third-party initiates a connection request, you will receive an email notifying you of this. Log into the portal and from the dashboard, click the “Manage” button on the “Connections” section. In here, you will see you have a connection request with the “Status” showing as pending. Click on the “Manage” button and then click the tick icon under the Actions section to accept the connection. You can then select the documents you wish to share with the third-party. The third-party will then receive an email notifying them you have accepted their request and will be able to log in and view the documents you have shared.

Conversely, if you do not want to connect with that particular third-party, that is entirely within your gift to decline it.
How do I extend a connection date for a third-party?

From the dashboard, click the “Manage” button on the “Connections” section. A list of all connections you have set up will appear. Click on the “Extend” icon under the Actions section and enter the date you wish to extend the connection to. Click save. An email will then be sent to the third-party notifying them that their connection has been extended.
How do I accept/decline an extension request from a third-party?

Where you have added an expiration date for a particular third-party to access your information, they will be made aware of this and may request to extend it if their checks have not been made in time.

They will do this through the portal, and you will receive an email notifying you that such a request has been made to extend their access your information. Log into the portal and from the dashboard click on the “Manage” button on the “Connections” section. A list of all connections you have set up will appear. There will be an option to either accept or reject extension request in the Actions section. Click on the relevant icon (tick or cross). The third-party will then receive notification email to tell them that their request has been accepted or declined.
How do I cancel a connection with a third-party?

From the dashboard, click on the “Manage” button on the Connections section. A list of all connections you have set up will appear. To cancel any connection, click on the waste bin symbol in the Actions section. The third-party will receive an email to confirm the connection has now been cancelled.

Please note that if you cancel a connection, should you require to re-establish one with a particular third-party in the future, you will need to repeat the original connection process as explained above.
Why can’t the third-party I have a connection with see my documents?

You will need to choose all individual documents that you wish to share with individual connections. Only documents you have shared in this way can be viewed.

If a third-party contacts you to say that they cannot view a particular document, please log in and check that the documents you have shared with your third-party are the correct ones. In the Connections section within the portal, identify the relevant third-party connection. Click on the “Edit Permissions” icon under Actions for that third-party and select all the documents you wish to share and click the “Share Document” button.
Is there a charge for using the University of Sunderland Awards and Verification Portal?

All students with an award from the University of Sunderland will be able to access a free digital version of your certificate and you will be able to share this with third-parties free of charge.

You will also have an option to request e-versions of transcripts and other qualification documents or hard copy versions of these documents to be posted to you and these will incur a charge. You can request hard copy versions and e-versions through the ‘documents’ menu on your Awards and Verification Portal.

Any certificates awarded by the University of Sunderland prior to 2024 should be automatically generated, but in rare cases may require staff input to generate. If your digital certificate is not showing, please contact registrydigitaldocs@sunderland.ac.uk so that a member of staff can assist you. Please also be aware that the digital copy will not match the look of your current hard-copy certificate, particularly the further back you graduated.

For a full list of costings and where to order any documents, please see here
I need help using the Awards and Verification Portal – who do I contact?

Please email registrydigitaldocs@sunderland.ac.uk providing your name and student number with details of what help you require to use the portal.
How do I order a replacement certificate?

There can be only one original degree certificate in circulation at any one time. If your original certificate is lost, damaged or stolen and you wish to order a replacement, you can request a replacement one through this portal. There is essential information that you must first read about obtaining a replacement certificate, so please visit this link to access it: Replacement Certificates

You have the option of ordering a hard-copy replacement certificate at cost, but your digital certificate is free of charge when it is the first print. You can share your digital certificate electronically with third-parties, such as prospective employers, as many times as you like free of charge.
Can I get a copy of my Transcript of results?

If you are a current student, you can access and print your transcript via your e:Vision account free of charge

For students that have already graduated, a detailed verification letter including your individual module results, will become available through the Awards and Verification Portal around end March 2024 and that is chargeable. You can order hard-copy or digital formats, but the physical copy is slightly more expensive.
How do I query the information detailed in my transcript?

If you are a current student at the University of Sunderland and have a query relating to the information included in your transcript, you will need to raise those through our Gateway team via Compass, here: Compass login | The University of Sunderland

If you are a past student and no longer have access to University systems, please email gateway@sunderland.ac.uk detailing your full name, previous student number (if available), qualification and an explanation of what you believe to be the issue with your transcript.
Can I request a World Education Service (WES) package through this system?

Yes, you can share your digital documents by creating a connection with WES on your portal. When creating the connection please use the email address submit@WES.org WES are a Third Party Provider and once you have made the connection with them they will need to register on the ‘Third Party Portal’ to accept your connection request and view your documents. A small fee is charged to WES for the connection and until they make that payment your connection request will remain as ‘pending payment’. Please note this is a payment WES need to make in their portal, you do not need to make a payment or register on the Third Party Portal.
As a Transnational Education (TNE) student studying at an overseas partner institution, can I use the portal?

Yes, you can use the portal but the process is slightly different because our partner institutions are a key stakeholder in issuing certificates.

Your initial degree certificate for the award you have successfully passed will be given to you by your partner institution, so there is no need for you to register within the portal to receive it. Instead, please speak to the relevant member of staff at your institution to find out when you will receive your certificate.

Once you have been issued with your certificate, you will then be able to register on the portal, using the above user guides. Once registered, you will be able to order products such as our verification letter detailing your study information to share with employers or other educational institutions. Please note that we will first need to undertake a check with your institution to ensure no fees are outstanding before we can issue you with such documentation.

At present, we are unable to provide TNE students with a digital copy of their certificate, but we are hoping to introduce these at some point in the future. Unfortunately, we do not yet have a timescale for this.