The revised policy incorporates Program Architecture 2 recommendations and applies from 22 February 2021. The superseded version may be accessed via the document web links.

Policy

Coursework Admission and Enrolment Policy

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1.0 Purpose and Scope

  1. This policy outlines the requirements for admission and enrolment at the University, consistent with its compliance obligations under relevant state and federal legislation.

  2. This policy applies to all—

    1. undergraduate and postgraduate coursework programs and courses and non-award study;

    2. staff involved in academic and student administration;

    3. coursework students; and

    4. coursework applicants seeking to be admitted to study at the University.

  3. For shorter form credentials refer to PPL 3.20.09 Shorter Form Credentials Policy.

  4. For Higher Degree by Research (HDR) programs refer to PPL 4.60 Higher Degree by Research Candidates.

  5. For professional doctorate programs refer to PPL 4.70.03 Professional Doctorates Policy.

  6. For higher doctorate programs refer to PPL 4.70.04 Higher Doctorates Policy.

2.0 Principles and Key Requirements

  1. Admission requirements for programs of study offered by the University are designed to—

    1. ensure that admitted students have the academic preparation, and proficiency in English, needed to participate in their intended studies;

    2. be compliant under relevant state and federal legislation;

    3. be transparent and published in a format that is accessible by current and prospective students; and

    4. be applied fairly and consistently.

  2. Decisions about whether to admit and/or enrol a person are based on the person's academic merit and the availability of the resources required for the person to undertake the program or course. The University may set conditions on a person’s admission and/or enrolment.

  3. All students enrolled at the University must— 

    1. comply with all—

      1. policies and procedures applicable to students,

      2. conditions placed on their admission and/or enrolment, and

      3. requirements specified for their program of study;

    2. pay all relevant fees by the specified due date (as set out in PPL 3.40.01 Student Fees Policy);

    3. maintain a level of academic progress in their studies satisfactory to the University (in conjunction with PPL 3.50.14 Academic Progression Procedure); and

    4. for international students on a student visa, comply with the conditions of their visa.

  4. International students who request a release from UQ prior to the completion of six months of their principal program will be assessed in accordance with the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (the National Code) and the key requirements set out in the PPL 3.40.16 Transfer of Provider – Overseas Students Procedure. The six months is counted from the date the student commenced their principal program and does not include breaks from study due to deferment or suspension.

  5. The University can refuse admission or withdraw an offer of a place of any applicant who:

    1. does not perform to the University's satisfaction in a specified entry requirement such as an interview, test or written statement;

    2. fails to—

      1. qualify for admission to the relevant program and/or meet all conditions of their offer, or

      2. comply with the provisions of a program requirement, or

      3. provide complete and accurate information relevant to their admission and/or enrolment;

    3. if an international applicant, is identified as not being a 'Genuine Temporary Entrant' as defined by the Department of Home Affairs;

    4. has been suspended or expelled from the University; or

    5. as a student enrolled at another tertiary institution, has had their enrolment refused or cancelled by that tertiary institution.

3.0 Roles, Responsibilities and Accountabilities

  1. The Vice-Chancellor is responsible for approving program requirements (in conjunction with PPL 3.20.08 Program Approval Procedure).

  2. The Deputy Vice-Chancellor (Academic) is responsible for approving admission schemes (in conjunction with PPL 3.20.08 Program Approval Procedure).

  3. The faculties are responsible for reviewing program requirements, and entry scores and selection ranks used for the allocation of offers for select programs, in accordance with PPL 3.30.05 Academic Program Review Procedure or as otherwise required. The Vice-Chancellor or the Vice-Chancellor’s sub-delegate is responsible for approving entry scores and selection ranks used for the allocation of offers for select programs.

  4. The Academic Registrar is responsible for—

    1. issuing offers for places;

    2. the University’s coursework admission and enrolment processes; and

    3. the University’s Program and Course Catalogues.

  5. The academic roles and accountabilities associated with program requirements are specified in PPL 3.30.01 Teaching and Learning Roles and Responsibilities Policy

4.0 Monitoring, Review and Assurance

  1. Compliance with this policy is overseen by the Deputy Vice-Chancellor (Academic), and the Committee for Academic Programs Policy and its constituent sub-committees.

  2. The Academic Registrar will review this policy as required.

5.0 Recording and Reporting

  1. In addition to the requirements of PPL 6.40.01 Information Management Policy

    1. Details of programs and courses are recorded in the University’s Program and Course Catalogues. Details of non-award study are maintained by the relevant faculty; and

    2. The records concerning a person’s admission, enrolment and progression including University decisions are filed in the applicant's or student’s record in SI-net, the CRM system and/or TRIM.

6.0 Appendix

6.1 Definitions, Terms, Acronyms

Admission or admit – the result of assessment and selection of a person to undertake studies at the University.

Applicant – a person applying for admission to a program or non-award study.

Associate Dean (Academic) – the relevant Associate Dean (Academic) of the faculty administering the coursework program, or in the instance of non-award students, the Associate Dean (Academic) of the faculty administering the course.

Australian Qualifications Framework (AQF) – the national qualifications framework available at https://www.aqf.edu.au/.

Course – a distinct unit of study within a program, for which a grade is given. Each course is identified by its alphanumeric code, a title and a fixed unit value.

CRM – the University’s Customer Relationship Management system.

Domestic applicant/student – an applicant/student who is:

  1. an Australian citizen or dual citizen of Australia; or
  2. a New Zealand citizen; or
  3. the holder of a permanent visa for Australia or a humanitarian visa.

Enrolment or enrol – the process of registering a student or applicant in SI-net to undertake study in a program or course. Enrolment may be subject to conditions placed under a policy, procedure or program requirement.

Executive Dean – the Executive Dean of the faculty administering the program, or in the instance of non-award study, the Executive Dean of the faculty administering the course. For the purpose of this policy and associated procedures, the definition of Executive Dean includes the Dean, Graduate School.

Expulsion - a student is expelled from the University and is prohibited from enrolling in any courses or programs at the University.

International applicant/student – an applicant/student who is not a domestic applicant/student; also called an overseas applicant/student.

Non-award study – where a person is enrolled to study one or more courses without being admitted to a program which leads to an award of the University.

Place - a place in a program.

Program – a sequence of study leading to the award of a qualification such as an undergraduate degree or diploma, and/or a postgraduate coursework qualification.

Program requirements – for the purposes of this policy, program requirements means the courses to be taken to complete the program and any other specific conditions of the program including admission, enrolment and progression requirements. Program requirements include all requirements set out in the former 'program rules'.

QTAC – Queensland Tertiary Admissions Centre.

Selection rank – the admission score assigned to an applicant in accordance with Schedule 1 and Schedule 2 in PPL 3.40.06 Undergraduate, Doctor of Medicine, Non-Award and CSP Admissions Procedure.

Student – for the purpose of this policy, means a person enrolled as a student at the University or undertaking courses, non-award study or programs at the University.

Student visa – a student visa (such as subclass 500 or equivalent) which is a temporary visa that allows an international student to stay in Australia to study full-time in a recognised education institution.

Suspend or Suspended – means suspended from entering the University’s land, sites or part of the land or sites or engaging in an activity as a student of the University under a University policy or procedure applicable to students.

TRIM – the University’s electronic document and records management system.

6.2 Related Policies and Procedures

PPL 3.40.06 Undergraduate, Doctor of Medicine, Non-Award and CSP Admissions Procedure

PPL 3.40.07 Postgraduate Coursework Admissions Procedure

PPL 3.40.11 Enrolment Procedure

PPL 3.50.14 Academic Progression Procedure

PPL 3.40.05 Electronic Documents Submitted by Students Procedure

PPL 3.40.16 Transfer of Provider – Overseas Students Procedure

PPL 3.30.01 Teaching and Learning Roles and Responsibilities Policy and Guidelines

PPL 3.20.08 Program Approval Procedure

PPL 3.60.02 Student Grievance Resolution Policy and Procedure

6.3 Relevant Legislation and Information

Higher Education Support Act 2003 (Cth)

Tertiary Education Quality and Standards Agency Act 2011 (Cth)

Higher Education Standards Framework (Threshold Standards) 2015

Education Services for Overseas Students Act 2000 (Cth)

National Code of Practice for Providers of Education and Training to Overseas Students 2018

Autonomous Sanctions Act 2011 (Cth)

Autonomous Sanctions Regulations 2011

Department of Home Affairs

Tertiary Education Quality and Standards Agency (TEQSA)

Department of Foreign Affairs and Trade (DFAT)

Custodians
Academic Registrar Mr Mark Erickson

Procedures

Electronic Documents Submitted by Students - Procedure

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1.0 Purpose and Scope

This procedure applies to documentation submitted electronically to support student applications and administrative engagement with the University.

This procedure does not apply to academic documents created by a student (such as assignments).

2.0 Process and Key Controls

The University accepts the electronic submission of documents supporting a range of processes including:

  • admission;

  • credit transfer; and

  • administrative processes (for example applications for deferred examinations or for withdrawal without academic penalty).

As a condition of accepting the electronic submission of documents, the University reserves the right to verify the authenticity of the documents by any means considered appropriate.

3.0 Key Requirements

3.1 Verification Process

  1. Documentation used in support of an application to undertake an academic program must be kept by the student for the duration of the student’s enrolment in the program.

  2. Documentation used in support of administrative processes must be kept for the duration stated in the application instructions. If the duration is not specified in the administrative process instructions, the documentation must be retained for 12 months from the date of submission.

  3. A student may be requested at any time throughout the specified period to provide the original documentation for verification. The student must be able to produce original documents within the requested timeframe.

  4. For information that is used as the basis for admission, failure to provide original documentation for verification when requested may result in withdrawal of the offer of a place, cancellation of enrolment, or, where relevant, rescinding of any awards conferred if the information cannot be verified.

  5. Submission of false or misleading documentation by students will be considered misconduct and relevant actions will be taken in accordance with University misconduct policies.

  6. Methods of verification may include, but are not limited to:

    • Digital clearing houses;

    • postgraduate@QTAC database for Australian qualifications;

    • Online test results bank (for example Cambridge C2 Proficiency and IELTS), and

    • Confirmation with the document source (for example, relevant institutions for qualifications, a doctor or medical practice for medical certificates, organisations or individuals for referee reports).

  7. Verification activities will be conducted in accordance with the requirements for the collection, use and disclosure of personal information outlined in PPL 1.60.02 Privacy Management Procedure.

4.0 Roles, Responsibilities and Accountabilities

4.1 Students

Students who submit electronic documents are responsible for retaining those documents and for responding to requests from the University for documentation or additional information.

4.2 Organisational units

Organisational units that receive electronic documents covered under this procedure are expected to carry out planned audits and ad-hoc checks to confirm the authenticity of documents submitted electronically.

Unit leaders are responsible for establishing processes that meet the requirements of this procedure. Unit leaders may nominate a staff member to oversee compliance and implementation processes within the unit (for example at the faculty level, the Senior Manager, Student and Academic Administration).

5.0 Monitoring, Review and Assurance

  1. The Student and Academic Administration Management Committee (SAAMC) will monitor the overall University-wide compliance with this procedure. The SAAMC will submit reports to the Academic Registrar as required.

  2. The Academic Registrar will review this procedure as required.

  3. A guide to support organisational units in undertaking planned audits is linked to this procedure (UQ login required).

6.0 Recording and Reporting

In addition to the requirements of PPL 6.40.01 Information Management Policy:

  1. The records concerning a person’s admission, enrolment and progression including University decisions are filed in the student’s record in SI-net, the CRM system and/or TRIM, and

  2. Organisational units are responsible for tracking the outcomes of verifications and for providing reports as required.

Custodians
Academic Registrar Mr Mark Erickson

Forms

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Cross-Institutional Enrolment at Another University Application - Form

Cross-Institutional Enrolment at Another University Application - Form

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Description: 

Submit applications for cross institutional enrolment at another university in person to any Student Centre or post to the Faculty which administers your program.

Custodians
Academic Registrar Mr Mark Erickson
Cross-Institutional Enrolment at UQ Application - Form

Cross-Institutional Enrolment at UQ Application - Form

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Description: 

Cross-institutional students undertake approved courses at The University of Queensland for credit towards their studies at their home institutions. They receive normal instruction, assessment and examination results but are not enrolled in a University of Queensland award program.

Custodians
Academic Registrar Mr Mark Erickson
Late Addition of Courses Application - Form

Late Addition of Courses Application - Form

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Description: 

Use this form to add courses after the last day for addition or substitution of courses. An administrative charge will apply after that date and adding courses may change a student's financial liability. If adding a course increases your financial liability you must pay any fees or charges within two working days of being advised the addition was approved to avoid an administrative charge for late payment. For more information see: http://www.uq.edu.au/myadvisor/changing-courses.

Custodians
Academic Registrar Mr Mark Erickson
Non-Award Enrolment Application - Form

Non-Award Enrolment Application - Form

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Description: 

Use this form to enrol in non-award approved courses at The University of Queensland for personal or professional development. These courses provide normal instruction, assessment and examination results but are students not enrolled in a University of Queensland award program.

Custodians
Academic Registrar Mr Mark Erickson
Postgraduate Coursework (Domestic) Application - Form

Postgraduate Coursework (Domestic) Application - Form

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Description: 

Use this link to access the online application process for Postgraduate Coursework (Domestic) Programs.

Custodians
Academic Registrar Mr Mark Erickson
Postgraduate Coursework (International) Application - Form

Postgraduate Coursework (International) Application - Form

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Description: 

International student use this application form to apply for graduate coursework studies.

Custodians
Academic Registrar Mr Mark Erickson
Student Change of Name - Form

Student Change of Name - Form

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Description: 
Students complete this form to register a change of name.
 
Note: Original or a certified copy of acceptable official documentary evidence must be provided for changes to official university records.
Custodians
Academic Registrar Mr Mark Erickson
Student Enquiry - Form

Student Enquiry - Form

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Description: 

Students register general enquiries online (link below) or by lodging a Student Enquiry Form at a UQ Student Centre (pdf and Word verisons below).

Custodians
Academic Registrar Mr Mark Erickson
Custodians
Academic Registrar Mr Mark Erickson
Custodians
Academic Registrar Mr Mark Erickson