Electronic Documents Submitted by Students - Policy

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1. Purpose and Objectives

This policy outlines the acceptance of documents submitted electronically to The University of Queensland by students.

2. Definitions, Terms, Acronyms

No entries for this document.

3. Policy Scope/Coverage

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

The policy does not apply to academic documents created by a student, for example assignments.

Staff members receiving electronically submitted documents must comply with PPL 1.60.04 Records Management.

4. Policy Statement

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

  • admission;
  • credit transfer; and
  • administrative processes, for example applications for deferred examinations or withdrawal without academic penalty.

As a condition of accepting electronically submitted documents, the University reserves the right to verify the authenticity of the documents by any means considered convenient.

5. Verification Process

5.1 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. 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.

5.2 The applicant may be requested at any time throughout the period stated to provide original documentation for verification. The applicant must be able to produce original documents within the requested timeframe.

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

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

5.6 The University will determine the process it considers convenient to verify documentation, including confirming the authenticity with the source of the documentation where practicable. The following methods of verification may be used:

  • Digital clearing houses;
  • QUALSEARCH database for Australian qualifications;
  • Online test results banks, for example Cambridge test of English Proficiency and IELTS; and
  • Confirmation with document source, for example, institutions for qualifications, doctor or medical practice for medical certificates, organisations or individuals for referee reports.
Academic Registrar Mr Mark Erickson
Academic Registrar Mr Mark Erickson