Policy

Awards - Policy

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1. Purpose and Objectives

This policy addresses awards in relation to the issuing and revocation of awards.

2. Definitions, Terms, Acronyms

Academic Registrar - the Academic Registrar of the University.

Award - a higher education award of the University, for example, a bachelor degree.

COO - Chief Operating Officer.

Permanent address - the address stated in the University's electronic administration system as the student's permanent address.

Postal address - the address stated in the University's electronic administration system as the student's mailing address.

Qualified person - for an award, a person—

  • on whom the award has been conferred; or
  • who is entitled to the award.

Relevant senior executive - Provost or the Deputy Vice-Chancellor (Academic), as delegated by Senate.

Review committee - the Awards Revocation Review Committee, as established under section 8.

Revoke - an award may be revoked by the University where a graduate is deemed not to meet the requirements of the award.

Student - refers to a person at the time they were enrolled at The University of Queensland.

3. Policy Scope/Coverage

This policy applies to all students, current and past, of The University of Queensland.

4. Policy Statement

To be conferred an award, a student must comply with the requirements of any relevant University policy and procedures and program rules.

Senate may confer the awards set out in this policy and PPL 3.50.11 Awards - Procedures.

Senate may delegate its power to confer awards to any person who Senate is satisfied has the necessary training, or knowledge and experience, to exercise that power.

5. Awards Conferred Posthumously

Senate may confer an award on a person posthumously if –

  • the person dies after the person has completed the requirements for an award; or
  • Senate is satisfied that the person has substantially completed the requirements for the award.

6. Surrendering an Award

6.1 Notice of intention to surrender an award

A qualified person may surrender an award by giving the Academic Registrar—

  • written notice signed by the person that states that the person has decided to surrender the award (a surrender notice);
  • the testamur in the possession or under the control of the person surrendering the award; and
  • in cases where a testamur is not in the possession or under the control of the person surrendering the award—evidence that satisfies the Academic Registrar that the document has been lost, defaced or destroyed.

6.2 When surrender takes effect

Where a qualified person surrenders an award, the rights of the person in relation to the award cease on the day the Academic Registrar records receipt of the person’s surrender notice.

6.3 Consequences of surrender

The recipient is deemed never to have received an award once it has been surrendered. The Academic Registrar must take the appropriate action to amend all official records to reflect the surrender of the award.

6.4 Credit for a surrendered award

Where a person surrenders an award, and is at that time or later enrolled in another program at the University, the executive dean may grant to that person credit towards that program of study for courses passed for the surrendered award, as determined by the program rules and the executive dean.

7. Revoking Awards

7.1 Power to revoke an award

An award may be revoked if, at the time the award was conferred on the recipient, the recipient was not entitled to the award because —

  • the recipient did not possess the relevant qualifications for admission; or
  • the recipient had not completed the requirements for the award.

Senate may delegate its power to revoke an award to a relevant senior executive.

7.2 Notice of intention to revoke an award

7.2.1 Revocation initiated by The University of Queensland

Before deciding to revoke an award, the relevant senior executive must give the recipient—

  • written notice informing the recipient of their intention to revoke the award;
  • a copy of all documents, or a reasonable opportunity to inspect all documents, constituting the substantive material on which a decision could be made; and
  • a copy of this policy.

The notice must state—

  • that Senate has delegated its power to revoke an award conferred on a person to the relevant senior executive;
  • the reasons why the relevant senior executive believes that, when the award was conferred on the recipient, the recipient was not entitled to the award; and
  • that, within 10 business days after the date of the written notice of intention to revoke the award, the recipient may give the relevant senior executive a written statement -
    • assenting to revocation of the award; or
    • objecting to the revocation of the award, stating the reasons for the objection.

7.2.2 Revocation initiated by the recipient

An award recipient who is not entitled to the award may initiate revocation of the award by giving the relevant senior executive a signed statement providing reasons why they have cause to believe that, when the award was conferred, they were not entitled to the award.

7.3 Decision to revoke an award

Before making a decision to revoke an award under section 7.2.1, the relevant senior executive must -

  • consider any document or statement given to the relevant senior executive by the person under section 7.2; and
  • decide whether to revoke the award if the recipient is absent.

As soon as practicable after making the decision, the relevant senior executive must provide the affected person with a written notice of the decision.

The notice must state—

  • the decision;
  • the reasons for the decision; and
  • that, within 10 business days after the date of the notice of decision, the person may apply for a review of the decision by the review committee.

7.4 When revocation takes effect

If the relevant senior executive makes a decision to revoke an award under section 7.2.1, the revocation does not take effect until –

  • 10 business days after the recipient is given notice of the decision to revoke the award, if no application for review of the relevant senior executive's decision has been lodged; or
  • where an application for review has been made, the day the recipient is given notice that the review committee affirmed the decision to revoke the award.

7.5 Outcomes of revocation

If the relevant senior executive revokes an award, the recipient must give the Academic Registrar—

  • the testamur in the possession or under the control of the recipient; or
  • where a testamur is not in the possession or under the control of the recipient, evidence that satisfies the Academic Registrar that the document has been lost, defaced or destroyed.

A person who has had an award revoked is taken never to have received the award. The Academic Registrar must take the appropriate action to amend official records to reflect the revocation of an award.

7.6 Reporting decisions to Senate

Where the relevant senior executive revokes an award under this policy, they must report the revocation to the next meeting of Senate.

8. Awards Revocation Review Committee

8.1 Establishment of Awards Revocation Review Committee

Senate will establish a committee called the Awards Revocation Review Committee.

8.2 Composition of committee

Senate must appoint—

  • a Senate member to be the chairperson of the review committee; and
  • at least two other persons.

Senate must determine the term of office of each member of the committee.

9. Review of Decision to Revoke an Award

9.1 Application for review

A person who has had their award revoked may apply to the review committee for review of a decision made by the relevant senior executive under section 7.3.

The application must —

  • be made in writing to the chairperson of the review committee within 10 business days of the applicant's receipt of the decision to revoke the award; and
  • specify the grounds on which the review is sought, providing details in support of those grounds.

The chairperson of the review committee may extend the time for compliance with this subsection.

9.2 Review Committee procedure

9.2.1 On receipt of an application for review, the chair of the review committee must convene the committee within 20 days to hear and consider the application on its merits. The 20 day period may be extended where both student and chairperson agree to a longer period.

9.2.2 On receipt of an application for review, the chairperson must give the recipient a written notice (the hearing notice), at least 5 business days before the hearing is conducted, that -

  • acknowledges the review application and informs the recipient that the review committee will hear and decide the application;
  • fixes the date, time and place of the hearing;
  • includes a statement on how the hearing will be conducted; and
  • includes a copy of all documents given to the chairperson in preparation for the hearing, or provides a reasonable opportunity to inspect all documents.

9.2.3 The chairperson of the review committee may postpone the hearing if the chairperson decides that it is reasonably necessary to do so. The chairperson must give the person concerned a written notice that informs the person that the hearing has been postponed and fixes the date, time and place for the rescheduled hearing. The notice must be given at least 5 business days before the postponed hearing is to be conducted.

9.3 Conduct of hearing

The review committee must conduct the hearing in the way the committee considers appropriate but it must observe the following requirements:

  • the hearing must be conducted in an informal manner;
  • the review committee is bound by the rules of natural justice, but is not bound by the rules of evidence or of practices or procedures applicable to courts of record;
  • the applicant is entitled to appear in person at the hearing and may present to the review committee oral and/or written statements;
  • if the applicant does not appear at the hearing, the hearing may proceed in the applicant's absence;
  • at the hearing, the applicant is entitled to be accompanied by another person who may observe the proceedings but not act as a legal representative unless the review committee gives leave for the applicant to be legally represented at the hearing;
  • the review committee may give the applicant leave to be legally represented at the hearing if –
    • the hearing is likely to involve complex issues of fact or law;
    • the interests of natural justice require that the applicant be given the leave; and
  • the review committee has the power to maintain order in the proceedings, including the power to order the removal of a person (including the applicant or their legal representative).

9.4 Committee decision

9.4.1 The review committee must -

  • affirm the relevant senior executive's decision; or
  • set side the decision.

9.4.2 As soon as practicable after making the decision, the chairperson of the review committee must give -

  • the applicant written notice of the decision; and
  • the relevant senior executive a copy of written notice of the decision.

The written notice must state -

  • the decision; and
  • the reasons for the decision.

10. Communication and Record-Keeping

10.1 Sending notices and related documents to students

Notices or other related documents must be given to the student by—

  1. personal delivery; or
  2. registered post to—
    1. if sending it during a semester, the student’s postal address;
    2. if sending it at another time, the student’s postal address and permanent address; or
  3. email, to the email address provided by the student.

10.2 Sending notices and related documents to persons who are not students

Notices or other related documents must be given to a person who is not a student by –

  1. personal delivery; or
  2. registered post to the most recent residential or business address of the person known to the sender of the notice or document.

10.3 Reporting decisions to Senate

Where the review committee makes a decision under this policy, the secretary of the committee must report the decision to Senate at its next meeting.

10.4 Record-keeping

The chairperson of the review committee must ensure that -

  • a record of the proceedings at the hearing is kept;
  • the record includes a fair summary of the evidence submitted to, or obtained by, the review committee and of the proceedings; and
  • the record is lodged wth Records and Archives Management Services in accordance with PPL 1.60.04 Records Management.
Custodians
Academic Registrar
Mr Mark Erickson

Procedures

Awards - Procedures

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1. Purpose and Objectives

The procedures enact PPL 3.50.11 Awards - Policy.

2. Definitions, Terms, Acronyms

Suite of programs – a multi-step progression of postgraduate programs offered under the same program title.

Example —

graduate certificate in business administration;

graduate diploma in business administration;

master of business administration;

master of business administration (advanced).

Executive dean - the relevant executive dean of the faculty administrating the award.

3. Procedures Scope/Coverage

These procedures apply to all students and staff at The University of Queensland.

4. Grant of Awards

4.1 To gain an award a student must —

a) comply with the policies and rules; and

b) complete the program.

4.2 The University, through Senate or its delegate, may confer the awards listed in PPL 3.50.11d Awards - Table 1.

4.3 The official abbreviation for each award is set out in PPL 3.50.11d Awards - Table 1.

4.4 A student enrolled in an undergraduate diploma concurrently with another undergraduate program may —

a) not graduate with the undergraduate diploma until the student has completed the requirements of the undergraduate program; and

b) graduate with the undergraduate bachelor award before completing the requirements of the undergraduate diploma.

5. Application for an Award

5.1 A student who satisfies program requirements may apply to the Academic Registrar to be granted the relevant award.

5.2 The Academic Registrar may set the time, the conditions, and the form to be used, for an application.

6. Early Exit in a Suite of Postgraduate Coursework Programs

6.1 If the executive dean agrees, a student enrolled in one of a suite of programs may withdraw and be granted the highest award for which the student has satisfied the requirements.

Custodians
Academic Registrar
Mr Mark Erickson

Forms

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Awards - Table 1

Awards - Table 1

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Description: 

PPL 3.50.11d1 Awards - Table 1 (previously Schedule 2 of the General Award Rules) outlines the following:

  • the list of awards conferred by the University, through Senate or its delegate; and
  • the official abbreviation of each award.
Custodians
Academic Registrar
Mr Mark Erickson
Custodians
Academic Registrar
Mr Mark Erickson
Custodians
Academic Registrar
Mr Mark Erickson