Policy

Awards - Policy

Printer-friendly version
Body

1.0    Purpose and Scope

  1. The University is registered by TEQSA to self-accredit and offer programs that lead to the award of a qualification (hereafter ‘award’). Through the Program Design Policy the University ensures that its programs comply with relevant federal legislation and the Australian Qualifications Framework (AQF). The University is empowered by the University of Queensland Act 1998 (the Act) to confer awards. The awards the University confers are set out in the Awards Table.

  2. This policy describes:

    1. the requirements for the conferral of awards set out in the Awards Table; and

    2. the conditions under which an award may be surrendered or revoked.

  3. This policy applies to:

    1. all students and graduates of The University of Queensland; and

    2. all staff who administer awards and graduation ceremonies under this policy.

  4. This policy does not apply to the granting of honorary awards. Refer to the Honorary Awards Policy (PPL 8.15.02).

2.0    Principles and Key Requirements

2.1    Conferral of Award

Part A – Eligibility

  1. To be eligible for conferral of an award of the University, a student must—

    1. have successfully completed all requirements for the relevant program of study as certified by the Executive Dean or Dean of the Graduate School; and

    2. have complied with all relevant policies, procedures and rules of the University applicable to students.

­­Part B – Conferral process and graduation

  1. Subject to sub-clause (3), awards are conferred by Senate or the appropriate delegate at an official graduation ceremony.

  2. An award may be conferred by Senate or the appropriate delegate—

    1. at other times to:

      1. Higher Degree by Research candidates; and

      2. Coursework students in exceptional circumstances as determined by the Academic Registrar; or

    2. in such manner as Senate or the appropriate delegate considers appropriate in the circumstances and at the relevant time.

  3. A graduand will be invited by the Academic Registrar to attend an official graduation ceremony.

  4. All graduates attending an official graduation ceremony must wear the appropriate academic dress for the award being received, as per the Academic Dress requirements as set by the Vice-Chancellor in Appendix 6.2.

Part C – Academic Statements

  1. The University will provide graduates with the following academic statements—

    1. testamur (degree certificate);

    2. official academic transcript; and

    3. Australian Higher Education Graduation Statement (AHEGS).

  2. A class of honours must be awarded in a bachelor’s honours degree or an integrated program which includes a bachelor’s honours component, to be calculated as per the Bachelor Honours Degree Procedure.

Part D – Award abbreviations (post-nominal letters)

  1. The official program abbreviations set out in the Awards Table form the approved post-nominal letters a graduate may use to indicate their award title.

Part E – University Medals

  1. University Medals are awarded in recognition of outstanding academic achievement in accordance with the Award of University Medals Procedure.

2.2    Posthumous Award

  1. In addition to Section 2.1, Senate or the appropriate delegate may confer an award posthumously or at end of life where, on the recommendation of the relevant Executive Dean or Dean of the Graduate School, Senate or the appropriate delegate is satisfied that the student had completed, or substantially completed, the requirements of an Award as per clause 2.1.(1).

  2. Senate or the appropriate delegate may waive the requirement for a deceased student, or student at the end of life, to have substantially completed the requirements of an Award where particularly compelling or compassionate circumstances exist for the student.

  3. The application process for posthumous Awards is set out in the Awards Procedure.

2.3    Surrender of Award

  1. A graduate may apply to surrender an award by giving notice, together with all academic statements issued by the University that certify the conferral of the award, to the Academic Registrar stating that the graduate has decided to surrender the award.

  2. After the award is surrendered—

    1. the rights of the former graduate in relation to the award will cease from the date of surrender; and

    2. the former graduate is not eligible to have the surrendered award conferred at any future time by the University.

  3. Where a former graduate surrenders an award and is at that time or later enrolled in another program at the University, they may be granted credit towards that current program in accordance with the Recognition of Prior Learning Policy.

  4. The surrender of award process is set out in the Awards Procedure.

2.4    Revocation of Award

  1. An award may be revoked by an appropriate delegate if, at the time the award was conferred, the graduate was not entitled to the award because—

    1. the graduate did not possess the relevant qualifications for admission; or

    2. an administrative error has occurred, and the graduate has not satisfied the program completion requirements for the award; or

    3. student misconduct has been substantiated in accordance with the Student Integrity and Misconduct Policy and the penalty imposed results in the graduate no longer meeting the program completion requirements for the conferred award; or

    4. the University becomes aware of any demonstrable and compelling reason for revocation of the award and considers in the circumstances that revocation of the award is appropriate.

  2. After the award is revoked, the rights of the former graduate in relation to the award will cease from the date of revocation.

  3. A former graduate who has had their award revoked may appeal to the Student Academic Administrative Appeals Committee (SAAAC) which will review the decision, in accordance with the Awards Procedure, to determine whether to—

    1. affirm the decision;

    2. set aside the decision; or

    3. substitute another decision.

  4. In such cases, the SAAAC will be chaired by a Senate member.

  5. The revocation of award process is set out in the Award Procedure.

3.0    Roles, Responsibilities and Accountabilities

3.1    Senate

Senate is responsible for conferring awards on the certification of the Executive Dean that the program completion requirements for the respective award have been met by the student(s).

3.2    Student Academic Administrative Appeals Committee

The Student Academic Administrative Appeals Committee is responsible for considering requests initiated by a former graduate to review a decision to revoke an award.

3.3    Appropriate Delegate

The appropriate delegates must exercise their powers as delegated to them by Senate in accordance with the Delegation to confer Awards under the Act.

3.4    Academic Registrar

The Academic Registrar is responsible for—

  1. determining the exceptional circumstances for an award to be conferred under clause 2.1(3)(a)(ii), as set out in the Awards Procedure;

  2. setting the time, the conditions, and other administrative aspects for a student to register their intention to attend and be conferred at a graduation ceremony;

  3. setting the time, the conditions, and other administrative aspects for a student to conferred at a time outside a graduation ceremony, and to register their intention to attend a later ceremony, if applicable;

  4. establishing the process to verify a student’s eligibility to be conferred the award;

  5. managing the administrative aspects of University’s graduation ceremonies relating to students;

  6. providing academic statements to graduates; and

  7. maintaining the University Awards Table and official records of awards.

Other operational responsibilities relating to graduation ceremonies are detailed in the Awards Procedure.

3.5    Executive Dean

The Executive Dean is responsible for—

  1. certifying that undergraduate and postgraduate coursework students have satisfied program completion requirements for their respective award and are eligible to graduate;

  2. providing advice to Senate or appropriate delegate as required (for example, posthumous awards or revocation of an award);

  3. approving the honours classification to be awarded to a coursework student undertaking a bachelor’s honours degree; and

  4. nominating students who meet the eligibility criteria for the award of a University medal.

3.6    Dean, Graduate School

The Dean of the Graduate School is responsible for certifying that higher degree by research (HDR) students have satisfied the program completion requirements for the awarding of the relevant HDR award, and to provide advice to Senate or appropriate delegate as required (for example, posthumous awards or revocation of an award).

4.0    Monitoring, Review and Assurance

  1. The Deputy Vice-Chancellor (Academic) is responsible for the monitoring, review and assurance of this Policy.

  2. The Academic Registrar will monitor the conferral of awards and submit reports to the Deputy Vice-Chancellor (Academic) and/or Senate as required.

  3. Academic Policy and Programs will provide assurance that the nominations submitted by the faculties for University Medals meet the requirements set out in the Award of University Medals Procedure.

5.0    Recording and Reporting

  1. Records concerning applications and University decisions are filed in the student/graduate’s record in the University’s official records systems in accordance with the Information Management Policy.

  2. The Chairperson of the SAAAC is responsible for retaining the records of proceedings in the relevant records management system.

6.0    Appendices

6.1    Definitions, Terms, Acronyms

Academic Registrar  the Academic Registrar of the University.

Academic Statements – official documents of the University that record a student’s academic performance and/or achievements, issued in accordance with the Higher Education Standards Framework 2015 and the Australian Qualifications Framework (AQF) Qualifications Issuance Policy.

Academic transcript – official academic record, certified by the Academic Registrar.

Appropriate delegate – means the Chancellor, Deputy Chancellor, Vice-Chancellor, Provost, or appropriately qualified member of Senate.

Credit – the value assigned for the recognition of equivalence in content and learning outcomes between different types of learning and/or qualifications. Credit reduces the amount of learning required to achieve a qualification and may be through credit transfer, articulation, or recognition of prior learning.

Executive Dean – the relevant Executive Dean of the faculty administrating the program.

Graduand – a student who has met the requirements for program completion but is yet to have the award conferred.

Graduate – a student who has satisfied the program completion requirements and whose award has been conferred.

Program – a sequence of study leading to the award of a qualification.

Student  refers to a person who is enrolled at The University of Queensland.

TEQSA – Tertiary Education Quality and Standards Agency.

6.2    Academic Dress

As per the Academic Dress requirements.

6.3    Relevant legislation and information

University of Queensland Act 1998

Higher Education Support Act 2003 (Cth)

Tertiary Education Quality and Standards Agency Act 2011 (Cth)

Higher Education Standards Framework (Threshold Standards) 2015

Tertiary Education Quality and Standards Agency (TEQSA)

Custodians
Academic Registrar Mr Mark Erickson

Procedures

Awards - Procedures

Printer-friendly version
Body

1.0    Purpose and Scope

  1. This procedure supplements PPL 3.50.11 Awards – Policy and applies to all students and graduates at The University of Queensland.

2.0    Process and Key Controls

  1. All processes related to the conferral, surrender and revocation of an award will be managed in accordance with the principles of procedural fairness and transparency.

  2. All decision-makers will act impartially and without bias.

3.0    Key Requirements

3.1    Out-of-session Conferrals: Exceptional Circumstances

  1. For the purposes of section 2.1.3(a)(ii) of the Awards Policy, the Academic Registrar will consider there to be exceptional circumstances warranting an out-of-session conferral of award where—
    1. an award is required for employment or university admission purposes; or

    2. there has been an administrative error; and

    3. the student would be disadvantaged should the conferral of award be delayed to the next graduation period.

  2. Faculties may submit a written request to the Academic Registrar for an out-of-session conferral.

  3. Where the requirements in sub-section 2.1(1) are met, the Academic Registrar will seek approval for the out-of-session conferral from the appropriate delegate.

3.2    Posthumous Awards

  1. For the purposes of section 2.2(1) of the Awards Policy, where a student has not completed all requirements for the relevant program of study, an Executive Dean or Dean of the Graduate School may apply for a posthumous conferral of an award by using the Posthumous Award Recommendation Form, as specified by the Academic Registrar.

  2. The Executive Dean or Dean of the Graduate School must send the completed Posthumous Award Recommendation Form to the Academic Registrar.

  3. Where the requirements in section 2.2(1) of the Awards Policy for a posthumous award are met, the Academic Registrar will seek approval for the posthumous conferral from Senate or the appropriate delegate.

3.3    Surrendering an Award

3.3.1    Notice of intention to surrender an award

  1. A graduate may surrender an award by giving the Academic Registrar—

    1. written notice signed by the graduate that states that they have decided to surrender the award (a surrender notice);

    2. the testamur in the possession or under the control of the graduate surrendering the award; and

    3. in cases where a testamur is not in the possession or under the control of the graduate surrendering the award, evidence that satisfies the Academic Registrar that the document has been lost, defaced or destroyed.

3.3.2    When surrender takes effect

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

3.3.3    Outcomes of surrender

  1. The Academic Registrar must take the appropriate action to amend all official records to reflect the surrender of the award.

3.4    Revoking an Award

3.4.1    Revocation initiated by the University

  1. The Executive Dean or Dean of the Graduate School may initiate the revocation of an award by submitting a written request and supporting documentation the Academic Registrar for endorsement.

  2. If endorsement is provided, the Academic Registrar will submit the request to the appropriate delegate for a decision on revocation.

  3. Before deciding to revoke an award, the appropriate delegate must give the graduate—

    1. written notice informing the graduate of their intention to consider revoking the award;

    2. a copy of all relevant documents, or a reasonable opportunity to inspect those documents, constituting the substantive material on which a decision to revoke the award would be made; and

    3. a copy of the Awards Policy and this procedure.

  4. All reasonable steps will be taken by the University to verify that the notice has been received by the graduate.
  5. The notice must state—

    1. that Senate has delegated its power to revoke an award to the appropriate delegate;

    2. the grounds for revocation under section 2.4(1) of the Awards Policy; and

    3. that, within 14 calendar days after the date of the written notice of intention to revoke the award, the graduate is invited to provide the appropriate delegate with a written statement -

      1. assenting to revocation of the award; or

      2. objecting to the revocation of the award, stating the reasons for the objection; and

      3. providing supporting documentation, or other evidence that supports the reasons for their objection;

    4. that the graduate may make oral submissions, either in person or by teleconferencing, to the appropriate delegate about reasons why the award should not be revoked;

    5. that the graduate may make the oral submissions at a mutually agreed date and time or, failing agreement, at a date and time appointed by the appropriate delegate; and

    6. that the graduate may be accompanied by a support person who is not a lawyer.

  6. The 14-day period specified in subsection 2.4.1(5)(c) above may be extended by the appropriate delegate for a further reasonable period, where the graduate reasonably requires additional time to prepare their response or to obtain supporting documentation. 

3.4.2    Revocation consented to by the graduate

  1. A graduate who is not entitled to an award may consent to the revocation of the award.

  2. The Executive Dean or Dean of the Graduate School should obtain a written statement from the graduate confirming they have cause to believe that, when the award was conferred, they were not entitled to the award.

  3. The written statement from the graduate should be submitted to the Academic Registrar for endorsement.

  4. If endorsement is provided, the Academic Registrar will submit the request to the appropriate delegate for a decision on revocation.

3.4.3    Decision to revoke an award

  1. Before making a decision to revoke an award, the appropriate delegate must consider all submissions and any supporting documentation provided by the graduate.

  2. The appropriate delegate may request advice from the Executive Deans or Dean of the Graduate School before making a decision.

  3. The appropriate delegate will make a decision whether or not to revoke the award.

  4. As soon as practicable after making the decision, the appropriate delegate must provide the person with a written notice of the decision.

  5. The notice of decision must state—

    1. the decision;

    2. the reasons for the decision; and

    3. that the graduate may apply to the Student Academic Administrative Appeals Committee (SAAAC) for a review of the decision within 28 calendar days from the date of the notice of decision.

  6. If the appropriate delegate decides to revoke an award, they must report the revocation to the next meeting of Senate.

3.4.4    Review of a decision to revoke an award

  1. A former graduate may apply to the SAAAC, in accordance with the Academic Administrative Appeals by Students Procedure, for a review of a decision made by the appropriate delegate under section 2.4.3 (Decision to revoke an award).

3.4.5    When revocation takes effect

  1. Where the appropriate delegate decides to revoke an award, the revocation does not take effect until –

    1. 28 calendar days after the graduate is given notice of the decision to revoke the award, if no application for review of the appropriate delegate’s decision has been lodged; or

    2. where an application for review has been made under section 2.4.4, the day the review committee affirms the decision to revoke the award.

3.4.6    Outcomes of revocation

  1. If the appropriate delegate revokes an award, the former graduate must deliver or give to the Academic Registrar—

    1. the testamur in the possession or under the control of the former graduate; or

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

  2. The Academic Registrar must take the appropriate action to amend official records to reflect the revocation of an award.

4.0    Conferral of a concurrent undergraduate diploma

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

    1. not graduate with the undergraduate diploma until the student has completed the requirements of the undergraduate program; and

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

5.0    Early exit in a suite of postgraduate coursework programs

  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.

6.0    Roles, Responsibilities and Accountabilities

Position

Responsibility

Appropriate Delegate

The appropriate delegate must exercise their powers as delegated to them by Senate in accordance with the Delegation to Confer Awards under the Act.

Academic Registrar

The Academic Registrar is responsible for—

  1. establishing the process for recommending the posthumous conferral of an award;

  2. determining exceptional circumstances for out-of-session conferrals; and

  3. amending official records to reflect the surrender and revocation of an award.

Dean of the Graduate School

The Dean of the Graduate School is responsible for—

  1. instantiating requests for a posthumous conferral of award in respect of deceased students with enrolment in higher degree by research programs;

  2. instantiating and submitting requests for revocation of award; and

  3. providing advice to Senate or the appropriate delegate, as required, on posthumous awards or revocation of award.

Executive Deans

The Executive Dean is responsible for—

  1. instantiating requests for a posthumous conferral of award in respect of deceased students with enrolment in undergraduate and postgraduate coursework programs;

  2. instantiating and submitting requests for revocation of award; and

  3. providing advice to Senate or the appropriate delegate, as required, on posthumous awards or revocation of award.

Faculties

Faculties are responsible for instantiating requests for an out-of-session conferral due on the basis of exceptional circumstances.

Student Academic Administrative Appeals Committee

The Student Academic Administrative Appeals Committee is responsible for considering requests initiated by a former graduate to review a decision to revoke an award.

7.0    Monitoring, Review and Assurance

  1. These procedures are monitored by the Academic Registrar and reviewed by the Academic Board through the Committee for Academic Programs Policy (CAPP).

8.0    Recording and Reporting

  1. Records concerning applications and University decisions are filed in the student/graduate’s record in the University’s official records systems in accordance with the Information Management Policy.

  2. The Chairperson of the SAAAC is responsible for retaining the records of proceedings in the relevant records management system.

9.0    Definitions, Terms, Acronyms

Academic Registrar  the Academic Registrar of the University.

Appropriate Delegate – means the Vice-Chancellor, Provost, or appropriately qualified member of Senate, but does not include the Chancellor or Deputy-Chancellor for the purposes of revocation.

Executive Dean – the relevant Executive Dean of the faculty administrating the program.

Graduate – a student who has satisfied the program completion requirements and whose award has been conferred.

Graduation period – period approved by the University Senior Executive Team and scheduled in the Academic Calendar for the conferral of award at graduation ceremonies

Lawyer – means a person who holds a degree or formal training in law (e.g. LLB or JD or equivalent) and/or a person admitted or qualified to be an Australian lawyer.

Out-of-session conferral – the conferral of an award occurring outside of the graduation periods.

Program – a sequence of study leading to the award of a qualification.

Student  refers to a person who is enrolled at The University of Queensland.

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.

Support person – means a person accompanying a student at a hearing before a decision-maker.

Custodians
Academic Registrar Mr Mark Erickson

Forms

Printer-friendly version

Awards - Table 1

Awards - Table 1

Printer-friendly version
Body
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
Posthumous Award Recommendation

Posthumous Award Recommendation

Printer-friendly version
Body
Description: 

The Posthumous Award Recommendation Form should be used to make a recommendation for a posthumous award under section 2.2 of PPL 3.50.11 Awards Policy and section 2.2 of PPL 3.50.11 Awards Procedure.

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