Academic Registrar Policy and Procedure Reviews

Recognition of Prior Learning Procedure

Section 1 and 3 were revised to simplify wording, remove superseded content and to clarify existing intent. Section 2 revised to simplify content and incorporate the Limits on RPL and Credit section and Approval and Review of Exceptions to Credit Restrictions and Limits Section from the policy, with the approval of variations transferred from the Vice-Chancellor to the Deputy Vice-Chancellor (Academic). Section 7 revised to retain relevant definitions used in the policy. 

Mapping of the restructured content against the superseded version is available in the linked excel file (here) - staff login required.

Recognition of Prior Learning Policy

Section 3 and the Limits on RPL and Credit section and Approval and Review of Exceptions to Credit Restrictions and Limits component of Section 2 have been transferred to the procedure. Section 1 and remaining content of Section 2 have been reviewed to simplify wording and clarify intent. Section 4 has been revised to retain relevant definitions used in the policy. 

Mapping of the restructured content against the superseded version is available in the linked excel file (here) - staff login required.

Recording of Teaching at UQ Procedure

Content restructured to consolidate and simplify wording, clarify processes, key controls and requirements for the recording of teaching, and address issues related to privacy, copyright and intellectual property. Key changes include:

• New clauses added to:
  • reflect the legislated two-year retention period for recordings (clause 19),
  • address intellectual property considerations and highlight UQ Intellectual Property Policy (clause 10), and
  • highlight where the Student Code of Conduct Policy may be applicable (clause 19)
  • clarify that while timetabled lectured delivered in recording-enabled venues or online will be recorded, Faculties may specify the recording of other teaching activities in particular programs on the approval of the Associate Dean (Academic), with the recording of other teaching activities at the discretion of the course coordinator (clauses 2 to 4) .
• Processes for exemptions from recording a lecture have been update to:
  • change the decision-maker for exempting a lecture from recording, to the relevant faculty associate dean (academic) or their delegate.
  • add an example to illustrate the protection of Indigenous cultural and intellectual property as a valid reason for a course coordinator to pause a recording.

Further details of the changes are available from the agenda papers for the 17 October 2025 meeting of the Academic Board (item 11.4.1, page 135).

Awards Policy

• Policy reviewed in accordance with the University’s cyclical review of policies and procedures
• The Academic Records Procedure has been consolidated under this policy
• A Graduation Procedure has been developed under this policy
• Conferral has been adopted as an administrative process separate from the graduation ceremony
• Articulation that a USI or approved exemption is required for conferral
• Clarification of the approved post nominal for The University of Queensland, the circumstances a posthumous award may be conferred, the purpose for the surrender of an award, and Senate’s responsibility for revocation of an award where imposed as a penalty by the University Misconduct Board

Awards Procedure

• Procedure reviewed in accordance with the University’s cyclical review of policies and procedures
• Adoption of standard approach to conferral of lower-level awards in a postgraduate coursework suite
• Articulation of the frequency of administrative conferral, the requirements and arrangements for the conferral of a posthumous award, and the outcome for a student where an award is revoked due to an administrative error
• Clarification of the process for revocation of an award where imposed as a penalty by the University Misconduct Board and that revocation is immediate when consented to by a student

Academic Records Procedure

• Procedure reviewed in accordance with the University’s cyclical review of policies and procedures
• Procedure consolidated under the Awards Policy following rescission of the Academic Records Policy
• Reordered and new sections drafted to align with the current procedure template
• Articulation of contents of the Testamur and Australian Higher Education Graduation Statement (AHEGS) and the recording of a minor or extended minor on the transcript

Graduation Ceremony Procedure

Introduction of a new Procedure detailing the ceremonial roles and the conduct of graduation ceremonies.

Admission to Coursework Procedure 

Update to provision about applicants not qualifying for direct entry to Master's programs relying on GPA from preceding qualifications within the suite; added Table 2 - Admission and recognition of prior learning in postgraduate coursework program suites.

Academic Program Review Procedure

December 2025update

Clause (34) updated to add requirement for consultation with AD(A) and DVC(A) if requesting variation to APR process when a program is subject to external accreditation at same time as APR

September 2025 update

Update to clause (31) to introduce a 4-month timeframe for circulation of the review report and approved implementation plan to faculty teaching and learning committees/boards of study and CAPP.

Introduction of sub-clause 31(a) to provide a mechanism to seek an extension to this timeframe approved by the DVC(A). 

Update to clause (37) to introduce a 12-month timeframe for submission of the implementation plan progress report to CAPP. 

23 December 2025

16 September 2025

Documents Submitted by Students Procedure

Previously titled Electronic Documents Submitted by Students Procedure.

Language has been updated to improve readability and reflecting that most material received by the University is now online. With the move to online applications for processes, documents are received in other formats by exception.

International Student Withdrawal and Release Procedure

Previously titled Transfer of Provider - Overseas Students Procedure.

Changes relate to providing clarity around when international students need to notify the University regarding ceasing their enrolment at UQ. Language has been updated to improve readability, and clauses have been moved around to improve the flow of the Procedure.