• Section 1 - Purpose and Scope
• Section 2 - Process and Key Controls
• Process
• Limits on recognition of prior learning (RPL)
• Section 3 - Key Requirements
• Part A - Application process
• Applications before admission
• Applications after admission
• Transfer of credit between UQ programs
• Part B - Evidence of prior learning
• Formal learning
• Non-formal and informal learning
• Part C - Assessment of prior learning
• Assessment of reduced program duration
• Assessment of formal learning
• Assessment of non-formal and informal learning
• Part D - Approval requirements
• Part E - Outcome of application
• Part F - Cancellation and retention of credit
• Rescission of credit
• Section 4 - Roles, Responsibilities and Accountabilities
• Deputy Vice-Chancellor (Academic)
• Associate Dean (Academic)
• Faculties
• Section 5 - Monitoring, Review and Assurance
• Section 6 - Recording and Reporting
• Section 7 - Appendix
• Definitions, Terms, Acronyms

Section 1 - Purpose and Scope

(1) This Procedure supports the Credit and Recognition of Prior Learning Policy and outlines the requirements for the assessment of prior learning for granting credit or exemption.

(2) This Procedure applies to:

1. all coursework programs;
2. all coursework students; and
3. applicants for admission to a coursework program (hereafter program).

(3) For the requirements of gaining credit for completing UQ coursework, this Procedure should be read in conjunction with the Enrolment Procedure.

Section 2 - Process and Key Controls

Process

(4) Prospective and current students may apply for credit or exemption in accordance with Parts A and B in this Procedure.

(5) Assessment of prior learning and the granting of credit or exemption is subject to the requirements and limits set in this Procedure.

(6) Students are responsible for ensuring the evidence supporting their prior learning is true and accurate. Documentation submitted for the assessment of prior learning will be subject to the requirements set out in the Documents Submitted by Students Procedure.

(7) International students on a student visa are responsible for ensuring they comply with the conditions of their student visa.

1. Students should seek advice from their faculty on how any changes to credit status (i.e. credit granted, cancelled or rescinded) will affect their Confirmation of Enrolment (CoE).
2. Refer to the Enrolment Procedure for changes to the enrolment duration on the CoE.

Limits on recognition of prior learning (RPL)

(8) Subject to the Schedule of RPL and Credit Limit Variations, the following limits apply to RPL and credit counted towards the completion of a program:

1. No credit or exemption will be granted for prior learning with a failing grade (or equivalent).
2. Completed learning, including UQ coursework, is deemed current from the time the learning was undertaken¹ for a maximum of:
   1. two calendar years if the learning is for a 16-unit bachelor honours program, or a longer period determined by the Associate Dean (Academic); or
   2. 10 calendar years for all other coursework programs.
3. The limits to currency in clause 8(b) may be waived if the learning is being used to apply for reduced program duration credit or unspecified credit for general electives.
4. Subject to clauses 8(b) and 8(c), credit will not be granted for prior learning if:
   1. the learning expires before the student is expected to complete the program (based on their chosen study load),
   2. for International Baccalaureate studies, the grade received is lower than the minimum grades set out in the Check Credit Eligibility page on the my.UQ website, and/or
   3. a student enrols in a UQ course comparable to the prior learning, does not apply for credit/exemption by the census date of their first semester in the UQ course, and then goes on to receive a failing grade for the UQ course.
5. Credit for prior learning that exceeds the applicable period of currency before the completion of the program will be cancelled unless the Associate Dean (Academic) permits the student to retain the credit subject to any conditions (for example, demonstrating retention of learning).²
6. Where learning is used to gain admission into a program, credit may be granted for aspects of the learning that exceeds the program’s minimum entry requirements.³
7. A student enrolled in a program must successfully complete the minimum units specified below from UQ courses that are not credited towards another completed UQ award:⁴
   1. 16-unit bachelor honours programs – 75% of the total units required (12 units);
   2. Postgraduate coursework programs – 50% of the total units required;
   3. Undergraduate coursework programs – 33% of the total units required, rounded up to the nearest multiple of 2;
   4. Dual programs structured as two component parts – each component is subject to the minimum unit requirements above (e.g. 50% for a postgraduate component in a dual program); or
   5. All other coursework programs – 33% of the total units required, rounded up to the nearest multiple of 2. For reference, the maximum credit limits for postgraduate and undergraduate coursework programs are specified in Tables 1 and 2 below.
8. Despite clause 8(g), in applying the maximum credit limit:
   1. granted credit for UQ courses transferred from an incomplete program will be treated as study completed in the program;
   2. courses completed as part of the same postgraduate coursework suite will be treated as study completed while enrolled in the program;
   3. if a student is granted reduced program duration credit, the maximum credit limit in clause 8(g) will apply to the reduced program; and
   4. credit will not be granted towards a program or plan for more than half the units required at level 3 or higher in the program requirements, except for study completed on UQ-approved semester-based exchange, short-term experience or cross-institutional study.
9. A course cannot be credited towards more than one incomplete program at any point in time.
10. Despite clause 8(i), where a student is concurrently enrolled in two separate bachelor’s or higher level programs (i.e. not a recognised dual program, and not an undergraduate diploma), the Associate Dean (Academic) may approve that a course be credited towards both programs to allow simultaneous completion of both programs, where such credit would have been permitted if the programs had been completed sequentially.
11. Where credit is granted for prior learning completed at another institution, the grade achieved for the prior learning is not recorded on the student’s UQ academic transcript.

(9) The variations stated in the Schedule of RPL and Credit Limit Variations are:

1. approved by the Deputy Vice-Chancellor (Academic) through the Program Approval Procedure; and
2. reviewed by the faculties through their quality assurance processes or as required.

Section 3 - Key Requirements

Part A - Application process

Applications before admission

(10) Credit or exemption may be applied for as part of an admission application by:

1. International applicants applying for admission to any undergraduate or postgraduate program.
2. Domestic applicants applying for admission to a master’s program that offers two or more durations through reduced program duration credit.

Applications after admission

(11) Enrolled students may apply to their faculty for credit or exemption by completing an online request for credit or exemption. However, for enrolled students who apply for the following non-UQ studies, the assessment of learning is conducted by the faculty as part of the application process and a separate online request is not required:

1. UQ Global Experiences to undertake for-credit student exchange or short-term experience
2. Cross-institutional study.

(12) Students are encouraged to apply early into their enrolment to aid with course selection in future semesters. For credit to take effect in a semester, the application should be received 14 calendar days before the semester commences; applications submitted after this time may not be accepted.

(13) Applications generally take up to 28 calendar days to process, however in some cases they may take longer (e.g., during peak periods, or an application involving multiple learning types).

Transfer of credit between UQ programs

(14) Students who are changing their enrolment from an incomplete program to a new program may apply to have credit for the completed UQ coursework transferred to the new program as follows:

1. Program change requests through mySI-net – the option to transfer UQ coursework credit is included in the program change request process, and the online request for credit or exemption is completed for external learning.
2. Program change requests through QTAC – the online request for credit or exemption is completed once the student is enrolled in the new program.

(15) Despite clause 14, if a student changes from a dual program to one of the component degrees or vice versa, or to another dual program that shares a component degree, the UQ coursework credit that fits within the new program requirements is automatically transferred.

Part B - Evidence of prior learning

Formal learning

(16) Students applying for credit or exemption for formal learning completed at another institution must supply:

1. A current copy of the student’s official academic transcript issued by the institution or a digital transcript issued via a UQ-recognised platform (e.g. myeQuals).
2. An explanation of the institution’s grading system. URL weblink(s) to the institution’s grading system on their official website is sufficient, provided it is in English. If the grading system is not available online for verification, a certified copy will be required.
3. If the learning is not covered by a current precedent or credit transfer/articulation agreement, course descriptions (e.g. course profiles) from the time the study was undertaken with a detailed syllabus will be required. URL weblink(s) to the location of the course descriptions on the institution’s official website is sufficient, provided it is in English. However, if the required information is not available online for verification and/or assessment, certified copies of the course descriptions must be provided. Course descriptions are expected to cover the information listed below:
   1. week-by-week list of topics covered in the course
   2. an overview of learning activities including the numbers of lectures, practicals, tutorials etc in the course
   3. list of aims and/or learning objectives (if available)
   4. lecture titles and descriptions
   5. titles of practicals
   6. texts and references
   7. timetable to indicate the number of contact hours of the various types of learning activities in the course
   8. methods of assessment including assessment items/tasks and grading criteria.

(17) Applications for reduced program duration credit may require evidence of completed awards (i.e. testamur) as well as the evidence requirements in clause 16.

(18) Clause 16 may be waived wholly or partly for completed UQ studies, provided completion is verifiable on the student’s record in SI-net.

(19) For student exchange, cross-institutional studies, the formal learning is assessed before the student undertakes the studies at the other institution, and the credit application may be provisionally approved subject to successful completion of the coursework verified through the official transcript issued by the institution and any additional evidence requested by the faculty or the Internships and Global Experiences team.

Non-formal and informal learning

(20) Students applying for credit or exemption for non-formal and/or informal learning must provide a supporting statement that outlines how the learning links to the learning objectives of the course(s) for which credit or exemption is sought, with examples of the outputs that demonstrate relevant performance (e.g. written reports).

(21) Students should contact the faculty for advice on the type of evidence required, that may include:

1. relevant professional training
2. project work
3. practice-related learning
4. independent research
5. capstone experiences
6. a piece of scholarship
7. a portfolio containing a range of supporting materials
8. work-based assessments
9. examinations
10. interviews
11. demonstrations, or
12. a combination of the above.

(22) Evidence submitted is expected to be of a standard comparable to the type of assessment that would typically be undertaken in a course, subject to the discipline and nature of the program of study. The faculty may verify the authenticity of any evidence submitted, including seeking further information from relevant third parties.

Part C - Assessment of prior learning

Assessment of reduced program duration

(23) Where a program is offered in two or more durations using reduced program duration credit, the faculty will specify in the program requirements the prior learning eligible for each of the reduced durations.

(24) Prior learning considered for reduced program duration credit will be assessed as follows:

1. where the requirement specifies an approved degree, assessment will be carried out in accordance with the Admission to Coursework Procedure; or
2. where other formal, non-formal or informal learning is considered, the assessment will be conducted in accordance with the ‘Assessment of formal learning’ and ‘Assessment of non-formal and informal learning’ provisions below where applicable.

Assessment of formal learning

(25) For completed learning to be eligible for credit or exemption, the applicant or student must have achieved a minimum passing grade of 4 (or equivalent) or non-graded pass. For International Baccalaureate studies, credit eligibility is subject to specific minimum grades set out in the Check Credit Eligibility page on the my.UQ website.

(26) When determining the unit value of credit for formal learning, the load equivalency to UQ coursework units will be taken into consideration, which may include the use of pre-existing standards such as the European Credit Transfer System (ECTS) weighting equivalency, or prior precedents established within the University.

(27) Formal learning is assessed for credit or exemption as follows:

1. If the learning is covered by a current precedent registered in the UQ Credit Precedent Database or set by the Associate Dean (Academic), or the learning is covered by a credit transfer or articulation agreement, the application may be considered using the precedent/agreement subject to the approval requirements in clause 29.
2. If no precedent/agreement exists, or the existing precedent is older than 3 years, an assessor nominated by the faculty will review the evidence of the formal learning against the criteria stated in Table 3 below and the approval requirements set in clause 29 to advise the Associate Dean (Academic) or authorised delegate on whether the application is eligible for specified or unspecified credit or exemption:
   
   Table 3: Criteria for credit (specified and unspecified) and exemption

Assessment of non-formal and informal learning

(28) Applications for credit or exemption involving non-formal and/or informal learning will be assessed by an academic assessor nominated by the faculty, who will review the evidence submitted against the criteria stated in Table 3 and approval requirements in clause 29 to advise the Associate Dean (Academic) or authorised delegate whether the application is eligible for specified or unspecified credit or exemption.

Part D - Approval requirements

(29) When considering an application to grant credit or exemption, the Associate Dean (Academic) or authorised delegate will consider the advice and recommendation from the nominated assessor (where applicable) and determine whether credit/exemption meets the following criteria:

1. the type and unit value assigned to the credit/exemption is appropriate to the design and structure of the program;
2. the credit/exemption satisfies the remaining program requirements; and
3. the credit/exemption complies with the principles of the Credit and Recognition of Prior Learning Policy and the ‘Limits on RPL’ section in this Procedure.

(30) Where an exemption is granted, the Associate Dean (Academic) or authorised delegate may specify conditions (e.g. that the course be substituted by a specific course or by a course from a specified list of courses).

Part E - Outcome of application

(31) The outcome of the application will be communicated by UQ email (for students) or nominated email (for applicants).

(32) The granted credit or exemption takes effect from the census date in the semester the credit was applied for and will be noted on the student’s studies report and official transcript.

(33) Granted credit towards a program is non-graded, however if the credit granted is for UQ coursework, the grades from all attempts at the course(s) are retained on the academic transcript.

(34) If the credit/exemption is approved with admission, it will initially be noted in the offer letter and clause 32 applies in the semester the student commences their studies.

(35) An appeal of a credit/exemption decision may be lodged in accordance with the Student Grievance Resolution Procedure.

Part F - Cancellation and retention of credit

(36) Credit granted for prior learning that exceeds the applicable period of currency specified in this Procedure will be cancelled unless the Associate Dean (Academic) approves the retention of credit subject to any conditions (e.g. demonstrating retention of learning). Students will be notified before the credit is cancelled and advised to contact the faculty.

Rescission of credit

(37) If the faculty finds that credit/exemption was granted due to a procedural error, incomplete or inaccurate information, or fraud, the student will be notified and the credit/exemption rescinded on the approval of the Associate Dean (Academic) or authorised delegate. Any evidence of misconduct will be managed under the Student Integrity and Misconduct Policy.

(38) Students may apply to the Associate Dean (Academic) to have reduced program duration credit rescinded. The same deadline for credit applications in clause 12 applies. The student will be notified through the UQ email of the outcome and, if approved, the faculty will update the student’s record.

Section 4 - Roles, Responsibilities and Accountabilities

Deputy Vice-Chancellor (Academic)

(39) The Deputy Vice-Chancellor (Academic) is responsible for implementation and review of this Procedure, and approves variations to the credit limits set out in this Procedure.

Associate Dean (Academic)

(40) The Associate Dean (Academic) is responsible for RPL assessment and quality assurance processes within the faculty.

(41) The Associate Dean (Academic) also provides reports to the Deputy Vice-Chancellor (Academic) and the Academic Board through the Committee for Academic Programs Policy to demonstrate and provide assurance of compliance with the requirements of this Procedure and the Credit and Recognition of Prior Learning Policy as required.

Faculties

(42) Faculties are responsible for:

1. articulating the type/s of credit granted for each of their programs/courses including:
   1. program-specific restrictions and limitations on credit transfer, and
   2. program-specific assessment and evidence requirements, and
2. establishing local operating procedures for timely consideration of applications.

Section 5 - Monitoring, Review and Assurance

(43) The Associate Dean (Academic) will:

1. develop and implement quality assurance processes to ensure that prior learning is of an appropriate standard to permit consideration for admission, credit or exemption; and
2. review precedents every 3 years. Faculties may set an earlier review period as required (e.g. for accreditation purposes).

(44) Review of, and compliance with, this Procedure is overseen by the Deputy Vice-Chancellor (Academic) and the Committee for Academic Programs Policy.

Section 6 - Recording and Reporting

(45) Credit precedents are recorded in the Credit Precedent Database where feasible to do so.

(46) Records concerning a person’s credit/exemption and the related University decisions are filed in the applicant/student’s record in the University’s official records systems.

(47) The Associate Dean (Academic) provides reports to the Deputy Vice-Chancellor (Academic) via the Committee for Academic Programs Policy to demonstrate compliance with this Procedure, as required.

Section 7 - Appendix

Definitions, Terms, Acronyms