Manual of Policies and Procedures

E/4.1 Student admission

Contact Officer

Director, Student Business Services

Approval Date

14/09/2018

Approval Authority

University Academic Board

Date of Next Review

01/09/2021

4.1.1 Purpose
4.1.2 Application
4.1.3 Roles and responsibilities
4.1.4 Application for admission
4.1.5 Admission requirements
4.1.6 Adjustment factors
4.1.7 Indigenous access scheme
4.1.8 Recognition of prior learning
4.1.9 Offers of admission
4.1.10 Deferment
4.1.11 Transfer of course
4.1.12 International students
4.1.13 Non-award students
4.1.14 Return to study
4.1.15 Suspension or exclusion from a tertiary institution
4.1.16 Appeals
4.1.17 Definitions
4.1.18 Obligations and delegations
Related Documents
Modification History

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4.1.1 Purpose

QUT is committed to admission practices that are based on the principles of transparency and equity. Admission to QUT award courses is determined on the basis of merit and perceived probability of academic success with special provisions made for underrepresented community groups.

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4.1.2 Application

This policy relates to the admission of students to QUT award programs (C/3.2 Award classifications) and non-award study courses (C/3.3 Programs and non-award study) with the exception of admission to higher degree by research courses. The Higher degree research candidates policy (D/5.3) outlines conditions for admissions to higher degree research courses.

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4.1.3 Roles and responsibilities

Position
Responsibility

University Academic Board

  • specifies the minimum entry requirements for each level of award course

Faculty academic boards

  • specify the minimum entry requirements for courses they have responsibility for
Vice-President (Administration) and Registrar
  • approves procedures for applying for admission to the university
  • determines the number of places available in each course for any admission period
  • makes all offers of admission
  • approves applications for deferment

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4.1.4 Application for admission

The admission application procedure differs for international students and domestic students and varies according to the course for which the application is made. Applicants must apply using the method and by the due date advised by the University each year.

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4.1.5 Admission requirements

Applicants are considered against the minimum entry requirements for individual courses on the basis of one or more of the following:

  • academic merit
  • English language proficiency
  • ability to satisfy any additional course entry requirements (e.g. portfolio, audition, interview, test, pre-requisite studies)
  • minimum age.

Academic

The Award classification policy (C/3.2.7) specifies:

  • the general academic entry requirements applying to the different levels of award courses; and
  • the special provisions under which a faculty academic board may specify additional course entry requirements.

In determining academic merit, QUT may convert the applicant’s grades from other studies to a 7 point scale and calculate a grade point average to two decimal places so that a ranked order of merit can be determined.

Minimum course entry requirements may assume knowledge of a subject area.

English language proficiency

All candidates must meet the minimum English language proficiency requirement specified for each course. Unless otherwise specified, English proficiency may be demonstrated by an applicant through one or more of the following:

  • an IELTS academic test conducted no more than two years prior to the date of application (Note: QUT may determine equivalent scores on other approved English tests)
  • satisfactory completion of secondary schooling in Australia
  • one year of successful full-time (or equivalent) accredited diploma level studies or higher in Australia
  • successful completion of a recognised English bridging program
  • successful completion of studies equivalent to secondary school or higher outside Australia where the medium of instruction is English and recognised by QUT.

Minimum age

QUT has a minimum age requirement for domestic and international students (with the exception of START-QUT).

Prospective students under the age of 18 must have completed their secondary studies to year 12 level (or equivalent).

QUT will not accept domestic students who would be under the age of 16 at the time that they commence their studies at the University.

QUT will not accept international students who would be under the age of 17 at the time they commence their studies at the University. Prospective international students between the ages of 17 and 18 must demonstrate that they will reside with a parent, legal guardian or a person nominated by the parent or legal guardian; or that they have made other accommodation, support and welfare arrangements approved by the University.

Home institution approval

In the case of cross-institutional students, student admission is subject to home institution approval.

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4.1.6 Adjustment factors

An adjustment factor can improve an applicant’s position in a ranked order of merit.

  • Equity adjustments are available to QUT applicants who are recognised as having experienced educational disadvantage.
  • Elite Athlete adjustments are available to QUT applicants who are recognised elite athletes.
  • Subject adjustments are available to school leavers who have completed recognised subjects during their senior secondary studies.

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4.1.7 Indigenous access scheme

QUT provides an admission selection process that takes into account prior learning and other personal achievements for applicants of Aboriginal or Torres Strait Islander descent applying to study an undergraduate course.

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4.1.8 Recognition of prior learning

In order to provide access to the broadest range of people possible, admission to QUT can be based on the recognition of prior learning (C/5.4).

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4.1.9 Offers of admission

Where demand exceeds the number of available places in a course, not all eligible applicants who satisfy the course entry requirements may be offered a place at QUT.

Where an applicant meets a specified entry threshold an offer of admission may be guaranteed into a course.

Offers of admission to commencing students specify the particular course and, where applicable, attendance mode, attendance type, campus and major for which the offer is made. Students are required to enrol in accordance with the offer of admission and complete at least the first teaching period, unless otherwise specified by the executive dean of faculty or Director, QUT International College.

An offer of admission may be conditional upon the applicant satisfying additional requirements specified by the Vice-President (Administration) and Registrar in the offer.

If a commencing student fails to enrol for the teaching period by the date specified in the University's letter of offer, or they have not fully satisfied all offer conditions by the date that the course commences, then the enrolment lapses and the offer of admission is withdrawn, unless an application to defer commencement of study has been submitted and approved.

The Vice-President (Administration) and Registrar may withdraw an offer of admission that was:

  • made for a future study period where the offered course has been approved for discontinuation prior to the commencement of that future study period
  • made as a result of the provision of incomplete or inaccurate information by the person or a certifying authority.

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4.1.10 Deferment

Domestic applicants offered admission to undergraduate award courses may apply to defer commencement of their study. A deferment application will not normally be considered for courses where additional course entry requirements apply. Applicants are not entitled to hold a deferred place and fill a place in another QUT course for the same study period. Domestic applicants may defer commencement of their undergraduate study in the offered course for up to two years. Deferred applicants will be subject to the course rules and fee structures in operation at the time of their new commencement.

International and domestic postgraduate students seeking to defer commencement of their study should make application for a new offer of admission with a revised commencement date. The application will be assessed against the entry requirements that apply for the new commencement date.

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4.1.11 Transfer of course

Domestic undergraduate students who have gained admission or readmission to an award course at QUT may apply for an internal transfer to another course or a different major in the faculty or faculties involved in the student’s current course subject to the following provisions:

  • applicants must have completed at least one unit in the award course into which they have gained admission or readmission, and
  • applicants must satisfy all course entry requirements, including any additional course requirements, that apply to the proposed course in operation at the time of their transfer.

Internal transfers are subject to availability of a place in the proposed course or major.

Students who are admitted to a course of study at QUT, who wish to transfer to a course offered by a different faculty, including double degrees offered by more than one faculty, must apply in accordance with the standard procedures for admission.

In special circumstances the Vice-President (Administration) and Registrar may approve exceptions to this policy on course transfer.

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4.1.12 International students

International applicants must satisfy QUT that they have a genuine intention to stay in Australia temporarily, for the purpose of study. International applicants will be assessed against the criteria for genuine temporary entry in line with Australian government student visa regulations and the Migration Act 1958.

QUT may offer a number of courses as a package of studies and include conditions to be satisfied before a student can progress from one course to the next. Students who need to delay the commencement of their second or a later course because they do not satisfy progression conditions should make application to defer their entry in line with E/4.1.10 Deferment.

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4.1.13 Non-award students

Applications may be made to QUT for admission as a non-award student in order to undertake certain units without being admitted to an award course. Applicants are responsible for obtaining information on unit availability, content, assumed knowledge and/or prerequisite requirements and timetables.

An application for admission as a non-award student may be rejected if the applicant does not have an educational background (including English proficiency) appropriate to the unit/s applied for, or if there are insufficient places remaining in the class.

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4.1.14 Return to study

Students who wish to re-enter a course after a period of absence and who are not returning from leave of absence or deferment must reapply for admission. Generally, students returning to study will be considered for the current version of the course and may be required to satisfy all course entry requirements, including any additional entry requirements, in operation at the time of their return and any new offer conditions.

A student returning to study will not necessarily retain credit for all units completed prior to the absence. Credits will be determined taking into account the length of the absence and changes to course content, external accreditations and structure during the intervening period. The course coordinator may require the student to repeat units that have been passed previously or to undertake additional units in order to satisfy the current course requirements.

Students who wish to return to study a different course after a period of absence must apply for admission following the standard admission process for that course.

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4.1.15 Suspension or exclusion from a tertiary institution

QUT will refuse admission to applicants for award and non-award studies who have been suspended from a higher education institution for non-academic reasons (discipline or misconduct) while the suspension or equivalent action remains in force.

In line with QUT’s Academic progress policy (E/6.7.12), students who have been excluded from a course or study program at QUT or any other higher education institution as a result of unsatisfactory academic performance will not be considered for admission to a ‘like’ QUT course or study program unless:

  • at least 12 months have elapsed from the date of exclusion; and
  • the application is accompanied by a written statement to be reviewed as part of the admission decision. The statement should address factors such as changed circumstances, maturity and motivation, academic and/or vocational performance since exclusion.

The readmission of QUT students to the same course from which they have been excluded as a result of unsatisfactory academic performance is also subject to:

  • a place being available; and
  • the recommendation of the designated executive dean or Director, QUT International College who will make a recommendation to the Vice-President (Administration) and Registrar as to whether the student should be readmitted.

If the applicant has been excluded from a ‘non-like’ course or study program, the provisions above do not apply.

A QUT course or study program is regarded as ‘like’ if it is in the same discipline or study area or is similar to the course or study program from which the student has been excluded.

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4.1.16 Appeals

Applicants who are dissatisfied with the outcome of their admission application may seek a review by the Director, Student Business Services. The review must be sought within 10 working days of the date of the notification of the admission outcome. A written notification of the review outcome will be provided, usually within 15 days of the lodgement of the review request.

If still dissatisfied after this review, applicants may appeal to Appeals Committee (E/1.2) of University Academic Board within five working days of the date of the notification of the outcome of the review.

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4.1.17 Definitions

International student has the same meaning as ‘overseas student’ in the Higher Education Support Act 2003 (Cth).

Domestic student is a student who is an Australian citizen, New Zealand citizen (including a diplomatic or consular representative of New Zealand), or holders of an Australian permanent visa, as defined in the Higher Education Support Act 2003 (Cth).

Home institution is the institution where the student is undertaking their primary award course.

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4.1.18 Obligations and delegations

QUT administers the admission process in accordance with the Higher Education Support Act 2003 (Cth) (HESA), the Education Services for Overseas Students Act 2000 (Cth) (ESOS) and the Migration Act 1958. Changes may be made to any provisions of these Acts at any time.

Refer to Appendix 3 Schedule of Authorities and Delegations (C104, C105, C106).

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Related Documents

MOPP C/3.2 Award classifications

MOPP C/5.4 Recognition of prior learning

MOPP D/5.3 Higher degree research candidates

MOPP E/4.2 Advanced standing

MOPP E/6.7 Academic progress

Education Services for Overseas Students Act 2000 (Cth) and National Code

Higher Education Support Act 2003 (Cth) and Guidelines

Higher Education Providers: Administrative Information for Providers (AIP)

Migration Act 1958 (Cth) and Education provider obligations

Australian Technology Network

Domestic student application information

Educational Access Scheme

International student application information

QUT Research website

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Modification History

Date

Sections

Source

Details

14.09.18 All University Academic Board Revised and simplified policy
25.05.18 E/4.1.5, E/4.1.6, E/4.1.14 University Academic Board Revised policy to include consequential changes from the repeal of the Student Rules - effective 01.07.18
13.11.15 All University Academic Board Revised policy

15.09.10

E/4.1.8

Registrar

Policy revised in order to clarify the role of the Registrar in accordance with the Schedule of Delegations

23.07.10

E/4.1.8,
E/4.1.10

University Academic Board

Policy revised to include SAMS terminology and processes

13.11.09

E/4.1.7, E/4.1.9

University Academic Board

Revised policy

04.12.08

E/4.1.2

Chair, University Academic Board

Revised admission criteria relating to English proficiency (endorsed by Vice-Chancellor’s Advisory Committee 02.12.08)

27.02.08

E/4.1.2, E/4.1.5

Registrar

Editorial amendment to provide additional information on special entry programs

13.07.05

E/4.1.5

Chair, University Academic Board

Amended to reflect current practice and original intent of START-QUT scheme

13.07.05

E/4.1.6, E/4.1.7

Chair, University Academic Board

Revised policy to allow prospective undergraduate students to seek deferment of enrolment (endorsed in principle by University Academic Board 11.03.05)

13.07.05

E/4.1.9

Chair, University Academic Board

Amended to reflect government definition of an international student

13.07.05

E/4.1.11

Chair, University Academic Board

Minor editorial amendment consistent with leave of absence policy and revised Student Rule 18

19.11.04

E/4.1.2, E/4.1.11

University Academic Board

Revised policy (endorsed by Academic Policy and Procedures Committee 10.11.04)

20.06.03

All

University Academic Board

New policy (effective from 01.01.04)

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