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E/9.1 Review of grades and academic rulings
9.1.1 Purpose 9.1.2 Application 9.1.3 Roles and responsibilities 9.1.4 Review of grades 9.1.5 Review of academic rulings 9.1.6 Status of students awaiting the outcome of a review 9.1.7 Definitions Related Documents Modification History
9.1.1 Purpose
This policy sets out the principles for students to seek a review of a final grade or an academic ruling and the timeframes QUT will respond in.
This policy should be read in conjunction with the procedural information provided on the HiQ website (QUT staff and student access only).
9.1.2 Application
This policy applies to domestic and international students, undergraduate and postgraduate students. For review of grades (E/9.1.4) this policy applies only to the final grade for a unit and does not apply to review of individual assessment items.
9.1.3 Roles and responsibilities
9.1.4 review of grades.
Students are entitled to timely access to feedback on, and the results of, their own individual assessment items, including examinations ( C/5.1.8 Assessment and feedback). During the course of a teaching period students should discuss their progress in all assessment tasks with relevant teaching staff, and can expect to be provided with a clear indication of the extent to which they have or have not achieved the objectives set for each assessment item, as provided in the Assessment and feedback policy ( C/5.1 ). Since this step may constitute a significant component of the learning outcomes for the unit, this should be undertaken as soon as possible (normally within five working days) after the release of the grade/mark for the assessment item.
Students who are dissatisfied with the final grade received for the unit should initiate the Review of grade (QUT staff and student access only) process. Review of grades may lead to no change or to a less favourable or a more favourable outcome for the student.
Initiation of the review of grade process will not affect the final grade for a unit and any consequential prevention of enrolment in other units that require the unit as a requisite, until the review process is finalised.
Reviews of passing grades under steps 2 and 3 attract a charge ( schedule of administrative charges ) which is reimbursed if a higher grade is awarded following the review. There is no charge for review of fail grades.
Preliminary Step – Clarification
Prior to proceeding with the informal and formal processes of the review of grade, the student should have accessed:
- feedback in relation to achieving the objectives of the assessment items ( C/5.1.8 Assessment and feedback) and
- the component marks for individual assessment items and their relative weightings making up the overall grade ( C/5.1.10 Assessment and feedback).
Step 1 – Informal review at unit coordinator level
Following the release of the final grade for the unit, a student who believes that an error has occurred in the compilation of the overall grade from component assessment items should consult the unit coordinator. If the unit coordinator accepts the student's case, the unit coordinator may recommend to the executive dean, in accordance with the QUT grading policy ( C/5.2.9 ) and relevant faculty policy, that the grade be altered.
Step 2 – Formal review at school level
If the student remains dissatisfied after completing step 1 of these procedures, or if the student is unable to obtain clarification of the reason for the grade for a unit, then the student may apply for a school level review of the grade normally within 10 working days of the release of the final grade for the unit. The application must be supported by a written case that must indicate how the result awarded does not reflect the quality of the assessment item/s in relation to the published assessment criteria.
The head of school responsible for the unit determines the form of the review, which should include an independent re-assessment of the item(s) in dispute. The review must assess whether procedures have been correctly followed, whether the assessment is in accordance with the unit outline and whether the assessment is consistent with the assessment criteria, and must address the issues raised in the student's written case. The student is normally advised of the outcome within 10 working days of submission of the request for formal review.
Step 3 – Formal review at faculty level
A student who is dissatisfied with the outcome of the school level review of grade (step 2) for a unit may apply for a faculty level review normally within five working days of notification of the outcome. The applicant must provide a clear written case stating why the previous review outcome was inadequate. The student must address the rationale provided in the outcome and may include additional reasons or evidence. Resubmission of the original case for review without addressing the outcomes or response to the original review will not be accepted.
The application is forwarded through the executive dean of the faculty responsible for the unit to the faculty review committee for consideration. The faculty review committee is a sub-committee of the faculty academic board comprising, at a minimum, the executive dean or nominee (as Chair), a member of academic staff and a student representative appointed by the faculty academic board, none of whom were involved in previous levels of this review. The quorum of the committee is three. The committee may seek written input from relevant academic staff. The committee checks that correct processes have been followed, assesses the adequacy of the school's response to the student's case, and considers any new matters included in the student's written case.
The faculty review committee makes a recommendation to the executive dean to either uphold the school level (step 2) outcome or to vary the outcome. The executive dean will consider the recommendation of the review committee and make a final determination. The decision of the executive dean is final.
The applicant is normally advised of the outcome within 15 working days of submission of the request for formal review at faculty level. The response to the application for review must include a response to the student's case and the reasons for the decision.
The faculty review committee monitors the number and type of reviews conducted and reports on its activities to the faculty academic board.
9.1.5 Review of academic rulings
The following matters are considered academic rulings for the purposes of this policy:
- advanced standing applications
- amendment of enrolment program (including unit substitution, overload requests and refusal to allow enrolment)
- requisite waivers
- leave of absence
- special consideration
- deferred examination applications
- supplementary assessment applications
- assignment extension applications
- outbound cross-institutional requests
- course completion requirements.
Students who have received notification of an academic ruling and who wish to be provided with further information on the basis and implications of the ruling should contact the relevant faculty.
If, after having received further information, the student believes that an error has been made or that a ruling is unjust, the student may apply for a review. A review of academic ruling is not used where other procedures are already specified in policy, in particular:
- review of grades
- admission decisions
- academic progress (probation and exclusion)
- failure to maintain academic integrity (including cheating or plagiarism)
- withdrawal without financial or academic penalty outcomes.
Requests for a review of academic ruling must be submitted within 10 working days of the date of notification of a ruling. A review may lead to no change or to either a less favourable or more favourable outcome for the student.
The relevant executive dean of faculty determines the form of the review and makes a determination. The applicant will normally be advised of the decision of the executive dean within 20 working days and the outcome is final.
9.1.6 Status of students awaiting the outcome of a review
The University will make determinations on reviews as soon as practicable, but will not necessarily resolve any particular case before the census date for the next teaching period. The final grade for a unit and any related academic outcome will stand until the review process is finalised.
Students whose review will not be resolved before the commencement of the teaching period (where the delay is not the fault of the student) are permitted to enrol in units within the course of study. Students must consult the course coordinator about the enrolment program they will undertake while awaiting the outcome of a review. When the review process is finalised, the student remains bound by the ruling or by the consequences of the grade which was the subject of the review and may be withdrawn from nominated unit enrolments with no adverse academic or financial consequences.
9.1.7 Definitions
Grade means the final grade awarded for the unit.
International student has the same meaning as "overseas student" in the Higher Education Support Act 2003 (Cth).
Related Documents
MOPP C/5.1 Assessment and feedback
MOPP C/5.5 Student academic concessions
MOPP E/4.1 Student admission
MOPP E/4.2 Advanced standing
MOPP E/6.7 Academic progress
Review of grade and academic ruling protocols
Modification History
- Contact QUT
On this page
About the academic record.
An academic record is a list of your:
- enrolled units
- results including pass and fail grades
- completed majors, minors or specialisations.
It's also known as an academic transcript.
If you've studied more than one course it can include all courses or just a specific course.
You can request an academic record during your studies or after you complete your course.
You can also generate an academic history (an unofficial record) through the HiQ Study tab or use another way to provide proof you're enrolled at QUT .
Accessing your academic record
You can access a digital or hardcopy official academic record.
If you need an academic record for employment or government purposes, the organisation may accept a digital academic record which is certified when issued or they may request an original hardcopy that has been verified and certified. See the 'Verifying and certifying your record' section below for further information.
If you want an updated academic record, you'll need to order and pay for a new one. It will contain your units and grades at the time of your request and will replace any previous versions.
If you have any sanctions on your student account, we're unable to issue you your academic record.
For studies from 1986 onwards, you can request a digital academic record.
When you request a digital academic record, we'll issue it through My eQuals and send an email to your personal email address with a link.
Using the link, you'll be able to create a new My eQuals account or sign in to your existing account to access your digital document.
More information on digital documents Request a digital academic record for studies from 1986 onwards
I'm having problems accessing my digital documents
I haven't received the my equals email.
Once we've issued your documents, we'll send the My eQuals email to the personal email address you've provided to QUT. The email will contain a link to a 'Registration' page to create a new account or a 'Sign in' page if you've previously registered.
If you're registering for the first time
If you've waited the processing time and you still haven't received the My eQuals email from '[email protected]', check you spam or junk folder.
If you still haven't received the email, we'll resend it to you if you email us at [email protected] .
In your email:
- provide your full name, student number, date of birth, address and course name for identification purposes
- confirm the personal email address you've provided to QUT.
Once you've received the email and signed in, you'll be able to access your digital documents.
If you've previously registered
You can sign in to My eQuals using the personal email address you registered with and your password.
If you can't remember the email address you registered with, email us at [email protected] and provide your full name, student number, date of birth, address and course name for identification purposes.
If you're having issues with your password, you can reset it by clicking on the ‘Can't Sign In?' link on the My eQuals 'Sign in' page .
If you'd still like a copy of the My eQuals email, email us at [email protected] using identification details as listed in the section above.
I can't register or sign in to My eQuals
You'll need to use the link in the My eQuals email sent to the personal email account you've provided to QUT. The email, from '[email protected]', will contain a link to a 'Registration' page to create a new account.
You'll need to register with the personal email address you've provided to us.
If you still can't register, email us at [email protected] .
If you're still having issues, email us at [email protected] using identification details as listed in the section above.
I've signed in to My eQuals but can't see any documents
When you register, you need to use the personal email address you've provided to QUT. You'll then need to sign in with this personal email address and your password.
If you recently graduated and your personal email address was incorrect in your HiQ personal profile , email your new details to [email protected] from your student email account and include your full name and student number.
You can request a hardcopy version of your record, issued on QUT official academic record paper.
If your academic record needs to be verified for employment or government purposes, you can request it when you apply for your record. See the 'verifying and certifying your record' section below for further information.
Request a hardcopy academic record
Costs and processing times
The cost of an academic record and the processing time both depend on the type of record you select.
Costs are non-refundable once your AHEGS has been issued.
Regular costs and processing times
Older records from former institutions.
Requests for an archived academic record (for some former institutions) may take up to four weeks to complete. We'll email you to let you know how long it will take.
Priority service
If you require urgent processing for a hardcopy version, a priority service is available for an extra $20 for most post-1986 records.
You can choose to collect your record from HiQ or have it delivered via express post in Australia or courier overseas.
If you lodge your request:
- by 12pm Monday to Friday (excluding public holidays), we'll produce and send your request within three hours
- after 12pm Monday to Friday (excluding public holidays), we'll produce and send the record early the next working day.
For some post-1986 records from predecessor institutions, priority processing may not be available. If this is the case, we'll contact you.
The priority service isn't available when you nominate someone else to collect your record .
Receiving your record
Various collection and delivery options are available.
We'll send an email with a link to My eQuals to your personal email address from '[email protected]'.
You can collect your academic record free from HiQ .
Express postage in Australia costs $10, or $30 for overseas courier.
Receiving by mail
We'll send it to the address on your request form.
If your hardcopy record doesn't arrive
If you ordered a hardcopy academic record but don't receive it after waiting the processing and postage time, and your address was correct, check with your local mail delivery centre.
If you still haven't received your record, email the details to [email protected] . In your email, include your QUTPay receipt reference number and your full name, student number, date of birth, address and course name for identification purposes.
Collecting in person
You can also arrange to collect your record or nominate someone else to collect your record from HiQ .
How to nominate someone else to collect your record
If you can't collect your academic record you can nominate someone else to collect it.
You'll need to submit a written authorisation at least three hours before collection either through your QUT email, a third party authorisation form (no priority option) or power of attorney.
The person collecting your document will need to show photo identification such as a passport, Australian drivers licence or Australian proof of age card.
You need to send the email from your official QUT email address. Send an email to [email protected] with the subject 'Authorising third party collection'. We need to receive the email at least three hours before the pick-up time.
This email needs to confirm that you provide your authority for QUT to release your document to this person. It needs to include the full legal name and date of birth of the person you are authorising to collect your document.
Third party authorisation form
You need to submit a Third Party Authorisation (TPA form) which confirms the full legal name and date of birth of the person who is collecting on your behalf. Third party authority can take up to three days to process.
The priority processing service isn't available when you submit the third party authorisation form.
Power of attorney
The person collecting your document needs to show an original or legally certified copy of the complete power of attorney document issued in Australia, indicating their full legal name and date of birth.
Verifying and certifying your record
Various organisations in Australia and overseas may need proof that your academic record is genuine before they'll accept it for employment or government purposes. You may therefore need to have your record verified and certified.
If you print a copy of your digital academic record, we're unable to verify it and the Department of Foreign Affairs and Trade (DFAT) won't be able to certify it. Digital academic records are certified when issued but you'll need to check with the relevant organisation to see if they'll accept it for your purpose.
How to verify and certify your hardcopy record
Verifying your record.
If you need your academic record verified, we can stamp it with our official QUT verification stamp.
You can either request for your record to be verified when you apply for it or you can take your original hardcopy to HiQ .
More about verifying your record for overseas use
Certifying your record
After we verify your academic record, you may need to have it certified.
The Department of Foreign Affairs and Trade (DFAT) will be able to certify that the QUT verification stamp on your official academic record is genuine.
The process by DFAT to certify a document, by an apostille or authentication certificate, is also called legalisation.
More about certifying your record for overseas use Certify your academic record through DFAT
Short courses
If you want your academic record for a short course that you've completed, including the Maths B, Chemistry and Physics bridging courses, email Continuing Professional Education via [email protected] .
Related links
- Accessing qualifications online via My eQuals
- My eQuals frequently asked questions
- Verifying and certifying your QUT qualification for overseas use
- Australian Higher Education Graduation Statement (AHEGS)
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GRADE REVIEW DO’S AND DON’TS
You may have noticed that final grades for the semester have been released today. Some people may be celebrating at the bot bar, others may have a box of tissues at the ready. If your part of the latter, then you may want to consider reviewing your grade.
The QUT Guild’s Student Assist Team help hundreds of students do this every year and we want to help you too. Whether this is your first or hundredth time disputing your grade, you should keep reading. We go through some of the common mistakes we see when it comes to these applications. Before we delve into that, let’s start with the basics first.
HOW TO REVIEW YOUR GRADE
There are three steps involved in the grade review process.
Step 1: The informal consultation
The first thing you should do is book an appointment with your Unit Coordinator. Go through your assessment with them and ask them to explain why you received the marks you did. You may find that you understand why you received that grade for your unit before lodging a formal grade review.
Step 2: The school level review
If you’re still unsatisfied with your unit grade, then this is when we would recommend you consider seeking a review of your grade by your school. This is the first step of the formal grade review process and this is where we see students makes the most mistakes in their applications (we’ll get to that a bit later).
To initiate this step, you will need to submit an ‘RGS form’ to HiQ within 10 working days of the release of final grades for the unit. This form can be found under ‘Student forms’ in your HiQ. Simply search for ‘RGS form’ and it will automatically display itself.
Whatever you do, make sure you do not miss this deadline. Every year, we see students who submit the application too late because they were spending so much time trying to initiate Step 1 or could not submit because of unexpected circumstances beyond their control. If your Unit Coordinator hasn’t replied to your email about having a meeting with them and the deadline for the RGS form is fast approaching, our advice is to skip Step 1 and jump to Step 2. If you know that you won’t be able to make the deadline on time because of some other extenuating circumstance, make sure you call HiQ and ask them if you are able to extend the deadline to apply. Once the deadline has passed, it’s unfortunately gone for good.
Another thing to be aware of is that the RGS form will cost you nothing if you received failing grades, but it will cost you $20 if you are reviewing a passing grade. This money is refunded to you if a higher grade is awarded as an outcome of this review.
Now, for the most important part. Attached to this form, you will need to provide a written statement justifying the need for a grade review. This is where we see the most mistakes.
A good personal statement will make a case to the Head of School that the assessment in the unit met the requirements for higher graded criteria according to the criteria sheet. It will link the assessment back to the criteria and will make good arguments as to why a higher grade should have been awarded. For example, if criteria 1 says you need to do ‘A, B and C for a grade of 6’ and you believe you did this but only received a grade of 4, you need to state an argument like this in your application: “I deserve a grade of 6 for this criteria because I did ‘A, B and C’ on page 4 second paragraph etc…”
A bad application will provide no – or very weak – justification as to why they deserve a higher mark. It will not explain that the assessment met the criteria for a higher grade, or it will do so very superficially. Worse still, those students may say one or more of the following things in their statements which QUT warn will result in immediate refusal of any review application:
- “One of my assignments wasn’t marked when it should have been”. For one reason or another, one of your assignment may not have been marked. Some students can’t submit their work by the due date, or a student may have uploaded the wrong link, etc… Whatever the reason, refrain from mentioning this in your school level review application. QUT advise that the best thing to do is to talk to you Unit Coordinator about this (better still, talk to the QUT Guild Advocacy Officers during the semester as soon as you realise there is a problem with your assessment so we can try and help!).
- “I was so close to receiving a higher mark!”. This is the most common thing we read in these applications, but we advise that you steer clear from writing this – or anything along these lines. If you were 1% or 2% away from a higher mark, they won’t go through the whole grade review process just for that. There needs to be evidence that there was a substantial amount of marks unaccounted for, and you need to show them where in your assignment your work should have been awarded these missing marks. They won't give you extra marks just because you were close to another grade.
- “I put so much effort into the assessment, so I believe I deserved a higher grade.” Whilst it is always disappointing getting a grade that is lower than expected despite all the effort you put in, this is not enough to justify a grade review. QUT need hard objective evidence that the assessment met the criteria for a higher grade. Effort is a subjective factor that QUT will not consider.
- “I only got this mark because I overloaded units this semester and did 5 units, instead of my usual 4 units.” Overloading units is a tough gig – and it’s something we do not recommend any student do. You have less time to work on assignments so the quality of your work will be compromised In QUT’s eyes, this is a risk you take when you sign up for 5 units, so the consequences of overloading is not their problem.
- “I didn’t do as well as I would have liked because of special circumstances (e.g. health issues, personal issues, etc…) that impacted my assessment.” If you want the University to take into account any circumstances that have impacted your performance, then you will need to submit a special consideration application. A school level review is not the place to request any concessions and the University specifically state on QUT Virtual that using these circumstances to justify a review of grade will result in no review at all.
- “I had a lot of issues with the learning outcomes or the method of assessment”. These complaints should be taken up directly with the Unit Coordinator as soon as you can. The grade review is not the place to list all your gripes with the unit, it’s learning outcomes or assessment methods that you need to state. They may be valid, but they won’t justify a need for independent review of the assessment.
- “My friend did the same thing in the assignment as me, but they passed, and I didn’t! ” We read this in applications quite a lot, but this will not justify a grade review. Firstly, your friend may have received a higher mark for having satisfied a certain criterion that you didn’t. Secondly, all marking is moderated. This means that the university check to make sure that all markers are consistent across board. If your grades differ from your friends, it won’t be because there has been no moderation. Thirdly, looking at or accessing your friends assignment is collusion and is a breach of QUT’s academic integrity policy . The following is a situation that we see occur quite often: If Student A sends a soft copy of their assignment to Student B to compare them after it’s been graded, Student A has no control over what Student B does with that assignment. Student B may choose to send Student A’s assignment to Student C who is enrolled in the same unit the following semester. Student C may then plagiarise that assignment and all three of them will get into a lot of trouble. We’ve seen it happen before and you can trust us when we say that it’s not a pleasant road to go down.
- “I only failed this assignment as a penalty for misconduct, but I think this is unfair and harsh”. This only applies to students who have lost grades for breaching QUT’s Student Code of Conduct (for things like collusion and plagiarism). If you are unhappy with the penalty that was applied to your assignment/unit grade, then you need to appeal this by submitting an ‘ Appeal against penalty for misconduct request ’. A school level review is not the right avenue.
If the Head of School reads your application and thinks a review is justified, the University will send your assignment to an independent marker. It will be marked as though it was never marked to begin with. But beware: the grade won’t automatically increase just because it has been independently reviewed. There is always a real risk that you may receive a lower grade or no change to your grade at all. You should receive the outcome within 10 business days.
Step 3: The faculty level review
If you are unhappy with the outcome of your school level review, you can appeal to the Faculty for review. You must submit an ‘RGF form’ to HiQ within 5 working days of receiving the outcome of the school level review. This form can be found under ‘Student forms’ in your HiQ. Simply search for the ‘RGF form’ and it will automatically display itself. Once again, do not miss this deadline and if you think you will, call HiQ to ask for an extension.
Submitting this form will cost you nothing if you received failing grades, but it will cost you $30 if you are reviewing a passing grade. Just as the school level review, this money is refunded to you if a higher grade is awarded as an outcome of this review.
You will need to resubmit the original application that you handed in at school level and you need to write a personal statement explaining why the outcome of that review was unsatisfactory. You can add more evidence at this stage. We suggest including anything that is relevant. Your application will be forwarded to a Faculty Review Committee who will reconsider the assessment item and make sure that the process the Head of School took at the school level was satisfactory. They are not undertaking the task of deciding whether your assessment is to be sent for independent review like they did at the school level. Their job is to check that the Head of School gave your application due consideration and determination when reviewing it. You will normally receive notification of the outcome within 15 days of submitting it.
If you need help applying for a grade review, get in touch with the QUT Guild Advocacy Team for further support and assistance.
Should I review my grade?
Now that you know how to dispute your grade, the next question is deciding whether disputing it is a good idea. In some situations, it is, in others, it’s best not to poke a sleeping bear.
For example, let’s say you’re a first-year student and you got a grade of 3 for a unit, with a mark of 41/100 overall. We would recommend you review your grade because you don’t really have much to lose. Your grade may get pumped up to a 4 (which won’t be easy here, but not impossible), or your grade could be reduced to 2. If you’ve already failed the unit, then it may be worth hedging all your bets.
Now, let’s imagine an identical scenario, but this time, you are not a first-year student, you’re in the final semester of your degree. In most cases, not all, a student in this position would be eligible for a supplementary assessment (aka. a ‘supp’). This would be either an assignment or an exam, and if you get 50% or more in that assessment item, your final grade is bumped up from a 3 to a 4. Check out QUT Virtual to find out if you are eligible after final grades are released. If you are, we would advise that you choose a supp over a grade review if it’s an option. You have a high chance of losing your right to do a supp if you start the grade review process, and the chance of your grade getting bumped up from a low 3 to a 4 is slim.
If you’re not sure whether you should lodge a grade review or not, have a chat to the QUT Guild Advocacy Team and we would be more than happy to talk to you about your options.
Always remember that you have the right to review your grade according to QUT’s policy . There is a three-step process that you need to follow should you wish to go down that road, and there are many mistakes we see students make along the way. If you get stuck, get in touch with QUT Guild’s Student Assist Team for guidance. [AW9] We have been down this road hundreds of times and we will gladly help students navigate that path another hundred times over.
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IMAGES
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COMMENTS
5.2.4 Grading scales · 7 - High Distinction · 6 - Distinction · 5 - Credit · 4 - Pass · 3 - Marginal Fail · 2 - Fail · 1 - Low Fail
Grades ; Pass grades: 7: High distinction (percentage range 85-100%): 6: Distinction (percentage range 75-84%): 5: Credit (percentage range 65-74%) ; Fail grades
the maximum weighting for invigilated examinations is 60% of the total summative assessment for the unit; the maximum weight for non-invigilated
Students are entitled to timely access to feedback on, and the results of, their own individual assessment items, including examinations (C/5.1.8 Assessment and
An academic record is a list of your: courses; enrolled units; results including pass and fail grades; completed majors, minors or specialisations. It's also
An 'A' grade means that your result hasn't yet been finalised. The grade will be issued when available. If you believe the grade should be available now
C/5.2 QUT Grading System). mark. A mark is the value assigned by the unit coordinator to a student's work on a summative assessment item.
Refer to the related QUT review of grades policy before proceeding: ... progressive assessment) with relevant teaching staff, and can expect to be provided
a 'supp'). This would be either an assignment or an exam, and if you get 50% or more in that assessment item, your final grade is bumped up from
Students who receive a grade of 3 in a unit may be eligible to apply for supplementary assessment (E/6). Percentage range: 40%-49%. 2 – Fail Work provides