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Academic Credit
Policy - PP03

1. PURPOSE

This document describes the policy and procedures for granting academic credit while maintaining standards.

2. SCOPE

This policy applies to all courses and students.

3. DEFINITIONS

  • AQF

    Australian Qualifications Framework.

  • Credit Transfer (CT)
    Credit Transfer is credit for units/subjects previously completed by an applicant.
  • National Register of Vocational Education and Training (VET)

    Australia’s national training register has information on training packages, qualifications, units of competency, skill sets, accredited courses and accredited units/modules https://training.gov.au

  • Recognition of Current Competency (RCC)

    Recognition of Current Competency when student has been reassessed for a national unit of competency that required reassessment for currency.

  • Recognition of Prior Learning (RPL)
    Recognition of prior learning is an assessment process that involves assessment of an individual’s relevant prior learning (including formal, informal and non-formal learning) to determine the credit outcomes of an individual application for credit.
  • Student Identifiers Registrar
    The Student Identifiers Registrar is a Commonwealth statutory office established to administer the USI initiative nationally.
  • Vocational Education products

    Nationally endorsed training package qualifications, unit/s of competency or accredited courses as listed on the National Register of Vocational Education and Training (VET).

  • VET Student Loans
    The VET Student Loans program assists eligible students pay tuition fees for approved higher-level (diploma and above) vocational education and training (VET) courses, when studying at VET Student Loans approved course providers.

4. POLICY

Policy statements that apply are:

  • 4.1
    All prospective and enrolling students are informed of the opportunity to apply for RPL, CT or RCC prior to enrolment via publicly available information.
  • 4.2

    When determining credit, the reviewer will ensure the following principles and maintained:

    • The integrity of the award is maintained
    • All relevant State and National regulatory frameworks are complied with
    • There is reasonable prospect of success for the student
    • Decisions are based on reliable evidence
    • Unfair or unnecessary barriers are removed, accessibility of education for students is ensured
    • Academic integrity is maintained
    • Flexible pathways are provided
  • 4.3

    Students may be granted credit on the grounds of:

    • Previous post-secondary studies
    • Recognition of Prior Learning (RPL) in recognition of skills and knowledge gained through work experience, life experience and/or formal training.

    Applications for academic credit may be considered from:

    • Prospective or potential students who are seeking entry into a GCA course
    • Current students who are enrolled in a GCA course (subject to deadlines for submission of applications).

    When determining academic credit, factors that GCA will consider include:

    • The relevance, nature, currency and authenticity of the evidence provided by the applicant
    • The equivalency of learning or competency outcomes in the relevant unit or module curriculum documents for any matched exemptions, 
    • Regulatory or licensing requirements
    • Minimum studies requirements for a GCA award.
    • Time limits for past studies (10 years or as specified by an individual course).
    • Requisites relating to core units/subjects in the student’s course
    • Professional body accreditation requirements
    • Comparability of overseas qualifications with Australian qualifications.

    In addition to the above, when making decisions on applications for academic credit through RPL, the GCA will consider:

    • Previous credentialed and uncredentialed learning
    • Evidence including interviews, written tests, resumes, letters of endorsement and other supporting documentation
    • Government requirements.
  • 4.4

    Academic credit may be granted as block credit specified as a number of credit points or as equivalent exemptions for particular units/subjects. Partial credit may be granted for a unit of competency.

  • 4.5
    The Academic board monitors the implementation of academic credit, including the performance of students through various academic credit channels. The validity of academic credit decisions that form precedence should be reviewed by the GCA at least every 3 years.
  • 4.6
    Changes to academic credit arrangements must not disadvantage any students with a current offer.
  • 4.7

    Students applying for RPL in VET Student Loan-eligible courses, need to be enrolled in the relevant unit of competency. If granted the result will be RPL.

    Evidence

    Evidence can include:

    • Certified academic transcripts or statements of attainment issued by the Student Identifiers Registrar.
    • Certified academic transcripts of previous studies, or the GCA sighting and retaining a copy of original academic transcripts.
    • Digital copies of academic transcripts, which have been verified by GCA employees.

5. PROCEDURES

5.1. Processing Credit Transfer Applications for Students

  • 5.1.1

    [ACTION] Check applications have valid supporting documentation and forward to Program Coordinator. Write “Original sighted and I verify this is a true and accurate record” on copies of original transcripts (including USI transcripts), then print name, sign and date the copy.
    [ROLE] Student Administration 

  • 5.1.2

    [ACTION] Applicants can activate permission for the GCA to access their USI transcript in the USI Registry System at www.usi.gov.au
    [ROLE] Applicant, Student Administration

  • 5.1.3

    [ACTION] Assess the application
    VET - If identical national unit of competency, as listed on the National Training is verified, academic credit may be granted.

    Map qualifications provided against the relevant GCA award.

    Where gaps exist, the applicant may be required to undertake a skills assessment.

    Where 80% or more credit for the units of competency that make up a qualification, is requested, a skills assessment must be completed

    [ROLE] Program Coordinator

  • 5.1.4

    [ACTION] Document the outcome and communicate it to the student
    [ROLE] Program Coordinator, Student Administration

  • 5.1.5

    [ACTION] The application documentation is added to the student’s file.
    [ROLE] Student Administration

6. RECORDS

Name of Record Role Storage Method and Location Retention Period
Application and outcome documentation Student administration SharePoint 7 years
Skills assessments Student administration SharePoint 6 months, or 3 years for VET funding contract

7. FORMS AND ATTACHMENTS

Academic Credit Application Form, PP03-1
Academic Credit Evidence of Prior Learning Folio, PP03-2

8. RELATED POLICIES / PROCEDURES

Student Support Policy and Procedure, PP05
Enrolment Information Policy, PP01
Course design and Review, PP02

9. LEGISLATION AND STANDARDS

ASQA Standards for Registered Training Organisations 2025

10. AUTHORISATION

Approved by Dr Jenny Game

11. REVIEW DATE

This document will be due for review on 31/10/2027
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