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Academic records

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About the academic record

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 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.

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.

Digital

For studies from 1986 onwards, you can request a digital academic record.

Make sure you list a personal email address in your HiQ personal profile or on your digital academic record request, so you can access your official digital document once it's been issued.

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.

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 'noreply-equals@qut.edu.au', 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 askqut@qut.edu.au.

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 askqut@qut.edu.au 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 askqut@qut.edu.au using identification details as listed in the section above.

If you're registering for the first time

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 'noreply-equals@qut.edu.au', 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 askqut@qut.edu.au.

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.
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 askqut@qut.edu.au 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're still having issues, email us at askqut@qut.edu.au using identification details as listed in the section above.

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 can't remember the email address you registered with, email us at askqut@qut.edu.au and provide your full name, student number, date of birth, address and course name for identification purposes.

If you recently graduated and your personal email address was incorrect in your HiQ personal profile, email your new details to askqut@qut.edu.au from your student email account and include your full name and student number.

Hard copy

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.

Record type Record cost Processing time
Digital$15Up to five working days from when payment is received.
Hardcopy
post-1986 studies
$15

Five working days plus postage time.

If you need your record processed faster, see the priority service section.

Hardcopy
pre-1986 studies
$30Four weeks from when payment is received plus postage time.

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.

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.

Digital

We'll send an email with a link to My eQuals to your personal email address from 'noreply-equals@qut.edu.au'.

Hard copy

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 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 askqut@qut.edu.au. 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.

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 askqut@qut.edu.au 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.

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.

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.

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 cpe@qut.edu.au.

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