Official Statement of Academic Record

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Official Statement of Academic Record


What is an Official Statement of Academic Record?

An Official Statement of Academic Record is a certified statement detailing your academic record at USC.

It shows each course in which you were enrolled and the results you achieved. It also lists university prizes and graduation details where applicable.

You may need a record if applying for credit transfer to another university, or for scholarship purposes and job applications.

How to request an Official Statement of Academic Record

Past and present USC students are able to request a record by completing a Request for Official Academic Record.

  • Online: Fill out the online form to make payment and submit your request
  • In-person: Make payment at Student Central (Ground floor, Building C, Sippy Downs campus) to submit your request 

From October 2017, all students will be able to request both hard copy and certified digital versions of graduation documents. Digital documents will be made available through the My eQuals portal. See Official Digital Documents for more information.

Note: Allow at least two (2) working days from the time of submission of the application for the processing of your request. At times of peak demand delays may occur (eg following release of results).

Cost and payment options
Digital documents

A one-time charge of A$25 applies to digital document applications.

Hard copy documents

If you wish to receive a hard copy of your Official Statement of Academic Record, a charge of A$25 applies for the first record and a further A$5 for each additional record requested per application. By applying for hard copy documents you will automatically gain access to digital versions of your issued academic documents.

Methods of payment:

Your request will not be processed until payment of the appropriate charge has been made.

If you have an outstanding amount owing or haven't returned library items to the University, your request will not be processed until the balance and the charge for the request has been paid in full.

Delivery and collection

Your record(s) can be mailed to your nominated address.

  • Australia
    • Registered Post - A$6
    • Express Post - A$8
  • Overseas
    • Registered Post - A$22

You may collect your record in person from Student Central, with appropriate photo identification.

If you wish to have your transcript collected by another person, you must provide USC with the written authorisation of name of the person, at time of ordering the transcript. The person collecting your academic record will be required to provide appropriate identification at the time of collection.

Refer to Student Central for current opening hours.

Digital documents to not incur any delivery cost.

How to calculate your GPA

The grading system used at USC to calculate the Grade Point Average (GPA) is the 7-point grading scale.

For each student enrolled in a coursework program, the University will calculate a cumulative GPA at the end of each Study Period and will be based upon all courses completed at USC as part of the student's Academic Career.

The value for the grade achieved for each course is multiplied by the number of units (study load or weighting) for that course. These weighted grade values are totalled and then divided by the total number of units undertaken in a program (subject to the inclusions and exclusions listed below).

GPA = The sum of G multiplied by U, then divided by T, where: 

  • G is the grade value achieved in each course; and
  • U is the unit value of each course; and
  • T is the total unit value of all courses undertaken.
Inclusion of studies in the calculation of the GPA

The following are included in the calculation of the GPA:

(a) all courses where the following formal University grades and grade notations have been awarded:

Grade Grade value
High Distinction (HD) 7
Distinction (DN) 6
Credit (CR) 5
Pass (PS) 4
Terminating Pass 3.5
Fail (FL) 1.5
Withdrawn – Fail (WF) 1.5
Fail Absent (FA) 0.5

(b) all grades for completed courses including any failures that have been later redeemed with a passing grade are counted in the calculation.

(c) all grades for specified credit for designated courses, when the original studies were completed at the University.

When a determination needs to be made on which courses and their grades should be included as specified credit transfer, the selection will be based on those that best advantage the student’s GPA.

Exclusion of studies in the calculation of the GPA

The following courses and grades are not included in the GPA:

(a) The following grades and grading notations are not included in the calculations:

  • Alternative Examination (AE)
  • Pass in a Limited Grade Course (PU)
  • Fail in a Limited Grade Course (UF)
  • Withdraw Without Penalty (WN)
  • Incomplete (IN)
  • Grade Pending (GP)
  • Deferred Examination (DE)
  • Supplementary Assessment (Examination) (SU)
  • Supplementary Assessment (Other) (SO)
  • Not Examined (NE)
  • Result Withheld (RW)
  • Withdrawn Retrospectively (WR)
  • Withdrawn by the University (WX)
  • Exemption (EX)

(b) studies completed as a Cross-institutional enrolment or as part of the Global Opportunities Program (GO).

Combined degree programs

A student enrolled in a combined degree will receive a single GPA calculated on all studies required for the combined program of study.

Replacing your graduation documents

Refer to information in Graduation documents.

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