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Queensland Practising Certificate Scheme

Frequently Asked Questions
Contents


Understanding the Practising Certificate Scheme
What is a Practising Certificate?
How long does a Practising Certificate last?
Who needs to register for the Queensland Practising Certificate Scheme?


Applying for a Practising Certificate
How do I apply?
When can I apply?
Processing times for issue of Practising Certificates
What happens if I don’t hold a Practising Certificate?
Can I obtain employment in Queensland in a statutory role, without holding a current Practising Certificate?


Managing and using your Practising Certificate
How do I renew my Practising Certificate?
I hold a Certificate of Competency and/or Notice for several statutory functions.  Do I need a Practising Certificate for each?
What is Highest Level of Responsibility (HLR)?
Can my employer ask the status of my Practising Certificate?
I have been issued my Practising Certificate, what are my responsibilities now?


CPD requirements: Learning, training and recording
What is considered continual professional development?


What types of learning and training courses are recognised under the scheme?
What CPD can’t I claim?
What reporting and evidence is required?
How do I submit my CPD hours?
Why didn’t my activity receive the hours I claimed?
How do I verify my completed hours?
What happens with any excess learning hours at the end of the PC cycle?
What happens if I do not complete the annual required hours for a year within the five-year cycle?
How do I update a CPD activity I have already submitted?
What do I do if I need to defer my hours/pause my PC?


Changes in work status or role
Do I still need a Practising Certificate even if I don’t perform my statutory function?
I work part time.  Are my obligations the same?
I hold a current Practising Certificate in another State. Do I still need a Queensland Practising Certificate?
What happens if I stop Practising for a while?
What happens if I stop Practising in my statutory permanently?
I no longer work – do I just let my Practising Certificate lapse?




Understanding the Practising Certificate Scheme

What is a Practising Certificate?
The Queensland Practising Certificate is issued to an individual to demonstrate their ongoing competency for one or more Certificates of Competency or Statutory Notices.

It is separate from a Certificate of Competency or Notice, which is initially issued by the Board of Examiners after successful assessment. A current Practising Certificate is required to be appointed to, and work in, a statutory role. In effect, it acts as a licence to practise in that profession.

The Practising Certificate Scheme is administered by the Board of Examiners under the relevant legislation.

How long does a Practising Certificate last?
A Practising Certificate is valid for five years, contingent upon the holder meeting the required levels of Continuous Professional Development.

Who needs to register for the Queensland Practising Certificate Scheme?
Anyone who holds a Certificate of Competency or an SSE (Site Senior Executive) notice and wishes to continue working in those roles must apply.

All persons that hold any of the following Competencies and/or Notices and who exercise these statutory functions in Queensland, as of the 10 June 2025 are required to hold a current Queensland Practising Certificate.  This includes Competencies issued in Queensland via Mutual Recognition.

  • 1st Class Mine Manager (Coal)
  • 1st Class Mine Manager (Metalliferous)
  • 2nd Class Mine Manager (Coal)
  • Deputy
  • Open Cut Examiner
  • Ventilation Officer
  • Site Senior Executive (Coal) – Surface
  • Site Senior Executive (Coal) – Underground
  • Site Senior Executive (MMQ) – Surface (Greater than 10 persons)
  • Site Senior Executive (MMQ) - Underground

 
Applying for a Practising Certificate

How do I apply?
To enrol in the PCS, holders of a Certificate of Competency or Notice issued by the BOE are required to create an account via the PCS portal.

Step by step instructions can be found on the How to Register for the Practising Certificate Scheme Knowledge Base article

When can I apply?
To apply for a Practising Certificate, you must first obtain the Certificate of Competency or the Notice.

All persons exercising their statutory function in Queensland are required to hold a current Queensland Practising Certificate.

Processing times for issue of Practising Certificates
If all registration details are complete and correct, your Practising Certificate will generally be issued within 5 business days.

If additional validation is required, processing may take up to four weeks from the date your application is received. We will contact you directly regarding any issues with your application.

What happens if I don’t hold a Practising Certificate?
You will not be a participant in the scheme; therefore, you will not be able to exercise your statutory function in Queensland.

Can I obtain employment in Queensland in a statutory role, without holding a current Practising Certificate?
No, you must hold a current Practising Certificate.



Managing and using your Practising Certificate

How do I renew my Practising Certificate?
A Practising Certificate is valid for five years, contingent upon the holder meeting the required levels of Continuous Professional Development.
In the lead up to expiry you will receive notification that renewal is pending and advice on how to renew.

I hold a Certificate of Competency and/or Notice for several statutory functions.  Do I need a Practising Certificate for each?
A single Practising Certificate covers all statutory functions you are authorised to perform.
Your Practising Certificate will list all the Certificates of Competency and Notices you hold. Your CPD requirements are based on the Certificate or Notice with the Highest Level of Responsibility.
By maintaining your competency at this highest level, you also maintain your other Certificates or Notices. For example, if you hold both an Undermanager and a Deputy Certificate of Competency, meeting the requirements for the Undermanager level will also maintain your Deputy competency.
If you obtain additional Certificates of Competency or Notices after your Practising Certificate is issued, log in to the Portal to add the new statutory function. An updated Practising Certificate will be issued.

What is Highest Level of Responsibility (HLR)?
The Highest Level of Responsibility is the highest competency level held


Please note that minimum annual CPD hours are required during the five-year cycle of holding a practising certificate.

I have been issued my Practising Certificate, what are my responsibilities now?
Once your Practising Certificate is issued, you must begin recording approved Continuous Professional Development (CPD) activities to maintain your competency.
On successful registration, you will receive a registration confirmation email that identifies:

  • your Highest Level of Responsibility
  • your total CPD hours required over the five-year cycle
  • your minimum CPD hours required each year
  • relevant links to the Practising Certificate Portal.
You can then:
  • Plan your learning using the professional development opportunities, which outlines approved activities and annual minimum/maximum hour limits
  • Once you have completed a learning activity, log the hours in the Practising Certificate Portal.
Important notes:
  • all activities submitted may be audited during the five-year cycle
  • activities completed before your registration date will not be accepted.

Can my employer ask the status of my Practising Certificate?
Yes, your employer will be entitled to ask for the status of your Practising Certificate to meet their obligations under the Act.

However, your employer can not make enquiries on your behalf regarding anything else related to your Practising Certificate.


CPD requirements – learning, training and recording

What is considered Continuous Professional Development?
Continuous Professional Development (CPD) is learning and training undertaken to maintain and improve the skills, knowledge and competency required to safely perform your statutory functions.
Under the Practising Certificate Scheme, CPD:

  • must be relevant to your statutory role
  • must contribute to improved safety, technical capability, professional judgement, or regulatory compliance
  • is assessed against your highest level of responsibility.
CPD activities support ongoing competency and are a mandatory requirement for maintaining a Practising Certificate.

What types of learning and training courses are recognised under the scheme?
Only accepted learning and training activities can be claimed for CPD credit under the Practising Certificate Scheme.
Eligible activities and learning types, and CPD hour limits are set out in:
  • Professional Development Opportunities tables
  • Competency Activity Limits table
Recognised activity types
There are five approved activity types:
  • conference
  • course
  • industry participation
  • reading
  • site visit.
Under each activity type, the tables list approved CPD learning activities. These activities:
  • Vary according to the Highest Level of Responsibility (HLR) held
  • Have maximum CPD hour limits, which may apply:
    • Per activity, and/or
    • Per year
  • Are subject to annual caps for each activity type
Only activities listed and approved in these tables can be claimed for CPD credit. CPD hours claimed above published limits will not be recognised.

What CPD can’t I claim?
  • unstructured conversations, unless within a formally recognised mentoring program
  • lunch breaks at conferences, workshops, training courses etc
  • general meetings with clients, government officers etc
  • attending meetings unless you are acquiring a specific pertinent skill
  • inductions.
What reporting and evidence is required?
Each registered user of the PCS must keep accurate records verifying the CPD activities undertaken. These records must be produced on request and provide sufficient detail to facilitate a thorough audit. Evidence should be sufficient to demonstrate that the activity was completed and meets the CPD requirements.
While definitive evidence such as certificates of attendance or completion, signed documentation, referenced articles, or acknowledgements of site visits is preferred, alternative forms may be accepted when these are unavailable. Acceptable alternatives can include registration confirmations, email acknowledgements of completion, or other documentation that reasonably verifies your participation.

How do I submit my CPD hours?
You must submit your CPD hours through the Practising Certificate Scheme Portal. CPD completed in one year may be logged in the following year, provided it remains within the relevant annual and five‑year CPD limits.
Once a learning activity is completed, log in to the Portal and:
  1. Select the relevant CPD activity type
  2. Enter the activity details and number of hours claimed
You are responsible for ensuring that:
  • The activity is approved and listed in the Professional Development Opportunities tables
  • The hours claimed are within the published limits
  • All information submitted is accurate and complete

All CPD activities submitted through the Portal may be audited at any time during the five‑year certificate cycle.

Why didn’t my activity receive the hours I claimed?
There are several reasons why an activity may not be allocated the number of hours you submitted:

Informal activity limit
Informal activities are limited to no more than one‑third of your total CPD hours over the five‑year certificate cycle. Once this limit is reached, any additional informal activities will no longer be recognised.

Annual CPD hour limit
There is a maximum number of CPD hours that can be claimed each year, based on your Highest Level of Responsibility. After this annual limit is reached, no further CPD hours can be recorded for that year.

Activity type limits
Each activity type has its own annual cap to ensure CPD hours are obtained from a range of learning activities. These limits also vary according to your Highest Level of Responsibility.

Individual activity limits
There is a maximum number of hours that can be claimed for a single activity. Any hours claimed above this limit will not be recognised.

Timing and limits
CPD may be logged in a later year; however, annual caps and total five‑year limits still apply. Hours claimed outside these limits will not be recognised.

How do I verify my completed hours?
While the system automatically verifies your CPD hours and activity requirements before issuing recognised hours, the Board of Examiners can also conduct spot checks and larger audits throughout the year to ensure all activities meet the continual professional development criteria. If discrepancies or insufficient evidence are identified during a spot check or audit, the BOE will contact the practising certificate holder to request additional information, which may result in the loss of previously recognised hours.

What happens with any excess learning hours at the end of the Practising Certificate cycle?
Excess CPD hours do not roll over into the next five‑year certificate cycle.
Maximum CPD hour limits also apply each year.

  • Any hours completed above the annual maximum will not be counted in the next year of the cycle.
  • Any hours completed beyond the total required for the five‑year cycle will not carry over into the next cycle.
What happens if I do not complete the annual required hours for a year within the five-year cycle?
We previously informed certificate holders that they must complete the annual required hours each year or they will face compliance action, such as certificate suspension or other penalties. This information has been updated, and you are able to roll over any shortfall and make up outstanding CPD hours in the following year.
While there is this flexibility, you are strongly encouraged to complete and log CPD progressively to stay on track and avoid a backlog of hours.

How do I update a CPD activity I have already submitted?
All deletion and edit requests must be submitted through the PCS portal messaging system or by emailing BOE.PCS@rshq.qld.gov.au

What do I do if I need to defer my hours/pause my Practising Certificate?
If you are unable to complete the required CPD hours due to exceptional or unforeseen circumstances, you should request a pause on your Practising Certificate.
Pause requests must be submitted through the Practising Certificate Scheme Portal or by emailing BOE.PCS@rshq.qld.gov.au, outlining:
  • The reason for the pause request,
  • The period for which the pause is sought, and
  • Providing evidence such as a medical certificate if you are applying for a medical reason.

Pauses are not automatic and are assessed on a case‑by‑case basis. You will be advised of the outcome once your request has been reviewed.
Until a pause is approved, you remain responsible for meeting your CPD obligations under the Scheme.
It is important to note that if a pause request is approved, your five-year cycle end date will be extended by the amount of time your pause is for. For example, if you request to pause your Practising Certificate obligations by 6 months and your five-year cycle end date is 30 June 2030, your new five-year cycle end date will be 30 December 2030. You will still be required to complete all the hours for your CPD, you will just have a temporary pause in doing so for the period the pause has been approved for.


Changes in work status or role

Do I still need a Practising Certificate even if I don’t perform my statutory function?
It is recommended you do, in case you decide at a later date to recommence in a statutory role.

I work part time.  Are my obligations the same?
Yes, they remain the same.  The requirements to maintain your competency do not depend on the hours you work.

I hold a current Practising Certificate in another State. Do I still need a Queensland Practising Certificate?
If you wish to work in a statutory function in Queensland, you are required to hold a Queensland Practising Certificate.

What happens if I stop practising in my statutory role for a while?
If you wish to remain eligible to practise in the future, you must continue to maintain your competency by meeting the required CPD obligations.
 
What happens if I stop practising in my statutory role permanently?
If you no longer intend to practise, you should formally opt out of the Practising Certificate Scheme.
Log into the Portal and select Manage Certificate > Opt Out and select:

  1. No longer want to hold a CoC
  2. Leaving Industry
  3. Retiring
This ensures your status is correctly recorded and prevents unnecessary reminders or compliance actions.

I no longer work – do I just let my Practising Certificate lapse?
It is best that you formally opt out from the scheme. Log into the Portal and select Manage Certificate > Opt Out and select:
  1. No longer want to hold a CoC
  2. Leaving Industry
  3. Retiring
 This ensures your status is correctly recorded and prevents unnecessary reminders or compliance actions.
 
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