Policy Academic Governance Credit Transfer Procedure

Credit Transfer Procedure

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This Procedure supports the James Cook University (JCU) Coursework Enrolment Policy regarding the requirements of credit transfers and its relevance with the Australian Qualifications Framework (AQF) Qualifications Pathway Policy.

The responsibilities of credit approvals, managing precedents and approved articulation agreements are outlined in Appendix 1.


This Procedure applies to all prospective and current students applying for credit in a coursework degree, and to relevant University staff involved in the consideration and approval of credit transfers.


Except where otherwise indicated in this Procedure, the definitions used in this Procedure are found in the Policy Glossary or the Coursework Enrolment Policy.

Articulation Agreements - are the formally approved arrangements that enable students to progress from a recognised academic program from an external institution to a James Cook University course with regard to admission into a course or credit.

Precedent - approval for credit for completed prior studies, which may be applied to subsequent studies.


1. Applying for Credit Transfer

1.1 Prospective or current students must complete the application form on the James Cook University website to apply for a credit transfer:

1.2 Applications may be lodged at any time, and outcomes will be provided as per the timelines in Clause 3.2. Applications for credit into the Bachelor of Veterinary Science, Bachelor of Dental Surgery or Bachelor of Medicine, Bachelor of Surgery, will only be assessed when an Offer into the respective course is made.

1.3 Applications for Recognition of Prior Learning (RPL) and credit may be based on one or more of the following grounds:

1.3.1 Formal Learning: Australian & Non-Australian Educational institutions: Students may be eligible for credit if they have completed or partially completed study at a university or other recognised provider of post-secondary education and where learning outcomes equivalency can be determined. Exchange and Cross Institutional Outbound: Students may undertake approved comparable subjects at a host institution to be granted credit towards their University degree. Students will be granted the appropriate credit for the subjects that they successfully complete on exchange or by cross institutional study.

1.3.2 Informal and non-formal learning: Students may be eligible for credit if there is evidence of equivalency of learning outcomes:

i. Informal learning gained through unstructured work, social, family, hobby or leisure activities.

ii. Non-formal learning that takes place through a structured program of learning but does not lead to an officially accredited qualification. Secondary school level studies:  where a student, as part of their senior school certificate has undertaken the International Baccalaureate or where a school and the University have jointly developed a curriculum.

1.4 Credit will not be granted for:

1.4.1 Enabling studies at the University or other institution including as unspecified credit, except for the following circumstance: credit may be granted for JCU enabling subject codes MA1020 and CH1020 where they are listed in the undergraduate course structure and are not subject to any exclusions as noted in the Course and Subject Handbook; or

1.4.2 Conceded Pass (or equivalent) for any formal learning; or

1.4.3 Formal or informal learning that is specified in the Course and Subject Handbook; or

1.4.4 Secondary school studies where it is considered that the secondary school level study is not substantially comparable in level and content with undergraduate award study; or

1.4.5 Where professional accreditation requirements limit the granting of credit.

1.5 Students are responsible for:

1.5.1 Submitting true and correct documentation required to support their application. Reflecting upon their prior learning and demonstrating how that learning relates to the intended learning outcomes for the subject or course when applying for credit based on informal or non-formal learning.

1.5.2 Submission of incorrect, incomplete or misleading documentation may result in: a delay in processing the application; or rejection of the application; or cancellation of the student’s enrolment in their course of study.

1.6 The University may act under the Student Code of Conduct Policy where a student has provided misleading information as part of a credit transfer application.

1.7 Eligibility for credit does not guarantee the applicant a place in a course except if set out in the relevant Articulation Agreement.

2. Supporting Documentation Required

2.1 The table below indicates the minimum document requirements for an application for credit transfer. Students may be requested during the application assessment process to provide additional information or evidence considered relevant by the University to complete the assessment. All documentation must:

2.1.1 be provided in English, and any translations must be official translation; and

2.1.2 if a name change has occurred, documentary evidence of the name change must be provided.

Previous studies completed at:

Supporting Documentation required

James Cook University

  • No supporting documentation required.

Other Institutions in Australia or overseas

  • Official academic transcript/academic records showing the title of the course undertaken,   course/subjects completed, including year, grades obtained, grading scale used and weighting of the course/subject as a proportion of the total  program.
  • Course/subject description from the year the subject was completed, including syllabus or Handbook outline.

Informal and non-formal learning

  • Prior Learning Profile consisting of:
    • Prior Learning Profile Summary Form indicating how each learning outcome is matched to relevant prior experience and supported by:
      1. Certificates/qualifications/licenses
      2. Evidence of professional or trade memberships/registration
      3. Statement of Attainment, Attendance or Participation
      4. Observation of workplace skills and practice by a qualified observer
      5. Completion of some or all of the assessment requirements (or equivalent) as may be specified by the coordinator of the subject for which credit is sought.
      6. A documented portfolio of work completed while practising in industry. The authenticity of all work must be certified in writing by a supervisor or by the person/s responsible for commissioning the work.
      7. A comprehensive curriculum vitae (CV) accompanied by a statutory declaration stating that the information contained in the curriculum vitae is a true and accurate record of your experience.
  • Bachelor of Social Work and Master of Social Work - Submit a Recognition of Prior Learning – WS3503/WS5303 Field Education 1 application form by the due date to the Field Education Coordinator.
  • Master of Guidance and Counselling - A Statement of Service from the employer/s (for students with a teaching background)

3. Assessment of Credit Transfer Applications

3.1 Assessment:

3.1.1 Where an Articulation Agreement or approved precedent does not exist, applications will be assessed by the Course Coordinator (JCU Australia) or the Academic Head (JCU Singapore), ensuring: Credit is granted in accordance with the credit rules in the Course and Subject Handbook for the course into which the applicant is commencing or undertaking a course transfer; Credit is not granted for prerequisite requirements necessary to fulfil the entry requirements into a University Award; Credit is assessed for whole (complete) University subjects only and subject to;

i. the content and level of the work or learning activity for which credit transfer is sought;

ii. the standard at which work or learning activity was completed;

iii. the learning outcomes achieved; and

iv. where appropriate, the currency of knowledge gained.

3.1.2 Where an Articulation Agreement or approved precedent exists, applications will be assessed by Student Services (JCU Australia) or the Manager, Enrolments (JCU Singapore) with consideration to the rules of the Articulation Agreement or approved precedent.

3.2 Timelines for assessment and determination

3.2.1 Upon the receipt of a complete application containing all required supporting documentation an outcome will be determined: within 5 University working days where an approved precedent or Articulation Agreement exists; or within 20 University working days, where no approved precedent or Articulation Agreement exists, and the application was lodged before the published due date for the relevant study period in which credit may have been applied; or before the next relevant study period, where no approved precedent or Articulation Agreement exists, and the application was lodged after the published due date for the relevant study period in which credit may be applied.

3.3 Outcomes of Credit Transfer Applications

3.3.1 Students will be notified by Student Services of outcomes, including: Approved and/or non-approved credit, including where credit from a prior degree cannot be carried across to a new degree as part of a course transfer; and If the student is an international student at an Australian campus, any  reduced course duration.

3.3.2 If the student is a current student, Student Services will load the applicable credit onto the student record.

3.3.3 Credit outcomes on the student record will be expressed as one of the following:

  • Specified is granted for identified subjects. Will appear on the student’s record as Exempt with no result recorded.
  • Designated is granted for identified subjects with a result recorded and included in calculations such as the Course Grade Point Average. Will appear on the student’s record as Credited with a result recorded as determined by the external institution.
  • Unspecified may be granted against one or more electives in cases where no direct match exists to University subjects. Will appear on the student’s record as General Credit Level of Study with no result.
  • Block may be granted as a result of credit and articulation agreements between education providers. Will appear on the student’s record as a combination of the above depending on the articulation agreement.

3.3.4 Where a student has undertaken Cross Institutional studies as required in the Course and Subject Handbook, or as a result of a course teach out, the student will receive designated credit.  For any other Cross Institutional and Exchange studies, the student will receive Unspecified or Exempt credit.

3.3.5 In the case of international students at an Australian campus, Student Services will: Reissue a confirmation of enrolment (CoE) for the reduced duration of the course; and Report any change in course duration in PRISMS if credit is granted after the overseas student’s visa is granted.

4. Credit Limits

4.1 The maximum allowable credit that can be granted is outlined in the Course and Subject Handbook, including the requirements for eligibility, currency and any restrictions.

4.2 The maximum allowable credit detailed in the Course and Subject handbook excludes any credit granted under Clause 5.

5. Internal Credit

5.1 When students commence a course at the University, the students will, with regard to clause 5.2 receive credit for all previous study at the University where:

5.1.1 there is subject equivalence between the Awards; and

5.1.2 the academic integrity of the Award is maintained; and

5.1.3 the previous study was completed within the Currency requirement specified in the Course and Subject Handbook.

5.2 For students who have previously received an Exit Award, but later return to study, they will have their Exit Award revoked in accordance with the Coursework Award Finalisation, Conferral and Issuance Procedure if:

5.2.1 they wish to apply all previous study as credit towards a subsequent course; and

5.2.2 the volume of credit contravenes the Course and Subject Handbook credit rules for the subsequent course.

6. Rescinding credit

6.1 Rescinding of credit must only occur for the following reasons:

6.1.1 An error has been made in assessing an application;

6.1.2 The documentation provided by the applicant is incorrect, misleading or fraudulent;

6.1.3 Where a student is returning to study under Clause 10 of the Coursework Enrolment Procedure and a reassessment identifies a change in prior credit;

6.1.4 The student has requested a course transfer or change in their study plan (e.g. change of major), and previously granted credit can no longer be applied to the changed course or study plan;

6.1.5 The student requests that the credit be rescinded as they have decided to undertake a subject at the University, and this requires the removal of credit that was not due to study undertaken at JCU (external credit); or

6.1.6 If a student requests credit to be removed under 6.1.5, credit cannot be reapplied in the future if the student does not later successfully complete the subject.

6.2 Where credit is determined to be rescinded, the student is notified, and credit subsequently removed from the study plan.

7. Review of Decision and Appeal Rights

7.1 A student can review and appeal a decision resulting from this procedure via the Student Review and Appeals Policy and Academic and Statutory Decisions Review and Appeal Procedure.

Related policy instruments

Coursework Enrolment Policy

Coursework Enrolment Procedure

Course Transfer Procedure

Outbound Mobility Procedure

Defence Force, National Service and Elite Athlete Friendly University Procedure

Course and Subject Handbook

Student Review and Appeals Policy

Academic and Statutory Decisions Review and Appeal Procedure

Coursework Award Finalisation, Conferral and Issuance Procedure

Important Dates


Appendix 1 Credit Management Responsibilities


NOTE:  Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy DomainAcademic Governance
Policy Sub-domainStudent Experience

Policy Custodian

Deputy Vice Chancellor, Education

Approval Authority

Academic Board

Date for next Major Review


Revision History


Approval date

Implementation date




Major review required to provide a provision for students undertaking cross-institutional studies as required in the Course and Subject Handbook to receive designated credit and clear rules around when credit will not be granted. The Credit Articulation Management Procedure be reimagined into an appendix accompanying the Credit Transfer Procedure to provide clarity on responsibilities not covered in the Credit Transfer Procedure or Outbound Mobility Procedure.

Minor amendment to clauses 1.4 and 1.4.1 to clarify enabling subjects approved by DVC E 25/07/2023

Manager, Academic Administration and Enrolment
20-128/08/202001/09/2020Amended to include definition of Exit Award and clarify application requirements.Manager, Student Facing Policy




Established to support the new Coursework Enrolment Policy and disestablishment of the Credit and Articulation Policy and Procedure.

Associate Director, Enrolment and Client Services


Advanced Standing; articulation; credit