Policy Admissions Procedure

Admissions Procedure


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Intent

To provide clear guidance, in accordance with the Admissions Policy, for the processes undertaken to assess applications and make offers of admission to applicants.

Scope

This procedure applies to the admission of applicants to all coursework courses and cross-institutional and miscellaneous admissions.

This procedure does not apply to applications for the study of modules or research higher degree awards.

Definitions

Except where otherwise indicated in this procedure, the definitions used in this procedure are found in the Policy Glossary or the Admissions Policy.

Procedure

1. Eligibility for and making of offers

1.1 The University specifies Entry Requirements that determine an applicant’s eligibility to be considered for an offer into an Award course (refer clause 7), unless an applicant is assessed to not have a reasonable probability of success (refer clause 12).

1.2 Where the number of eligible applicants exceeds a quote or other limit on the number of places made available for a course, offers will be made to eligible applicants in order of merit (refer clause 2).  As a consequence, an eligible applicant who meets the Entry Requirements may not receive an offer in these circumstances.

2. Quotas

2.1 The University may limit the places made available for course offerings, subjects or majors using quotas or other limits.

2.2 The University may set a sub-quota annually for a course or a major within a course.

2.3 Where the number of applications exceeds a quota or other limit on the number of places made available for a course, offers will be made in order of merit as determined by the University, and may take into account Special Criteria (refer clause 11), special admission schemes and prior academic performance (including OP/ATAR or equivalent and Grade Point Average).

3. Course Transfer and Return to Study

3.1 Students applying to transfer from one course to another within the University must do so under the Coursework Enrolment Policy and Course Transfer Procedure, unless they are applying for a course listed in Clause 14.3.

3.2 Domestic Students who have had admission to their course discontinued and are seeking to return to study will be considered for eligibility under the Coursework Enrolment Policy and Coursework Enrolment Procedure, unless they are applying for a course listed in Clause 14.3.

3.3 International students who have had admission to their course discontinued and are seeking to Return to Study must lodge a new application under this procedure, unless they are applying for a course listed in Clause 14.3.

4. Domestic Application for Admission

4.1 Applications for admission made by domestic applicants are submitted through QTAC, unless an exception in clause 4.2 applies.

4.2 Domestic applicants may apply to study at JCU by direct application if they are not applying to study a specified undergraduate course (refer clause 14.3) and:

4.2.1 are applying for a postgraduate course;

4.2.2 are applying for cross-institutional or miscellaneous admissions;

4.2.3 have previously received an offer to study at JCU; or

4.2.4 are approved by a Team Leader in Admissions.

5. International Application for Admission

5.1 Applications for admission made by International applicants are submitted either via an authorised education agent, Approved Partner or directly to JCU.

5.2 JCU require that applicants from some countries submit applications via an authorised Education Agent and reserve the right not to accept a direct application from an applicant.

5.3 Applicants from some countries are assessed against Genuine Temporary Entrant (GTE) Criteria by the International Team.

5.4 Applicants who do not successfully meet GTE Criteria will be advised that their application is unsuccessful and will not have their application processed.

6. Assessment and Offers

6.1 QTAC applicants

6.1.1 QTAC assess domestic applications on behalf of JCU based on the Entry Requirements provided by JCU to determine eligibility.

6.1.2 Applications for some courses may be assessed by JCU for eligibility based on the Entry Requirements.

6.1.3 Eligible applicants will be successful unless a quota applies (under clauses 1.2 and 2.3) or the applicant’s perceived probability of success is assessed to be insufficient as described under clause 12.

6.1.4 QTAC notifies successful domestic applicants that apply under clause 4.1, on offer round dates which are agreed between JCU and QTAC, that they will be issued an Offer.

6.1.5 JCU issues an Offer to successful applicants who have been notified by QTAC that they are successful.

6.2 Direct applicants

6.2.1 Direct applications from domestic applicants and all international applications are assessed by the JCU Admissions Team or an Approved Partner based on the Entry Requirements (including Special Criteria), to determine eligibility.

6.2.2 Applications for some courses may be assessed by the relevant College, Division and/or Centre Team, by agreement between the Academic Head and the Manager, Admissions and Curriculum Information.

6.2.3 The Admissions Team or an Approved Partner issue Offers to successful applicants that apply under clause 4.2 or 5.1.

7. Entry Requirements

7.1 To be eligible for consideration of an offer into an Award course, an applicant must:

7.1.1 Satisfy the age requirements (refer clause 8);

7.1.2 Satisfy all Admission Requirements published in the Course and Subject Handbook including, but not limited to:

  • Course pre-requisites (refer clause 9);
  • English language proficiency requirements (refer clause 10); and
  • Special Criteria for admission (refer clause 11); and

7.1.3 Where required, have obtained the required Overall Position (OP), Tertiary Entrance Rank (TER), Grade Point Average (GPA), Australian Tertiary Admissions Rank (ATAR) or result cut-off as determined by the Directors, Academic Quality and Strategy for the specified course in the specified intake period, year, teaching location, attendance mode and liability category (refer clause 14).

7.2 To be eligible for consideration of an offer into a non-award course, applicants must meet the Entry Requirements published in the Course and Subject Handbook.

7.3 To be eligible for consideration of an offer for miscellaneous enrolment in a subject which contains pre-requisites, an applicant’s enrolment must be approved by the Subject Coordinator, under the Coursework Enrolment Procedure.

7.4 To be eligible for consideration of an offer for cross-institutional study, an applicant’s enrolment must be approved by the Subject Coordinator if the relevant subject contains pre-requisites, and enrolment for credit to another institution must be approved by the other institution.

7.5 All entry requirements are subject to change at the discretion of the University.

8. Age requirements

8.1 Domestic applicants applying for an Award course must be at least 18 years of age from the date of course commencement or have completed Year 12 or equivalent, unless approved based on exceptional academic achievement by the Manager, Admissions and Curriculum Information.

8.2 There are no age requirements for domestic applicants applying for non-award study.

8.3 All international applicants must be at least 18 years of age from the date of course commencement or be at least 17 years of age from the date of course commencement and have guardianship arrangements approved by the International Compliance Team.

9. Prerequisites

9.1 Course prerequisites are specified in the Award Requirements section of the Course and Subject Handbook.  These may be changed from time to time, and prospective students are advised to check current requirements prior to application.

9.2 Prerequisites that have been published in the QTAC Tertiary Prerequisites guide cannot be increased (i.e. new or higher requirements introduced) until the next admission period following the year for which the publication relates to.

9.3 Subject prerequisites will be met by obtaining an exit assessment in Queensland Senior Secondary School of not less than ‘Sound Achievement’ in 4 semester units for each prescribed subject, by achieving not less than a Grade of C in the prescribed subject, or by demonstrating competence in a different but equivalent study or experience.

9.4 If required, a Team Leader in Admissions will determine compliance with course prerequisites.

9.5 Prerequisite requirements of specified undergraduate courses (refer clause 14.3) may be waived by the Director, Academic Quality and Strategy in exceptional circumstances.

9.6 Prerequisite requirements for all other courses may be waived by the Academic Head in exceptional circumstances.

10. English language proficiency requirements

10.1 English language proficiency requirements are set out in the Award Requirements section of the Course and Subject Handbook. These may be changed from time to time, and prospective students are advised to check current requirements prior to application.

10.2 English language proficiency requirements will be met by achieving the requisite results in an approved English language proficiency test or pathway, as set out in Schedule II of the JCU Admissions Policy.

10.3 A Team Leader in Admissions will determine compliance with English proficiency requirements or approved equivalents.

10.4 English language proficiency requirements may be waived by the Director, Academic Quality and Strategy in exceptional circumstances.

11. Special Criteria for admission

11.1 Any Special Criteria for admission (such as additional selection requirements) are specified for each course in the Award Requirements section of the Course and Subject Handbook, which may incorporate Special Criteria by reference to other documents.

11.2 Special Criteria can include:

11.2.1 additional selection requirements;

11.2.2 special admission requirements including responses in a written application or responses in an interview; and

11.2.3 other relevant formal academic achievement attained by the applicant.

12. Probability of Success

12.1 A Team Leader in Admissions will consider all information available to them to assess an applicant’s perceived probability of success in the course to which they have applied. This includes, but is not limited to, the applicant’s academic results for previous study at JCU, previous study within Australia, or previous study generally.

12.2 Eligible applicants who are assessed to not have a reasonable probability of success will not be issued an Offer.

13. Admission Schedules

13.1 Admission Schedules represent equivalences and relativities between different qualifications and experiences in terms of fitness for and the probability of success in university study.

13.2 Admission Officers may refer to the Admissions Schedules to determine Tertiary Entrance Ranks.

13.3 Admissions Officers may refer to the Admissions Schedules and Tertiary Entrance Ranks to determine the order of merit of applicants who have applied to courses with quotas.

13.4 Admissions Schedules that represent the equivalency of international qualifications will be determined by the Pro Vice Chancellor, International.

14. Basis of Admission

14.1 Subject to clause 14.2, domestic applicants for undergraduate courses who have qualified for an OP/ATAR in the year immediately preceding the year for which admission is sought will be considered for eligibility for an offer into an Award course based on their OP/ATAR, unless they have received a higher tertiary entrance rank from post-secondary or tertiary studies.

14.2 Applicants for specified undergraduate courses (refer clause 14.3) who:

14.2.1 have completed at least six months full-time equivalent tertiary study will be considered for eligibility for an offer into an Award course  based on their most recent course Grade Point Average (GPA) in addition to any Special Criteria (including, for example, any other formal academic achievement);

14.2.2 have completed senior secondary studies in the two years before the year for which admission is sought and who have not completed at least half a year full-time equivalent tertiary study will be considered for eligibility for an offer into an Award course based on their OP/ATAR or equivalent in addition to any Special Criteria (including, for example, any other formal academic achievement).

14.3 The following courses are the specified undergraduate courses which are referred to throughout this procedure:

14.3.1 Bachelor of Dental Surgery

14.3.2 Bachelor of Medicine, Bachelor of Surgery

14.3.3 Bachelor of Veterinary Science

14.4 All other applicants for undergraduate courses will be considered for eligibility for an offer on the basis of a Tertiary Entrance Rank or alternative measure.

14.5Applicants for postgraduate courses will normally be considered for admission based on a completed undergraduate degree in a relevant discipline.  Any exceptions to this requirement will be specified in the Award Requirements section of the Course and Subject Handbook.

15. Assessment Outcomes

15.1 When assessing applications, the Admissions Team will make one of the following selection decisions:

15.1.1 unconditional offer;

15.1.2 conditional offer;

15.1.3 a packaged offer of qualifying course/s leading to the principal course;

15.1.4 an offer into an alternative course; or

15.1.5 no offer.

15.2 If the selection decision results in an Offer being issued, the Offer will be issued by the Admissions Team or an Approved Partner.

15.3 For any Offer issued to an applicant, all relevant terms of this procedure continue to apply.

16. Domestic Offer and Acceptance

16.1 Offers are made with reference to a Teaching Period or Study Period, year, teaching location, attendance mode and liability category and are not transferable.

16.2 To accept an offer, an applicant must meet all conditions and comply with all specified instructions and deadlines stated in the Offer.

16.3 An offer is accepted when the applicant accepts the James Cook University Student Contract – Terms and Conditions by the offer lapse date.

16.4 Where an applicant fails to accept an offer by the lapse date, the offer will lapse, unless an application to defer commencement of study has been submitted and approved.

16.5 An applicant’s offer to a course, other than a specified undergraduate course listed in clause 14.3, may be reinstated after the lapse date if the offered course has not yet commenced, and any quota associated with the offered course has not been filled, with approval of a Team Leader in Admissions.

17. International Offer and Acceptance

17.1 Offers are made with reference to a Teaching Period or Study Period, year, teaching location, attendance mode and liability category and are not transferable.

17.2 To accept an Offer, an applicant must comply with all instructions and deadlines stated in the Offer and meet any conditions of the Offer, unless an exception in clause 17.3 applies.

17.3 An Offer may be accepted with partially satisfied conditions if:

17.3.1 the Admissions Team or an Approved Partner determines that the remaining unsatisfied condition(s) is (are) likely to be satisfied prior to the commencement of the course; or

17.3.2 the Offer is contained within a package of JCU Offers, as described in clause 15.1.3.

17.4 Any unsatisfied conditions must be satisfied prior to the commencement of the course.

17.5 An Offer is accepted when the applicant accepts the James Cook University Student Contract – Terms and Conditions by the offer lapse date and the required Advanced Payment, as per the International Student Fee Payments and Refunds Procedure, has been received.

17.6 Where an applicant fails to accept an Offer by the lapse date, the Offer will lapse.

18. Deferrals – domestic applicants

18.1 Deferral availability and deferral extension availability are determined by the Director, Academic Quality and Strategy of each Division.

18.2 Where deferral is available, domestic applicants may request to defer the commencement of their course for up to one year when responding to their Offer.

18.3 Applications for deferral of a specified undergraduate course (refer clause 14.3) will be assessed by the Director, Academic Quality and Strategy.

18.4 All other applications for deferral will be assessed by the Admissions Team.

18.5 Where deferral extension is available applicants may request to extend a deferral for up to twelve months.

18.6 Applications for deferral extension for a specified undergraduate course (refer clause 14.3) will be assessed by the Director, Academic Quality and Strategy.

18.7 All other applications for deferral extension will be assessed by the Admissions Team.

18.8 At the end of the deferral period a new Offer will be issued to the applicant.

18.9 Applicants with deferred 18.6 offers will be guaranteed a place in the course within the approved deferral period, unless the entry requirements have changed, or the course has been discontinued or suspended since the deferral was approved.

19. Deferrals – international applicants

19.1 Where deferral is available, international applicants may request to defer the commencement of their course for up to one year, providing:

19.1.1 the applicant has not previously deferred the same course, and

19.1.2 the proposed deferred commencement date is no more than 12 months after the original commencement date, and:

  • the applicant has not yet accepted their Offer, or
  • there are compassionate and compelling reasons for the deferral.

19.2 Applications for deferral of a specified undergraduate course (refer clause 14.3) will be assessed by the Director, Academic Quality and Strategy.

19.3 All other applications for deferral will be assessed by the Admissions Team or an Approved Partner.

19.4 If deferral is approved a new Offer will be issued to the applicant.

19.5 International applicants must reapply if they intend to defer the original Offer for more than 12 months in total.

20. Change of course, attendance mode and/or campus

20.1 Applications for change of course, attendance mode and/or campus are determined based on merit, eligibility and availability of places.

20.2 Domestic Applicants who have been issued an Offer for a future study period may request to change course or attendance mode by applying to change their preference, if the issued Offer was not the result of a course transfer application and if the new course is not a specified undergraduate course (refer clause 14.3).

20.3 Domestic Applicants who have been issued an Offer for a future study period may request to transfer between Townsville and Cairns campuses by applying to change their preference, if the issued Offer was not the result of a course transfer application.

20.4 International Applicants are not eligible to change their preference and are required instead to apply to course transfer after commencing study in accordance with the Course Transfer Procedure.

20.5 Continuing students who wish to apply to change course, attendance mode, and/or campus must apply in accordance with the Coursework Enrolment Policy, Course Transfer Procedure or Outbound Mobility Procedure.

Related policy instruments

Admissions Policy

Course and Subject Handbook

Student Fee Payments and Refunds Policy

Domestic Student Fee Payments and Refunds Procedure

International Tuition Fee Payments and Refunds Procedure

Academic Progression Policy

Unsatisfactory Academic Performance Procedure

Outbound Mobility Procedure

Maximum Time to Complete Procedure

Student Review and Appeals Policy

Student Review and Appeals Procedure (General)

Academic Calendar

Schedules/Appendices

Admissions Policy - Schedule II

Related legislation

Higher Education Support Act 2003

Education Services for Overseas Students Act 2000 (Commonwealth)

National Code of Practice for Providers of Education and Training to Overseas Students 2018

Administration

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

Approval Details

Policy Sponsor

Deputy Vice Chancellor, Students

Version no

20-1

Date for next Major Review

20/09/2022

Revision History

Version

Approval date

Implementation date

Details

Author

20-230/11/202003/12/2020Minor amendment to clarify University's position around special criteriaManager, Student Facing Policy

20-1

07/10/2020

08/10/2020

Requirements for an Offer clarified and requirements for an Offer into a Specified Course clarified

Manager, Student Facing Policy

19-1

20/09/2019

09/12/2019

Procedure established to support Admissions Policy.

Manager, Admissions and Curriculum Information

Keywords

admissions, suspended, suspension, coursework student, international student, student visa holder