Policy Outbound Mobility Procedure

Outbound Mobility Procedure


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Intent

This procedure supports the Coursework Enrolment Policy by outlining the requirements to allow students of JCU to participate temporarily in an ‘other institution’ experience either in Australia or overseas or a permanent campus transfer.  Refer to the Admissions Procedure for information regarding inbound mobility.

Scope

This procedure applies to all coursework students enrolled at the University.

Definitions

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

Campus Transfer Fee: a fixed fee for students to transfer from Singapore campus to a campus in Australia.

Home Campus Enrolments Team:

  • All campuses and study centres excluding Singapore and Brisbane - Academic Administration and Enrolment Team at enrolments@jcu.edu.au
  • Singapore campus – Enrolments Team at enrolments-singapore@jcu.edu.au
  • Brisbane Campus – Enrolments Team at enrolments@jcub.edu.au

Procedure

Temporary Mobility

1.  Outbound Cross Institutional Study

Outbound Cross Institutional Study is when a student undertakes a subject of study at another institution for credit towards their Home Campus Award. Cross Institutional study is normally permitted only in extenuating circumstances.  It is not intended that Cross Institutional study be undertaken routinely or where alternative study options at JCU are available.

Outbound Cross Institutional Study is available to all domestic students and international students, however international students will be subject to all specific visa and / or scholarship conditions.  This Procedure does not apply to students who are admitted to courses with recognised cross institutional requirements detailed within the Course and Subject Handbook.

1.1    Eligibility criteria Students must have completed:

  • At least 24 credit points of the Award at the University where that Award requires equal to or more than 72 credit points to complete; or
  • At least 12 credit points of the Award at the University where that Award requires less than 72 credit points to complete.

1.2    Application and approval to participate

1.2.1  Students must apply by lodging an Outbound Cross Institutional Study Form accompanied by relevant documents as outlined in the form, by the published due dates in the Important Dates.

1.2.2  Applications require the approval of the Course Coordinator (JCU Australia) or Associate Director for Admissions, Enrolments and Examination Office (JCU Singapore).

1.2.3  Approval to undertake cross-institutional study applies only to the specific subject(s) and institution indicated in the notification. The student may not substitute another subject (s) without obtaining approval.

1.2.4  Approval may be granted under the following circumstances:

(a) relocation (where the University does not offer external delivery) due to family, medical or employment commitments able to be verified by supporting documentation;

(b) An international student unable to continue their study may only be given permission to undertake cross-institutional study where there is evidence of compassionate or compelling circumstances (as defined in the Enrolment Requirements for International Student Visa-Holders Policy) and with the approval of the International Student Support team;

(c) A required subject is no longer available at the University; or

(d) Where the student has failed a subject, which is a pre-requisite and is unable to progress at a satisfactory rate in the teaching period, and there is no suitable subject offered within the University to enable the student to repeat the failed subject in the next Teaching Period.

1.3    The maximum amount of Outbound Cross Institutional Study, which may be approved over the course of study, is subject to the allowable credit for a course as outlined in Course and Subject Handbook.

1.4    Where a student receives approval to undertake Outbound Cross Institutional Study, the student is responsible for applying to the other institution for admission and for providing to the institution the evidence of the University’s approval for the cross-institutional study.

2.  Outbound Exchange

Students may have the opportunity to study part of their course of study at an overseas exchange partner university. All Outbound Exchange study is undertaken on a full time basis, unless approved for part time study for a short course. International students may only study at exchange partner universities that are not in their home country.

2.1    Eligibility Criteria

  • Current enrolment in a University undergraduate degree program.
  • A minimum Course GPA of 4.50 at time of application and up until the commencement of the exchange study.
  • Successful completion of at least 24 credit points at JCU by the time the student departs for exchange studies.
  • Prior approval from the relevant Course Coordinator (JCU Australia) or Associate Director for Admissions, Enrolments and Examination Office (JCU Singapore).
  • International students must meet any requirements set by the relevant Government department who manages student visas.

2.2    Application and approval to participate

2.2.1  Students seeking to undertake Outbound Exchange study must apply by lodging an Outbound Exchange Application Form by the published due dates in the Important Dates.

2.2.2  Applications require the Credit Transfer Approval Form signed by the Course Coordinator (JCU Australia) or Associate Director for Admissions, Enrolments and Examination Office (JCU Singapore) to confirm the subject/s studied on the Outbound Exchange will be counted towards the course under the Course and Subject Handbook.

2.2.3  Approval to undertake Outbound Exchange study applies only to the specific subject/s and institution indicated in the Credit Transfer Approval Form. The student may not substitute other subject/s without obtaining approval again as per clause 2.2.2.

2.2.4  Students can complete their degree overseas if they have approval from the Course Coordinator (JCU Australia) or Associate Director for Admissions, Enrolments and Examination Office (JCU Singapore). A student cannot gain approval for an OS-HELP loan if this option is taken.

2.3    The Home Campus Enrolment Team will enrol students into subject/s at the Home Campus for which they have been approved to study under an exchange program.

3.  Intercampus Mobility

Students may have the opportunity to study part of their degree at campuses in Australia (excluding Brisbane) and Singapore,  with the intention  the student will return to their Home Campus to complete their Award requirements.

3.1    Eligibility criteria

To be eligible for Intercampus Mobility a student must:

  • be admitted to a University coursework program at Townsville, Cairns or Singapore campus;
  • have an Academic Status of Satisfactory;
  • be a minimum of 18 years old;
  • not be a Student Debtor; and
  • be continuing the same course of study and majors at the proposed Host Campus.

In addition to the above:

Externally sponsored applicants must provide written consent from their external sponsor acknowledging the student is applying for Intercampus Mobility and may subsequently change campus for an approved  period.

Undergraduate applicants must be admitted to a Bachelor or Bachelor Honours (Embedded) course. Diploma students are not permitted to apply for Intercampus Mobility. Undergraduate applicants must have completed, and been awarded, a passing result for a minimum of 9 credit points of study load at their Home Campus or 12 credit points for students at the Singapore campus.

Postgraduate applicants with a cognate undergraduate or postgraduate qualification can apply while they are enrolled in their first study period.  Postgraduate applicants who do not possess an undergraduate or postgraduate cognate qualification must have successfully completed, and been awarded a passing result, for a minimum of 9 credit points of study load at their Home Campus, with the exception of 12 credit points for students at the Singapore campus.

3.2    Application and approval to participate

3.2.1  Students must apply by lodging an Intercampus Mobility Application Form accompanied by relevant documentation including a proposed study plan as outlined in the form, by the published due dates in the Important Dates.

3.2.2  Applications require the approval of the Course Coordinator of the Home Campus and the Admissions Team at the Host Campus.

3.2.3  Subjects must be available for the student to study at the Host Campus in the proposed study periods, which align with the student’s course and major requirements and fit within the study plan.

3.2.4  The study load for each Intercampus Mobility must comply with legislative requirements of the Host Campus and in alignment with the study load requirements outlined in the Coursework Enrolment Procedure.

3.2.5  A student can undertake a maximum of 24 credit points of their course of study with Intercampus Mobility.

3.2.6  Students from Singapore undertaking Intercampus Mobility in Australia are only eligible for on-campus study.

3.2.7  If a student wishes to continue studying at the Intercampus Mobility campus after the maximum 24 credit points they will be subject to the eligibility criteria under section 5 - Campus Transfer.

3.2.8  To participate in Intercampus Mobility, a student must:

a)   have signed and returned their Participation Agreement or Student Contract, as appropriate;

b)   at the time their period of Intercampus Mobility commences:

  • have an Academic Status of Satisfactory
  • not be a Student Debtor
  • hold the appropriate visa which allows them to study at the Host Campus

3.2.9  A Commonwealth Supported student will become ineligible for an OS-HELP loan if their Intercampus Mobility subject/s are the final subjects to complete their degree.

3.3    Fees and Charges

3.3.1  For the period of Intercampus Mobility, all fees and charges except Overseas Health Cover will be charged by and payable to the Home Campus as if the student was studying at the Home Campus.

3.3.2  The student must pay all expenses associated with their participation in Intercampus Mobility, including but not limited to:

  • the cost of textbooks and educational supplies;
  • all travel, visa, accommodation and living costs;
  • all travel and health insurance costs, and medical, pharmaceutical and immunisation expenses, including health insurance costs which are required as part of the student’s visa; and
  • all costs resulting from modification or termination of a student's participation in the Intercampus Mobility, for any reason.

3.3.3  A Commonwealth Supported student may be eligible for an OS-HELP loan for Intercampus Mobility study under the OS-HELP Loans Procedure.

4.  Recognition of studies at the Home Campus upon return from Cross Institutional or Exchange Study

4.1    On completion of each subject with a passing result undertaken by Outbound Cross-institutional study, or Outbound Exchange, the student is responsible for providing an official transcript of results together with a Credit Transfer Application.

4.2    On receipt of the official transcript of results, the University will update the student's Academic Record to grant the student credit for their study.

4.3    The grades received from the other University are not transferred to JCU.

4.4    The student will be credited with the appropriate credit points for the approved subjects successfully completed.

Permanent Mobility

5.  Campus Transfer

A Campus Transfer is when a student changes their study location between JCU University campuses and study centres permanently.  Campus Transfer is available to all University students who are admitted to a course, providing they meet the eligibility criteria.

For Domestic students, a Campus Transfer is not required if the student is changing locations between Cairns and Townsville campuses. However, the course and subjects required to complete their Award requirements as outlined in the Course and Subject Handbook must be offered at the campus they are transferring to.

5.1    Eligibility Criteria

5.1.1  The student is applying to continue in a course that is offered at the other campus.

5.1.2  The student has no financial sanctions at their current Home Campus.

5.1.3  Australian Domestic students must have a published result for at least one coursework subject in their current course of study at the current Home Campus.

5.1.4  International Students (except those studying at Brisbane) and Singaporean Domestic Students must have completed at least twelve (12) credit points of University coursework study at their Home Campus, with published results. International students studying at Brisbane must have completed nine (9) credit points, at their Home Campus, with published results.

5.1.5  Students must have an Academic Status of Satisfactory or Academic Caution and the academic performance breach for this status is due to a failed first attempt of a core subject not listed in Appendix 1, 2 or 3 as per the Unsatisfactory Academic Performance Procedure.

5.1.6  The student must have a continuing enrolment with the University from the previous Teaching Period/Study Period.

5.2    Application and approval to participate

5.2.1  It is the responsibility of the student to consider the impact that a Campus Transfer will have on their course progression by discussing their study plans with the Home Campus Enrolments Team.

5.2.2  Students seeking to undertake a Campus Transfer must apply by lodging a Campus Transfer Application by the published due dates on the Important Dates.

5.2.3  Applications require the approval of the Admissions Team at the Host Campus.

5.2.4  Students seeking to transfer to or from the Singapore or Brisbane campuses should check the relevant sections of the Student Fee Payments and Refunds Policy and related Procedures for advice on fee amounts. Payment of fees is affected by transferring between Australian and overseas campuses.

5.2.5  An Australian citizen, permanent resident, New Zealand citizen or humanitarian visa holder who applies for a Campus Transfer to the Singapore or Brisbane campuses will not be eligible for Commonwealth support. Commonwealth supported places are not offered at these campuses. Students will have to pay the full tuition fee amount.

5.2.6  Approval for a Campus Transfer applies only to the specific course(s) indicated in the notification.

5.3    Campus Transfer fee

5.3.1  A student will be required to pay a Campus Transfer Fee if:

  • the student requests a Campus Transfer to an  Australian Campus or Study Centre during or immediately following their Intercampus Mobility, without completing at least 3 credit points of study load at their Home Campus on completion of the period of Intercampus Mobility;
  • the Host Campus Tuition Fee Amount is greater than the Home Campus tuition fee amount; and
  • the student meets all of the required eligibility for the Campus Transfer and the application is approved.

5.3.2  The Campus Transfer Fee will be payable as per the Administrative Charges on the JCU website and is non-refundable.

5.3.3  The Campus Transfer Fee must be paid to JCU Australia prior to a Confirmation of Enrolment (eCoE) being issued to the student for the balance of their course.

Related policy instruments

Admissions Procedure

Coursework Enrolment Policy

Credit Transfer Procedure

Enrolment Requirements for International Student Visa-Holders Policy

Incidental Fee Payments and Refunds Procedure

OS-HELP Loans Procedure

Student Fee Payments and Refunds Policy

Unsatisfactory Academic Performance Procedure

Related documents and legislation

Education Services for Overseas Students Act 2000 (Commonwealth)

Higher Education Support Act 2003

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

19-1

Date for next Major Review

10/10/2022

Revision History

Version

Approval date

Implementation date

Description of changes

Author

19-1

10/10/2019

09/12/2019

Establishment of procedure to support the new Coursework Enrolment Policy, and disestablishment of the Intercampus Mobility Policy

Associate Director, Enrolment and Client Services

Contact person

Associate Director, Student Enrolment and Client Services

Keywords

Outbound mobility, outbound, cross institutional, exchange, campus transfer, transfer, inter-campus