Policy Student Services Credit Transfer Procedure

Credit Transfer Procedure


Print Friendly and PDFPrint Friendly

Intent

This procedure supports the James Cook University (JCU) Coursework Enrolment Policy to operationalise and implement the policy in a manner consistent with the requirements of credit and its relevance with the Australian Qualifications Framework (AQF) Qualifications Pathway Policy.

Scope

This procedure applies to all prospective and current students applying for credit except those students admitted to, or applying for admission to, higher degree by research awards.

Definitions

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

Alternate Award: means a student has chosen to graduate from an award which is different from the award associated with your admitted course.

Exit Award: an award conferred when students have withdrawn from either an undergraduate or postgraduate degree but have completed a predetermined number of credit points and appropriate subjects as stated in the Course and Subject Handbook.

Nested Award:  are qualifications that include articulated arrangements from a lower level qualification into a higher level qualification to enable multiple entry and exit points.

Introduction

This procedure relates to the application and processing of applications for credit transfer.   The roles and responsibilities of the Colleges, Student Services and International Compliance at James Cook University are documented in the Credit and Articulation Management Procedure.

The student is responsible for:

a)   Completing and submitting all documentation required to support their application.

b)   Providing true, correct and complete documents.  Any incorrect, incomplete or misleading documentation may result in:

  • delay in processing the application; or
  • rejection of the application; or
  • cancellation of the student’s enrolment.

The University may take disciplinary action under the Student Code of Conduct Policy if a student is identified to have provided misleading documents.

c)   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

Basis of Credit:

Requests for credit can be assessed using one or more of the following:

Formal qualifications: Provided equivalence to university subjects can be determined, applicants may be eligible for credit if they have completed study at a university or recognised provider of post-secondary education. The time-limit for granting credit for completed formal qualifications varies by Award and is listed in the Award rules for each course.

Incomplete formal qualifications: Credit for a partially completed formal qualification may be granted towards subjects passed at a university or a recognised provider of post-secondary education, provided equivalence to university subjects can be determined.

For non-Australian institutions: The qualification for which credit is being sought will be evaluated to determine equivalence with an Australian qualification. If equivalence can be determined, through the status of the institution (for example, a registered provider) and the contents and learning outcomes of the qualification, then the credit can be determined.

Informal and non-formal learning: Informal and non-formal learning may contribute to credit by an applicant demonstrating appropriate methods, which may include the following:

  • Certificates of competency or attendance from industry recognised courses;
  • Observation of workplace skills and practice by a qualified observer designated by the University;
  • Completion of some or all of the assessment requirements (or equivalent) as specified by the relevant subject coordinator;
  • Interview by an expert panel of three persons, including one independent expert in the area;
  • Fully documented portfolio of work completed while practising in the relevant industry. The authenticity of all work must be certified in writing by a supervisor or by the person/s responsible for commissioning the work; or
  • A comprehensive curriculum vitae accompanied by a statutory declaration from the applicant stating that the information contained in the curriculum vitae is a true and accurate record of the applicant’s experience.

Advanced secondary school level studies:  Credit towards an undergraduate award is generally not granted for study at secondary school level. In specific cases, where it is considered that the secondary school level study is judged to be substantially comparable in level and content with undergraduate award study, credit may be granted. For example, this may apply where a student, as part of their senior school certificate has undertaken: the International Baccalaureate; studies where a School and the University have jointly developed the curriculum; and higher level VET certificates.

Credit is not granted where professional accreditation requirements limit the granting of credit based on secondary school level studies.

Exchange and Cross Institutional Outbound: Students must undertake comparable subjects at their 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, but the results that they receive will not be transferred.

Procedure

1.   Applying for Credit Transfer

1.1   Prospective or current  students at James Cook University must complete the form on the James Cook University website:

1.2   Students can access the credit calculator on the James Cook University website to determine an estimated credit outcome based on current articulation arrangements and other approved precedents.

1.3   Applications must be submitted no later than the published due date as outlined in Important Dates for enrolments for the study period in which the approval of credit may affect the applicant's enrolment.  Applications received after the published due date will be subject to a late fee.

1.4   Eligibility for credit does not guarantee the applicant a place in a course except where set out in an Articulation Agreement.

1.5   Applications for credit into the Bachelor of Veterinary Science, Bachelor of Dental Surgery or Bachelor of Medicine, Bachelor of Surgery, will be assessed only when an Offer into the respective course is made.

2.  Supporting Documentation Required

Previous studies completed at:

Supporting Documentation required

James Cook University

  • No supporting documentation required.

Other Institution in Australia or overseas

  • Copy of academic transcript/academic record showing course/subjects completed, completion year   and grades obtained, details of grading system used and weighting of the course/subject as portion of total program.
  • Copy of the course/subject description including syllabus or Handbook outline.
  • Any other information required by the Academic Division and any other information considered   relevant by the Applicant.

Informal/non-formal/Professional experience

  • Certificates of competency or attendance from industry recognised courses.
  • Observation of workplace skills and practice by a qualified observer designated by the University.
  • 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.
  • Fully 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.
  • 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   Masters of Social Work - Submit a completed Recognition of Prior Learning –   WS3503 / WS5303 Field Education 1 application form with your application.
  • Bachelor of Education - Submit a completed Recognition of Professional Experience Completed within   Pre-Service Teacher Education Programs application form.
  • Any other information required by the Academic Division and any other information considered   relevant by the Applicant.

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.  When assessing applications for credit, the Course Coordinator (JCU Australia) or Academic Head (JCU Singapore) will consider the following:

a)   Granting credit 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;

b)   Not granting credit for prerequisite requirements necessary to fulfil the entry requirements into a University Award;

c)   Assessing credit for whole (complete) University subjects only;

  • the content and level of the work or learning activity for which credit transfer is sought;
  • the standard at which work or learning activity was completed;
  • the learning outcomes achieved; and
  • 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 Manager, Enrolments (JCU Singapore) with consideration to the rules of Articulation Agreement or approved precedent.

3.2   Notification

3.2.1. Students will be notified of outcomes, which in the case of course transfers may include a loss of credit, by the relevant Student Services team.

3.2.2. If an international student at an Australian campus additional notification requirements include:

a)   the decision provided to the student and the acceptance will be retained for two years after the student ceases to be an accepted student;

b)   the notification will include any reduced course duration and ensure the confirmation of enrolment (CoE) is issued for the reduced duration of the course; and

c)   International Compliance will report any change in course duration in PRISMS if credit is granted after the overseas student’s visa is granted.

3.3   Timelines for assessment and determination

3.3.1. Upon the receipt of an application that contains all required supporting documentation from a student:

a)   where an approved precedent or articulation agreement exists, the student will be notified of a credit outcome, within 5 working days; or

b)   where no approved precedent or articulation agreement exists, the student will be notified of the credit outcome, within 20 working days.

3.4   Credit Limits

3.4.1. The amount of credit that may be granted depends on the level of prior study and the course.

3.4.2   Undergraduate Coursework

a)   Credit Based on Formal Qualifications - The maximum value of credit that can normally be granted towards a course on the basis of study undertaken in an incomplete or a completed course is outlined in the Course and Subject Handbook and depends on previous study and relevant qualifications.

b)   Credit based on informal and non-formal learning - The maximum credit that may be granted for the recognition of informal and/or non-formal prior learning as outlined in the Course and Subject Handbook.

3.4.3  Postgraduate Coursework

a)   The maximum credit that may be granted towards postgraduate degrees by coursework are listed in the Award rules, and depends on previous cognate or non-cognate discipline study and previous relevant qualifications and experience.

b)   Prior learning required to meet entry requirements, regardless of whether it is through qualifications or relevant industry experience, is not sufficient to earn credit within the degree.

c)   The provision of credit will depend on demonstrated mastery to the requisite level of specific content and skills through previous study, qualifications, or relevant experience.

d)   Applicants with AQF Level 7 and 8 qualifications may be granted credit into a Masters by Coursework degree based on an assessment of the volume of learning as listed in the AQF and the relevance of those qualifications to the intended course of study.

3.4.4  Internal Credit

a)   When past or current students commence a new course or course transfer at the University the students will receive credit for previous study at the University where:

  • there is subject equivalence between the Awards; and
  • the academic integrity of the Award is maintained; and
  • the previous study was completed within the time limits specified in the Course and Subject Handbook.

b)   A student who is conferred an Exit award will be subject to the credit eligibility in the Course and Subject Handbook for any subsequent course.

c)   If a student wishes to retain 100% credit for their JCU studies but is contravening the Course and Subject Handbook credit rules on the subsequent course, the University will revoke the Exit Award in accordance with the Coursework Award Finalisation, Conferral and Issuance Procedure.

3.5   Outcomes of Credit Transfer Applications

3.5.1. Once credit has been assessed and approved, Student Services will load the applicable credit onto the student record.

3.5.2. Credit outcomes can be expressed as specified, designated,  unspecified credit or block and will appear on the student record as follows

  • Specified credit involves granting credit for identified subjects, either core or elective subjects. Will appear on student record as Exempt with no result recorded.
  • Designated credit is the same as specified credit except that the result/s obtained for the completed study are recorded and included in calculations such as the Course Grade Point Average. Will appear on student record as Credited with a result recorded.
  • Unspecified credit may be granted against one or more electives in cases in which a match is determined in terms of the content, volume, and level of learning to the University course overall, but where no direct match exists to University subjects. Will appear on student record as General Credit Level of Study with no result.
  • Block credit may be granted as a result of credit and articulation agreements between education providers and will appear on student record as a combination of the above depending on the articulation agreement.

4.  Rescinding credit

4.1   Once a decision has been made to grant credit, the decision cannot be rescinded unless:

4.1.1. An error has been made in assessing an application;

4.1.2. The documentation provided by the applicant is misleading or fraudulent;

4.1.3. A reassessment is required under the Coursework Enrolment Procedure and Course Transfer Procedure; or

4.1.4. The applicant requests that the credit be rescinded.

4.2   In the case of the University rescinding credit due to error or incorrect documentation, the student will be notified first and the credit will be subsequently removed from the study plan.

4.3   Where a student requests for credit to be rescinded, the credit will be removed from the study plan and the student advised once complete. A student may request to rescind credit where:

4.3.1. They have decided to complete a subject at the University; or

4.3.2. 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.

5.  Review of Decision and Appeal Rights

5.1   Students are encouraged to resolve concerns about a credit transfer decision by requesting an informal review of the decision to the Student Services team who will liaise with the Academy on their behalf and provide a determination in writing of their review request.

5.2   If a student, having received a determination of their informal review request, believes they have grounds for a student appeal, they may initiate that appeal under the Student Appeals Policy.

Related policy instruments

Coursework Enrolment Policy

Coursework Enrolment Procedure

Course Transfer Procedure

Credit Management Procedure

Outbound Mobility Procedure

Defence Force, National Service and Elite Athlete Friendly University Procedure

Course and Subject Handbook

Student Appeals Policy

Student Appeals Procedure (General)

Coursework Award Finalisation, Conferral and Issuance Procedure

Important Dates

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

Approval date - the date the Policy Sponsor approved the establishment, minor or major amendment or disestablishment

Implementation Date - the date the procedure was published in the Policy Library and is the date the procedure takes effect

Version

Approval date

Implementation date

Details

Author

19-1

10/10/2019

09/12/2019

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

Associate Director, Enrolment and Client Services

Keywords

Advanced Standing; articulation; credit