Policy Student Services Enrolment Policy - Coursework Students

Enrolment Policy - Coursework Students

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To outline various rules that apply to coursework enrolments at James Cook University (JCU).


The policy applies to JCU and JCU Singapore undergraduate and postgraduate coursework students.

Clauses in this policy that relate to subject enrolment also apply to Higher Degree by Research students when they are enrolled in coursework subjects as part of the research award.


Definitions of terms used in this policy are as per the Policy Glossary.

Campus Transfer – A Campus Transfer occurs when a continuing JCU student moves to a different JCU campus or study centre and does not intend to return to their original JCU campus or study centre.

Relevant Deputy Vice Chancellor means either the Deputy Vice Chancellor Student or the Provost or authorised delegate as per the Academic and Student Delegations Register.

Policy and Procedures

1. Granting of an Award of the University

Students who have fulfilled the conditions of the Requirements for the Award in which they are enrolled and have complied with all Statutes and other Requirements applicable to them may be granted the Award.

2. Subject Enrolment

In each year of enrolment, each student is required to nominate a selection of subjects. The relevant Deputy Vice Chancellor may reject a student’s enrolment and/or selection of subjects where the selection of subjects does not conform to the requirements of the award or where enrolment in a particular subject is restricted. At the direction of the relevant Deputy Vice Chancellor some students may be required to attend an enrolment advisory session. However, it is the student’s responsibility to ensure that the selection of subjects conforms to the requirements of the award in which the student is enrolled; and acceptance by the University of a student’s enrolment and selection of subjects must not be taken as confirmation that the selection of subjects conforms to the requirements of the award in which the student is enrolled.

3. Maximum Enrolment

The maximum enrolment for any student will normally be restricted to 15 credit points per teaching period without the special approval of the head of the appropriate academic division. The normal enrolment for a full-time student is 24 credit points in an academic year.

4. Cross-institutional Enrolment

Cross-institutional study may be available to JCU students who wish to undertake a relevant subject at another institution because that subject is not offered by JCU, or because students cannot attend JCU due to extenuating circumstances.

Approval is not granted routinely and is usually restricted to substantial grounds such as justifiable academic reasons, relocation for work commitments or compassionate reasons preventing a student from attending a class at JCU.

Other than in exceptional circumstances, students must have completed at least one year (24 credit points) of the award at JCU to be eligible for cross-institutional study.

Where a course is subject to accreditation by an external body, cross-institutional study will only be approved in exceptional circumstances.

If a student has been granted advanced standing for studies completed at another institution, the quantum of advanced standing and cross-institutional enrolment shall not exceed the maximum advanced standing allowable for that particular award.

Any provisions or restrictions regarding cross-institutional study detailed in individual award rules shall take precedence. Some courses require at least 18 credit points of a student’s final year of study to be completed at JCU.

International students may be permitted to undertake cross-institutional study with another registered Australian education provider, subject to all specific visa and/or scholarship conditions.

5. Eligibility for Campus Transfer

A Campus Transfer between JCU’s campuses and study centres is available to all JCU students who are admitted to a course of study. To be eligible to apply for a Campus Transfer a student must meet the following criteria:

  1. The student is applying to enter a course that is offered at the new campus or study centre;
  2. The student has no financial sanctions at their current home campus or study centre; International Students and Singaporean Domestic Students must have completed at least nine (9) credit points of JCU coursework study at their current campus, with published results, and have an academic status of ‘good standing’.
  3. The student must have a continuing enrolment with JCU (including enrolling in an Honours year), from the previous Teaching Period/Study Period, or be on an approved Leave of Absence from their course;
  4. To transfer campus 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 or study centre. If an Australian Domestic student does not meet that criterion then they may apply for a change of preference to change study location.

6. Normal Period of Candidature

A three year undergraduate degree requires 72 credit points and is normally completed in three years of full-time study or the part-time equivalent; a four year degree requires 96 credit points and is normally completed in four years of full-time study or the part-time equivalent.

The Academic Progression Policy requires that a student’s progress with their studies in accordance with the conditions set down by that Policy.

Students are not permitted to undertake more than the minimum number of credit points required to complete their degree without the approval of the relevant Deputy Vice Chancellor.

7. Enrolment Status

A full-time student for any particular year is one who in that year enrols for subjects to the value of at least 18 credit points.

Apart-time student for any particular year is one who in that year enrols for subjects to the value of less than 18 credit points.

8. Suspension or Termination of Enrolment

Where a student’s enrolment is suspended or terminated, their attendance at the University, participation in online tuition or participation in a professional or clinical placement will cease, with effect from the date of suspension or termination.

9. Completion of a Subject

To complete a subject a student shall fulfil the requirements of the appropriate college as approved by the appropriate academic division for that subject in regard to attendance at lectures and classes, presentation of oral, written,practical and field work and satisfactory performance in examinations or in other forms of assessment. These conditions will be specified in each subject outline issued at the commencement of the subject.

10. Prerequisite Subjects

Except with permission, granted on advice from the Dean of the appropriate college or their authorised nominee, a student may not enrol for any subject until a passing grade has been obtained for any prerequisite subject or subjects or other conditions have been met as detailed in the Master Schedule of subjects.

11. Inadmissible Subjects

Where two subjects are listed in the Master Schedule of subjects as an inadmissible subject combination, credit may be gained for only one of the subjects.

12. Professional Experience

Where a course includes prescribed professional or clinical placements, students may be required to undertake such placements away from the campus at which they are enrolled at their own expense.

12.1 Students may be required to be interviewed, in accordance with the relevant procedures, to assess their suitability to undertake, or to continue in, a professional or clinical placement.

12.2 Where a course includes a prescribed professional or clinical placement(s) and where that placement(s)may involve contact with young people, a student’s initial enrolment and continuing enrolment in that course will be conditional upon the following:

12.2.1 eligibility of the student for a Suitability to Work with Children Card at the time of the first enrolment;

12.2.2 maintenance of that eligibility throughout the whole of the course;

12.2.3 actual application for or acquisition of a Sustainability to Work with Children Card prior to commencement of Placement

In the event that a student becomes ineligible for a Suitability to Work with Children Card, at any time between the date of first enrolment and the date of completion of the course, the student will not be able to complete the degree.

13 Withdrawal from Subjects by Students

A date shall be specified for each study period in which a coursework subject is offered, after which date a student who withdraws from the subject will receive an academic penalty, i.e. a fail in the subject.

This date is known as the Last Date for Withdrawal Without Academic Penalty.

The Last Date for Withdrawal Without Academic Penalty for each study period is a date that falls after the census date for the study period and is approximately half-way through the study period. The Last Date for Withdrawal Without Academic Penalty for each study period each year is approved by Academic Board and is published on the JCU website.

When a student withdraws from a subject on or before the Last Date for Withdrawal Without Academic Penalty, no subject enrolment or result will be recorded for that subject on the student’s official Academic Record.

A student who withdraws from a subject after the Last Date for Withdrawal Without Academic Penalty shall be deemed to have failed that subject unless the academic division is satisfied that there are special reasons for waiving this provision.  A student may apply to the relevant Deputy Vice Chancellor for withdrawal without academic penalty, which may be granted if the relevant Deputy Vice Chancellor or authorised nominee is satisfied that the cancellation is justified by reason of special circumstances not related to the student’s academic ability or diligence.

The following would normally constitute acceptable grounds for granting withdrawal without academic penalty:

  • A serious health problem or the onset of a chronic health problem since the last  date for     withdrawal without academic penalty, as evidenced by medical certificates (e.g. serious illness, hospitalisation).
  • Serious personal trauma as evidenced by medical or counsellor certificates.
  • Demonstrable change in personal circumstances since the last date for withdrawal without academic penalty as supported by personal declaration by way of a signed Statutory Declaration and other relevant material (e.g. additional and unforeseen employment demands on a part-time student; severe financial stress; onset of severe illness in an immediate family member).

The following would not normally be acceptable grounds for granting withdrawal without academic penalty after the relevant date:

  • Failure to prepare adequately for assessment requirements outside the circumstances outlined     above.

14. Addition or Substitution of Subjects Without Approval of the Subject Coordinator

A date shall be specified for each study period in which a subject is offered, after which students are not permitted to add or substitute coursework subjects without the approval of the subject coordinator.

This dates hall be six days after the commencement of the study period for all study periods not exceeding 17 weeks duration and thirteen days after the commencement of the study period for study periods exceeding 17 weeks duration;and shall be published on the JCU website.

15. Grades Awarded

A student’s performance in a subject shall be graded within the range of grades specified in the policy Standard System for Reporting Grades.

16. Honours

The degree with honours may be taken with honours in a single discipline or with combined honours in two disciplines.

16.1 The examination for the degree with honours shall be as designated by the Dean of the appropriate college or authorised nominee and shall be by:

16.1.1 Passing or by being granted credit for passes in such assignments, exercises and written papers as may be prescribed; and

16.1.2 Completing such other requirements, as may be approved and prescribed by the appropriate School responsible for examining the various subjects in which the student is enrolled; and

16.1.3 The presentation of a thesis or other form of research writing, including professional practice research reports, in manner and at a standard satisfactory to the appropriate college Dean or authorised nominee, and consistent with the Honours Assessment and Postgraduate Coursework Policy. 

16.2 The Bachelor Degree with Honours may be awarded in the following classes:

Class I

The  award of Class I Honours is acknowledged on the Testamur which is conferred  at a Graduation Ceremony or Council meeting.

Class  II

Division  A

Class  II

Division  B

Class  III

Class  III Honours is not awarded in Engineering and Law.

17. Advanced Standing for Previous Studies

A student may be granted advanced standing towards an award of this University for subjects completed at this or another University in accordance with the Advanced Standing for Previous Studies and Recognised Prior Learning policy.

Approval Details

Policy  sponsor:

Deputy Vice Chancellor (Students)

Approval  authority:

Academic  Board

Date for  next Major Review:


Modification History

Version  no.

Approval  date

Implementation  date



18-1   30/04/2018

Changes made to reflect headline restructure 30/04/2018.

Quality, Standards and Policy
17-1 19/01/2017 27/01/2017 Administrative amendments Quality, Standards and Policy Officer


22/08/2016 23/08/2016

Minor amendments to align with Council approved Academic and Student Delegations Register

Associate Director, Enrolment and Client Services




Addition  of: 1. Clause 5. Eligibility for Campus Transfer; 2.Definition of campus transfer;  3. References of ‘Academy DVC’ changed to ‘relevant DVC’.

Executive  Approval received from Chair Academic Board 11/01/2015

Acting  Director, Student Services.




Amended  to reflect organisation restructure





Change  of title from University Requirements for Undergraduate and Postgraduate  Awards and inclusion of policy provisions from Dates for Withdrawal Without  Academic Penalty and Addition or Substitution of Subjects Without Prior Approval  of Subject Coordinator Policy





Change  of approval authority only from Council to Academic Board





Endorsed  by Academic Board on 18/04/2011 and approved on an interim basis (ie until  the document can be presented to Council) by the Vice-Chancellor





Published  in Policy Library and Student Handbook