Credit and Articulation Procedure

Document Number000862
Date Approved8 October 2008
Date Last Amended12 August 2009
          
 

This procedure is currently under review. For more information contact policy@newcastle.edu.au

   

1.      Context

This procedure supports the University’s Program Management Procedure Manual - Coursework 000967 (Section 6.0) and should be read in conjunction with that document.

2.      Definitions

In the context of this document:

certified documents means documents that are:

(i)          originals; or

(ii)         certified as true copies of the original by a certified contractual agent; or

(iii)         certified as true copies by a trusted source such as a Notary Public or Justice of Peace; or

(iv)          verified by a trusted source such as the home overseas institution.

course means a unit of study for which a result or grade may be recorded either undertaken at the University or equivalent at another institution;

credit means the principle of accepting a student's prior learning or previous studies as being, in whole or in part, either identical to or the equivalent of studies contributing to a University of Newcastle award;

Credit Application Tracking System (CATS) is an IT system of the University which supports the electronic lodgement and processing of credit applications and records precedents for the granting of credit;

eCOE means the electronic confirmation of enrolment issued through the Australian Government’s Department of Education, Employment and Workplace Relations (DEEWR) system, PRISMS, by authorised officers of the University. Under Commonwealth Legislation the eCOE is required for the Student Visa;

National Code means the National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007.

official publication means an authenticated authorised publication or handout such as a Course (subject) outline or university handbook;

program means a program of study approved by the Academic Senate that leads to an award of the University;

PRISM means the Department of Education, Employment and Workplace Relations (DEEWR) system that records and maintains an accurate record of the enrolment status of overseas students, and produces the Confirmation of Enrolment required for Student Visa applications.

3.      Credit Applications

i.        Credit is assessed and approved for specific programs. It cannot be deemed to be transferred automatically upon transfer from that program to another program.

ii.       Where credit is granted it will be recorded on a student's transcript as either specified or unspecified credit. 

3.1.     Student Responsibilities

i.     Wherever possible, applications for credit are to be submitted to the University before enrolment. Appropriate documentary evidence displaying the following should accompany each application:

a)    a certified copy of academic transcript(s) (except where credit being sought is on the basis of study undertaken at the University of Newcastle);

b)     evidence of program and/or course completion (where applicable);

c)     program and/or course outline(s) and course information from official publications or handouts including:

·     full course description(s) detailing: content, method of assessments, hours of contact, duration of subject, unit value of the course relative to the award; and lists of texts used.

ii.    If academic transcripts are supplied in a previous name, certified copies of documentary evidence of change of name must be provided, e.g. marriage certificate, deed poll;

iii.    All advice provided by the University regarding eligibility for credit is conditional on receipt of the required official documentation.

iv.    Where a student is seeking credit on the basis of an approved articulation agreement, the student must complete and submit an application for credit form and provide:

a)     evidence from the provider of successful completion of the qualification;  and

b)     a certified copy of their academic transcript.

 

3.2.     Faculty Responsibilities

i.      In assessing credit applications, the authorised officer of the relevant Faculty will - in accordance with the authorities outlined in Clause 12.0 of the Rules Governing Awards and Programs 000958 - evaluate the course or completed qualification giving consideration to:

a)     the recognition/accreditation status of institution(s) at which the study was undertaken;

b)     the language in which the course or qualification was conducted;

c)      the objectives of the course or qualification and the methods adopted to achieve these objectives;

d)     the duration of the course or qualification;

e)     the breadth and depth of the material studied; and

f)        the methods of assessment.

ii.    Where credit is being sought for a core course which is identified as delivering a particular graduate attribute(s), consideration must also be given to whether the course (on the basis of which credit is being sought), adequately addresses that graduate attribute. 

iii.    If an application for credit is rejected, the assessor must provide a response stating the grounds on which credit for the particular course or qualification was not approved. Grounds for rejection may include the following:

a)     courses  do not meet one or more of the criteria set out in 3.2 i;

b)     the qualification is not recognised;

c)      the qualification was completed outside the timeframes set out in Guidelines approved by the Faculty Board.

iv.   Results of applications for credit will be communicated to the applicant by the relevant Program Officer, or, in the case of international students, by International Admissions (3.2 v) or, when relevant,  UoN Singapore.

a)     Successful applicants will be notified in writing of the outcome and the approval will be noted on their academic record.

b)     Unsuccessful credit applicants will be notified in writing of the reason why credit was not granted.

v.     Credit applications and records of credit awarded will be stored in the Credit Application Tracking System and may be used as precedents in accordance with the provisions of Clause 6.0 of the Program Management Procedure Manual - Coursework 000967 and any Guidelines approved by the Faculty Board.

vi.     In the case of onshore international applicants/students:

  1. applications must be sent to International Admissions who, in accordance with Standard 12 of the National Code will send a credit offer letter to the applicant/student. The applicant/student must sign the acceptance of credit form and return the form to the University before a new or revised eCoE is issued.
  2. if credit is granted after the eCoE is issued and the granting of credit leads to a change in the course duration on the eCoE, the amendment to PRISMS must be completed within 14 days of the signed acceptance and evidence regarding the altered duration be placed on the student’s file.
  3. the signed credit acceptance form and a copy of the Faculty’s credit decision must be placed on the student’s file.

4.      Articulation/Credit Transfer Arrangements

i.     The University, from time to time, enters into articulation arrangements with recognised overseas tertiary institutions, registered private providers of accredited tertiary education courses, and the Vocational Education and Training sector, and grants credit to any student who has successfully completed a nominated course of study.

ii.    The approval of articulation/credit transfer arrangements must be in accordance with the procedures detailed in 4.1; 4.2 and 4.3 below.

iii.   Faculty Assistant Deans (Teaching and Learning) will be responsible for the coordination of the development, review and/or revision of articulation/credit transfer arrangements.

iv.   When articulation arrangements are approved they may be invoked by the relevant Program Officer without recourse to a higher authority.

 

4.1.     TAFE-NSW Articulation/Credit Transfer Arrangements

i.    The Academic Registrar or nominee will on an annual basis:

a)    receive a report from TAFE-NSW detailing new or revised TAFE courses approved in the previous calendar year; and

b)    provide a consolidated report of new and revised TAFE courses and new and revised University programs for the previous calendar year to the TAFE University Coordination Committee (TUCC) and to Faculty Assistant Deans (Teaching and Learning);

ii.     Faculty Assistant Deans (Teaching and Learning) and TAFE Associate Directors will coordinate development of new and revisions of existing credit transfer arrangements as appropriate.

iii.    New and revised proposals will be developed in consultation with the relevant University Program Convenors, discipline specialists and local TAFE staff as appropriate.

iv.    Proposals must be endorsed by Faculty Teaching and Learning Committees and approved by Faculty Boards prior to publication on the University Credit Transfer website.

v.     Faculty Boards will report all approved credit transfer arrangements to Academic Senate via the Program and Course Approval Committee.

vi.    Faculty Boards will advise the Academic Registrar of new or revised articulation agreements that have been approved

vii.   All new and revised credit transfer arrangements will be reported annually to the TAFE University Coordination Committee and Institute Directors by the Academic Registrar or nominee.

4.2.     Australian Non-TAFE Articulation/Credit Transfer Arrangements

i.     Australian Registered Training Organisations (RTOs) providing accredited tertiary education courses may seek approval of credit transfer arrangements into the University’s programs for their courses by contacting, in the first instance, the Academic Registrar (as the University’s nominated Recognition Coordinator).

ii.    Registered Training Organisations should provide:

a)      evidence of their accreditation as an RTO;

b)      evidence of the accreditation of the course(s) for which they are seeking credit transfer arrangements; and

c)      a synopsis of the curriculum content covered by the course(s).

iii.   The Academic Registrar or nominee will refer all such applications to the President, Academic Senate, who will make a determination as to whether the University will proceed with the application, and will advise the RTO of the outcome.

iv.   If it is determined that the University will proceed with the application the Academic Registrar will refer the application to the Assistant Dean (Teaching and Learning) of the relevant Faculty(ies) together with verification of the accreditation status of the organisation and the course.

v.     Faculty Assistant Deans (Teaching and Learning) will coordinate development of any new and revisions of any existing credit transfer arrangements as appropriate.

vi.   New and revised proposals will be developed in consultation with the relevant Program Convenors and discipline specialists as appropriate.

vii.  Proposals must be endorsed by Faculty Teaching and Learning Committees and approved by Faculty Boards prior to publication on the University Credit Transfer website.

viii. Faculty Boards will report all approved credit transfer arrangements to Academic Senate via the Program and Course Approval Committee.

ix.   Faculty Boards will advise the Academic Registrar of new or revised articulation agreements that have been approved.

4.3.     International Articulation Arrangements

4.3.1.       The University of Newcastle may, from time to time, seek to establish articulation arrangements with high profile international institutions.

4.3.2.       Alternatively, an overseas accredited tertiary education institution providing accredited tertiary education courses (recognised by trusted sources e.g. NOOSR) may seek approval of credit transfer arrangements into the University’s programs for their courses by contacting, in the first instance, the Academic Registrar (as the University’s nominated Recognition Coordinator).

i.        Overseas accredited institutions should provide:

a.    evidence of their accreditation as a tertiary education provider by the Government of the country in which they are operating;

b.     evidence of the accreditation of the course(s) for which they are seeking credit transfer arrangements; 

c.    program and/or course outline(s) and course information from official publications or handouts including:

·     full course description(s) detailing: content, method of assessments, hours of contact, duration, unit value of the course relative to the award; and lists of texts used.

d.      a synopsis of the curriculum content covered by the course(s); and

e.      proof that English is the medium of instruction for that course(s).

ii.       The Academic Registrar or nominee will refer all such applications to the President, Academic Senate, who will (i) make a determination as to whether the University will proceed to consider the application, and (ii) advise the Academic Registrar of the outcome.   

4.3.3.       When the University has agreed to pursue an articulation agreement under 4.3.1 or 4.3.2, the Academic Registrar (or nominee(s) in the relevant Faculty(ies), will provide the appropriate documentation to the relevant Assistant Dean(s) of the relevant Faculty(ies) who will coordinate the development of new or revised credit transfer arrangements.

i.        New and revised proposals will be developed in consultation with the relevant Program Convenors and discipline specialists as appropriate.

ii.       Proposals must be approved by Faculty Boards prior to publication on the University Credit Transfer website.  

iii.       Faculty Boards will report all approved credit transfer arrangements to Academic Senate via the Program and Course Approval Committee.

iv.       Faculty Board will advise the Academic Registrar about approved new or revised articulation agreements.

5.      Credit for Cross-Institutional Enrolment

5.1.

i.       Students must apply and receive formal written permission from the University prior to enrolling at another institution.

ii.       Students can only apply for courses that conform to their program requirements.

iii.      Students must complete the necessary application, provide a complete course outline for each course they wish to study at the other institution and if applicable, pay the relevant fee. Course outlines must include:

a)      Course Description;

b)      Assessment details;

c)      Contact hours;

d)      Duration of course; and

e)      Texts used.

iv.      This application must include a written case as to the reasons why cross-institutional enrolment is sought. It must be lodged with the relevant Program Officer.

v.        Program Officers will consult with program convenors or other relevant staff regarding approved or eligible applications as appropriate, and where possible, make a recommendation to the Pro Vice-Chancellor.

vi.       The Pro Vice-Chancellor (or nominee) shall determine the outcome of the application.

vii.       It is the student's responsibility to check with professional associations that the cross-institutional  course that they wish to study is acceptable to the accrediting body for purposes of accreditation.

5.2.     Provisions for International Students

In addition to complying with Clause 5.1(i) to (vii), the following applies to international students studying in Australia on a Student Visa.

i.        International students can enrol in no more than 25% of their total program by online or distance education whether it is at the university of Newcastle or through an approved cross institutional arrangement.  This 25% cap includes a student repeating a course regardless of whether it was taken in a compulsory study period.

ii.       A student must be enrolled in at least 10 units of face-to-face study in any compulsory study period for their degree.

iii.      Before approval is given to an international student, the Program Officer must check that an international student has not and will not exceed the 25% requirements.

iv.      A copy of the formal approval letter from the Program Officer for an international student must be sent to the ESOS Student Compliance Unit for retention on the student's file.

v.        Student to be advised to supply the ESOS Student Compliance Unit with a copy of enrolment confirmation from the host provider.

vi.        A copy of the student's results are to be supplied to the ESOS Student Compliance Unit regardless of grade for progression review considerations.

6.      Relaxing Provision

To provide for exceptional circumstances arising in any particular case, the President of Academic Senate on the recommendation of the relevant Pro Vice-Chancellor(s) may relax any provision of this procedure.

7.      Essential Supporting Document

Rules Governing Awards and Programs 000958

Program Management Procedure Manual - Coursework 000967

Undergraduate Awards and Programs Schedule 000960

Postgraduate Coursework Awards and Programs Schedule 000961

Faculty of Science and Information Technology - 2012 Faculty Credit Guideline 000981

Faculty of Business and Law - 2012 Faculty Credit Guideline 000982

Faculty of Education and Arts - 2012 Faculty Credit Guideline 000983 

Faculty of Engineering and Built Environment - 2012 Faculty Credit Guideline 000988

Faculty of Health - 2012 Faculty Credit Guideline 000989 

8.      Related Documents

Education Services for Overseas Students (ESOS) Act 2000

National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2007.

Australian Qualifications Framework (AQF) Advisory Board, RPL National Principles, 2004, http://www.aqf.edu.au/AbouttheAQF/TheAQF/HistoryoftheAQF/tabid/95/Default.aspx 

Complaints Resolution Policy 000745

 

Approval AuthorityAcademic Senate
Date Approved8 October 2008
Date Last Amended12 August 2009
Date for Review12 August 2012
Policy SponsorDeputy Vice-Chancellor (Academic)
Policy OwnerAcademic Registrar
Policy ContactManager, Admissions and Enrolment
Amendment History

Minor amendment - Title of Program Management Procedure Manual - Coursework 000967 was modified to align with legal advice, The Secretariat, 23 May 2013.

Minor amendment - Deputy Vice-Chancellor (Academic) replaced Deputy Vice-Chancellor (Academic & Global Relations) as Policy Sponsor to reflect structural changes, The Secretariat, 22 May 2013.

Addition of 2012 Faculty Credit Guidelines [000988 & 000989] to Essential Supporting Documents, Governance and Policy, 19 September 2012.

Updated hyperlinks to Related Documents, Governance & Policy, 16 August 2012.

Addition of 2012 Faculty Credit Guidelines [000981, 000982 & 000983] to Essential Supporting Documents, Governance and Policy, 30 July 2012.

Minor amendment to Clause 5.1.vi. to include 'or nominee' to ensure consistency with the Rules Governing Awards and Programs [000958], Governance and Policy, 8 March 2012.

Change of policy name from Credit Articulation Policy to Program Management Policy and Procedure, 30 January 2012.

Addition of Undergraduate Awards and Programs Schedule 000960 and Postgraduate Coursework Awards Programs Schedule 000961 to Essential Supporting Documents (section 7), 30 January 2012.

Notification added that the Procedure is under review. Clause 3.2.i. amended to replace "Credit and Articulation Policy" with "Clause 12.0 of the Rules Governing Awards and Programs 000958" and Clause 3.2.v. "Credit and Articulation Policy" replaced with "Clause 6.0 of the Program Management Policy and Procedure Manual - Coursework 000967." Inserted links to 000958 and 000967 as Essential Documents, 11 January 2012.

Links removed to rescinded policy documents 000844 and 000861. 11 January 2012.

Amendments approved by Academic Senate 12 August 2009 (09:088) to commence Jan 2010.

Approved Academic Senate 8 October 2008.