Outbound Mobility Procedure

Intent

This Procedure supports the Coursework Enrolment Policy and details the opportunities available to students of James Cook University (JCU; the University) to temporarily study or participate in group study tours or short-term programs at other institutions in Australia or abroad, supporting their academic and professional development where permitted by their course structure.

This Procedure addresses Higher Education Standards Framework (HESF) Standards 1.2 and 1.3.6.

Scope

This Procedure applies to all eligible JCU coursework students, including JCU Brisbane and JCU Singapore, enrolled at an Australian Qualifications Framework Level 7 or higher, with the exception of students admitted to courses with recognised cross institutional requirements as detailed in the Course and Subject Handbook.

Definitions

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

Exchange Partner Institution: The external institution where the student will study.

Home Campus Enrolments Team: means the following teams, depending on the student’s Home Campus:

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

Home Campus: The JCU campus where a student begins their studies.

Outbound Mobility: Any study outside JCU, including cross-institutional study and exchanges.

Procedure

1. Outbound Cross-Institutional Study (Domestic)

Outbound Cross Institutional Study occurs when a student undertakes a subject or a short study program at another institution for credit towards their Home Campus Award. Outbound Cross Institutional Study is permitted in extenuating circumstances and is not intended to be undertaken routinely or where alternative study options are available at JCU.

Outbound Cross Institutional Study is available to all students, however international students will be subject to specific Visa and/or scholarship conditions.

1.1 Eligibility Criteria

To be eligible for Outbound Cross-Institutional Study:

• Students must have completed a minimum 12 credit points at JCU (for awards under 72 credit points) or 24 credit points (for awards over 72 credit points).
• International students must comply with Visa and scholarship conditions.
• Students must meet one of the following requirements:
• Relocation is required (where the University does not offer external delivery) due to family, medical or employment commitments, verified by supporting documentation.
• Compassionate or compelling circumstances for international students as defined by ESOS and the National Code of Practice for Providers of Education and Training to Overseas Students 2018, with the approval of the Academic Administration and Enrolment team.
• A required subject is no longer available at the University; or
• Failure to progress satisfactorily due to not meeting the prerequisite subject requirements, with no suitable alternative subjects available at JCU, resulting in the student’s inability to progress during the Teaching Period/Semester/Study Period/Trimester.

1.2 Application and Approval

1.2.1 Students must submit an Outbound Cross-Institutional Study Form by the published due dates in the Academic Calendar.

1.2.2 Subjects must be available at the Exchange Partner University in the proposed study periods, align with the student’s course and major requirements, and fit within their study plan.

1.2.3 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 the Course and Subject Handbook.

1.2.4 Approval to participate in Outbound Cross Institutional study is required from the Course Coordinator or Senior Director, Admissions, Academic Services and Progressions, or Manager, Enrolments (JCU Singapore).

1.2.5 Students must submit a Credit Transfer Approval Form signed by the Course Coordinator (JCU Australia) Academic Head and Senior Director Academic Services & progressions/Manager, Enrolments (JCU Singapore) to confirm the subject/s studied cross institutionally will count towards their course and that there is sufficient availability on the student’s study plan, as outlined in the Course and Subject Handbook.

1.2.6 Approval is specific to the subject(s) and institution identified in the student’s application.

1.2.7 Students are responsible for arranging admission and providing JCU’s approval to the other institution.

1.3 Recognition of studies at the Home Campus upon return from Cross Institutional Study

1.3.1 On completion of each subject with a passing result undertaken by Outbound Cross-Institutional Study, the student is responsible for providing an official transcript of results together with a Credit Transfer Application to JCU.

1.3.2 On receipt of the official transcript of results, Student Services will update the student's Academic Record to grant credit for the study.

1.3.3 The grades received from the other University are not transferred to JCU unless Clause 3.3.4 of the Credit Transfer Procedure applies.

2. Outbound Exchange

Students may study part of their course at an overseas exchange partner university under an arrangement called Outbound Exchange. All Outbound Exchange study is undertaken on a full-time basis unless part-time study is approved for a short course. International students may only study at exchange partner universities outside their home country.

2.1 Eligibility Criteria

To be eligible for Outbound Exchange, a student must:

• be currently enrolled in a JCU course program; and
• have a minimum course GPA of 4.00; and
• have completed at least 24 credit points at JCU before departure; and
• not propose to study in their home country (applicable to international students only).

2.2 Application and Approval Process

2.2.1 Students may apply for Outbound Exchange through the Global Experience Portal (JCU Australia) or by lodging an Exchange Application Form (JCU Singapore).

2.2.2 Applications must be submitted by the published due dates.

2.2.3 Students must submit a Credit Transfer Approval Form signed by the Course Coordinator (JCU Australia) or Senior Director for Admissions, Academic Services and Progressions (JCU Singapore), to confirm the subject/s studied on Outbound Exchange will count towards their course and that there is sufficient availability on the student’s study plan, as outlined in the Course and Subject Handbook.

2.2.4 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 only substitute other subject/s after obtaining approval in accordance with clause 2.2.3.

2.2.5 Approval is contingent upon the availability of suitable subjects at the Exchange Partner Institution. Students must also meet the Exchange Partner Institution’s requirements, including GPA criteria, which may differ from JCU’s eligibility criteria.

2.2.6 Students may complete their course overseas with approval from the Course Coordinator (JCU Australia) or Senior Director for Admissions, Academic Services and Progressions (JCU Singapore). If this option is taken, students are not eligible for an OS-HELP loan.

2.2.7 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.

2.3 Fees and Charges

2.3.1 For the period of the Exchange, all usual fees and charges including tuition fees will be charged by and payable to the home campus.

2.4 Recognition of studies at the Home Campus upon return from Outbound Exchange Study

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

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

2.4.3 The grades awarded by the Exchange Partner Institution are not transferred to JCU.

3. Externally Funded Mobility Study

Undergraduate students whose home campus is JCU Australia may apply for grant-funded opportunities for international study, such as study tours or exchange programs to count towards their course if there is sufficient availability on the student’s study plan, as outlined in the Course and Subject Handbook.

All available opportunities and requirements will be posted on the Global Experience Portal.

3.1 Eligibility Criteria

Refer to the specific grant/program eligibility requirements set by the relevant funding bodies.

3.2 Application and Approval Process

3.2.1 Students may apply for the appropriate grant/program through the Global Experience Portal.

3.2.2 Students must submit a Credit Transfer Approval Form (Exchange Programs) signed by Course Coordinator to confirm the subject/s studied under the grant funded opportunity will count towards their course and that there is sufficient availability on the student’s study plan, as outlined in the Course and Subject Handbook.

3.2.3 Students participating in a Short Study Program will receive approval from the Course Coordinator/Program Director through the Global Experience Portal.

3.3 Recognition of studies at the Home Campus upon return from grant-funded study

3.3.1 On completion of each subject with a passing result undertaken during the grant-funded study, the student is responsible for providing an official transcript of results together with a Credit Transfer Application (Exchange Programs).

3.3.2 Students participating in a Short Study Program will have results recorded applicable to the assessment required on the program.

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

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

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

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

Revision History