Executive director, Strategic Enrolment Services (formerly Office of the Registrar) Durham College Leadership Team (DCLT)

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1 College Procedure PROCEDURE TYPE: PROCEDURE TITLE: PROCEDURE NO.: RESPONSIBILITY: APPROVED BY: EFFECTIVE DATE: October 2015 REVISED DATE(S): REVIEW DATE: October 2018 Administrative Credit Transfer ADMIN Executive director, Strategic Enrolment Services (formerly Office of the Registrar) Durham College Leadership Team (DCLT) 1. Introduction Durham College acknowledges the significance of the time savings that students can achieve through the recognition of academic credits earned at recognized post secondary educational institutions. The College is committed to maximizing credit transfer opportunities wherever possible for our students. Strategic Enrolment Services (formerly Office of the Registrar), working collaboratively with the academic schools, will facilitate the processing of credit transfer requests in a timely and efficient manner. 2. Definitions 2.1. Credit Transfer Refers to the official acknowledgement of course credits from another post-secondary educational institution in situations where: The course is deemed by a faculty subject matter expert to be 80 per cent similar to a course at Durham College, based upon a wholistic review of the course outline and/or other available information about the course; and The student has achieved either a 60 per cent minimum grade or the passing grade for the equivalent course at Durham College, whichever is higher. Page 1 of 5

2 A minimum 80 per cent similarity is not required for General Education Electives (GNEDs) unless the GNED is required for the student s program. For any GNEDs that are not required, any course that meets General Education Elective requirements (as outlined in ACAD-103: General Education policy) may be considered for credit Internal Equivalency Refers to the official acknowledgment of previous courses completed at Durham College. Equivalent courses completed at Durham College shall be transferrable among Durham College s certificates and diplomas. Courses for which internal equivalency has been recognized will use the previous course and numeric grade received and will be included in the calculation of a student s grade point average. Where an equivalency cannot be built within the College s student information system, a substitution or exemption will be utilized For internal courses to be accepted as equivalent, the passing grade must meet the minimum grade to pass the current course. Internal equivalency requests require a completed application form and detailed course outlines for assessment. There is no charge for this service External course 3. Procedure Refers to a credit earned at a recognized post-secondary education institution or non-post-secondary institution when a pre-negotiated agreement has been established by Durham College Application for Credit Transfer Applications for credit transfer may be obtained in the Strategic Enrolment Services office (formerly Office of the Registrar) or downloaded from the Durham College website, Students are responsible for providing all required documentation - including official transcripts and course outlines - to support their request. An application fee shall be charged upon submission of credit transfer applications for courses completed at recognized post-secondary institutions Applications for credit transfer will be accepted each semester according to posted timelines on MyCampus and the College website. Page 2 of 5

3 3.2. Internal Credit Exact courses will automatically transfer from one program to another on a student s academic record, as will documented equivalencies Where previous Durham College courses are not automatically recognized, students may submit a request to have these courses considered toward a new certificate or diploma Internal credit requests require a completed application form and detailed course outlines for assessment. Additional documentation may be requested by the subject matter expert evaluating the request. There is no fee for this service Approved equivalencies are recorded in the college s student information system and included in the student s grade point average. This equivalency will apply for all students. When an equivalency cannot be built within the college s student information system, a substitution or exemption will be utilized Evaluating Credit Transfer Requests Applications for credit transfer are submitted to the Strategic Enrolment Services office (formerly Office of the Registrar) for tracking and processing If a previously recognized course equivalency exists within Durham College s student information system, the credit transfer request will be approved and transcribed on the student s academic record If the course being requested for consideration is not currently approved in the student information system, it is forwarded to the appropriate school office and subject matter expert for review and decision Recording Credits on Academic Record Credit for external courses approved as equivalent to a Durham College course will be transcribed on the student s academic record with a grade of TC and will not be included in the calculation of a student s grade point average Approved external credits will be maintained on the college s student information system for a period of four years, unless written notification has been provided to Strategic Enrolment Services (formerly Office of the Registrar) by the academic school office. If the request is received midterm, the change will be implemented in the subsequent term Page 3 of 5

4 3.5. Notification of Assessment Results If a student is currently registered in the course they are seeking credit for, they must remain in class until a response has been received regarding their application for credit transfer. If a student has questions regarding the status of their application for credit transfer, they should contact transfers@durhamcollege.ca. Decisions regarding credit transfer applications will be communicated via Durham College . Evaluations typically take business days to complete Appeals Students may appeal the credit transfer decision. The appeal process will follow the Grade Appeal Policy ACAD 111 and Procedure ACAD General Education Electives General Education electives, unlike other credit transfer requests, are not required to be at least 80% similar to a Durham College course unless the General Education course is required for the student s program. Generic general education credits will be created and used each semester for any courses approved for use as a general education credit without an exact equivalent (i.e. GNED 1100 General Education Elective I, GNED 1200 General Education Elective II, and GNED 1300 General Education Elective III). 4. Roles and responsibilities 4.1. It is the responsibility of the executive director, Strategic Enrolment Services (formerly Office of the Registrar) in collaboration with the vice-president, Academic to ensure that this procedure is fully implemented It is the responsibility of the student to apply for credit transfer consideration within the established timelines as posted on MyCampus and the college website It is the responsibility of each academic school to review and respond to credit transfer requests forwarded by Strategic Enrolment Services (formerly Office of the Registrar) within specified timeframes It is the responsibility of Strategic Enrolment Services (formerly Office of the Registrar) to provide each academic school with a list of previously approved external credits that require review and re-approval. This process will be completed annually, for all course equivalencies with an expiry date of three years after the last approval (as identified in the Student Information System). Page 4 of 5

5 4.5. It is the responsibility of Strategic Enrolment Services (formerly Office of the Registrar) to facilitate the credit transfer process, record credits on the student s academic record, as appropriate, maintain a database of approved credits, and advise students of the results of their application. 5. Related policies, procedures and directives Board of Governors Executive Limitations Policy: Programs of Instruction Durham College Credit Transfer Policy ADMIN-252 Durham College Curriculum Development Policy ACAD-102 and Procedure ACAD Durham College General Education Policy ACAD-103 and Procedure ACAD Durham College Grade Appeals Policy ACAD-111 and Procedure ACAD111.1 Durham College Grading and Promotion Policy ACAD-112 and Procedure ACAD Durham College Graduation Policy ADMIN-209 Ministry of Training, Colleges and Universities - Minister s Binding Policy Directive on Frameworks for Programs of Instruction Page 5 of 5