Course Transfer

Course Transfer Policy and Procedure

1. A course transfer request shall be submitted either by-person or online for student / parent / guardian / company who intend to change the course the period of study (from full-time to part-time or vice versa) or transfer to a new course but remains as a student of ACE.

2. The course transfer application is to be applied by the parent/guardian (who signed the student contract) or written consent from the parent/guardian is needed if the student is less than 18 years of age.

3. For students who is under the company’s sponsorship, the instruction from the company representative for transfer is needed.

4. A student who is transferring to another course will be officially assessed by the Registrar and/or the University Partner to ensure that the student fulfils the entry requirement of the new course. The transfer process will take a maximum of 04 weeks to be completed, and it can only be processed if the student meets the entry requirements for the new course, ACE received the full set of supporting documents from student.

5. The approval for transfer will be granted on a case-by-case basis subjected to students satisfying the admission requirement for the new course, approval from the center’s University Partner when applicable.

6. Students will be/are advised to continue in their current course until the course transfer application is successful and completed.

7. ACE Refund Policy shall apply for all qualified refunds, when applicable.

8. ACE shall provide a pre-course counselling session for students for the intended course and students to sign a new student contract for the new course and cancel the current course enrolled in.

9. Fee Protection Scheme (FPS) will be purchased when the fee for the new course is paid, and the previous FPS for the old course will be cancelled.

10. For a Student’s Pass holder, the course transfer will also be subjected to ICA’s approval of a new Student’s Pass. If it is rejected by ICA, the student can request to withdraw from the transfer request or to continue with the current study.

RESPONSIBILITY	PROCEDURE
Head of Operations	1. Receive an online service request for course transfer from student.
Head of Operations	2. Reply to the student to confirm the details and verify the supporting document(s), where available.
Registrar	3. Process the request: • Meets the new course minimum entry requirements. If it is to enroll to programs being offered by partner university, wait for the decision from the university. • The Finance & HR manager replies any eligible amount to be refunded from the existing course, or any amount to be transferred to the new course and any outstanding payment to be made, if applicable.
Head of Operations	4. Seek approval from the Management Team. Conduct transfer consultation with the student and inform the student the outcome with the official decision FRM-227. In addition, for a Transfer Case: • The need to sign a new Student Contract and cancel the existing contract. • The possible need to apply for New Student’s Pass.
Head of Operations	5. Approved – Registrar processes it as new student application and new Student Pass, if applicable. Rejected – The student may appeal and proceed back to Step 3.
Head of Operations	6. Update the course transfer records in IMS to close the case accordingly within 3 working days.