Transfer of College Credits | ECTC

College at a Glance

Transfer of College Credits

Responsible Unit: Student Affairs

Original Approval Date: November 17, 2023

Revision Date: N/A

Related Policies/Reference:

  • SACSCOC Standard 10.5 (PDF) - Admission Policies and Practices (page 98)
  • 13 KAR 2:020 - Guidelines for admissions to the state-supported post-secondary education institutions.
    • Section 2. Admission Requirements for All Institutions.
      • (1) Each institution shall develop and publish in its catalog or other appropriate publications specific policy and procedures for admission of students into programs or courses with enrollment limitations or specialized curricula.
      • (2) An institution shall not determine academic readiness using scores received from exams taken more than four (4) years prior to the application.
    • Section 5. Admission to a KCTCS Institution. KCTCS institutions shall develop admission criteria for all programs and courses offered consistent with the type of course or program and its mission established in KRS 164.580, such as providing accessible education and training to support the lifelong learning needs of Kentucky citizens.
  • KCTCS BOR Policies 1.3.2.4 - Policy on Admissions to KCTCS Colleges.
  • SACSCOC Standard 10.8 (PDF) - Evaluating and Awarding Academic Credit (page 105)
  • KCTCS BOR Policies 1.3.2.3 - Kentucky Community and Technical College System Transfer of Credit
  • KRS Statute 164.583 - Lower division academic courses - Transfer of Credits
  • Title 38 United States Code §3675 (b)(2) (PDF) - The educational institution maintains a written record of the previous education and training of the eligible person or veteran that clearly indicates that appropriate credit has been given by the educational institution for previous education and training, with the training period shortened proportionately.

Policy

Elizabethtown Community and Technical College (ECTC) is dedicated to removing barriers that may hinder its students' academic pursuits. ECTC recognizes that there are instances where students may choose not to submit official college transcripts but still seek enrollment to advance their educational and career aspirations.

Elizabethtown Community and Technical College (ECTC) is committed to facilitating students' academic pursuits by providing comprehensive guidelines for the transfer of college credits obtained from external sources.

Purpose of the Policy

The purpose of this policy is to establish clear guidelines and methodologies for the acceptance and evaluation of college credits obtained from external sources. This policy aims to support students in their academic pursuits by providing a comprehensive framework that outlines the procedures and criteria for transferring credits, ensuring transparency, fairness, and consistency in the credit evaluation process. The policy also emphasizes ECTC's commitment to removing barriers for students while maintaining academic standards and integrity.

Additionally, it articulates the institution's stance on the submission of official transcripts during the admission process and highlights the flexibility afforded to students regarding the timing of transcript submission, except for VA students. Overall, the policy seeks to streamline the transfer of college credits, enhance academic planning, and facilitate a smooth transition for students transferring to ECTC from other institutions of higher education.

Policy Provisions:

ECTC acknowledges the potential significance of previous college transcripts in assessing a student's academic history. As of the effective date of this procedure, however, ECTC does not mandate the mandatory submission of previous college transcripts during the Admission Process, except for VA students.

Exemption of VA Students:

Regarding transcript requirements, all VA students must adhere to the policies set forth by the Department of Veteran Affairs. ECTC acknowledges the unique guidelines and regulations governing VA benefits and directs VA students to follow the specific procedures outlined that requires all VA students to have official transcripts submitted and evaluated prior to the VA student’s enrollment.

Procedure

Credit Evaluation:

  • To obtain credit for courses completed at an external institution, students must provide their official transcripts for evaluation to ECTC's Registrar's Office. 
  • The Registrar's Office will assess the relevance and applicability of transferred credits to the student's designated program of study at ECTC.

Academic Planning Adjustment:

  • Upon enrollment, creating a student's educational plan will rely on available information.
  • To incorporate previous college coursework, students must provide official college transcripts, considering both completed and intended courses at ECTC. Adjustments to the academic plan will be made contingent upon the submission of official college transcripts for evaluation.

Flexibility in Transcript Submission:

  • Students are afforded the flexibility to submit their previous college transcripts at any juncture during their tenure at ECTC.
  • It is important to note that courses completed or undertaken after the class has started at ECTC will not be refunded. The better grade will be recognized, but refunds will not be issued.

Transfer of Credit Guidance:

  • ECTC will provide academic advising services to assist transferring students in navigating the complexities of credit transfer across institutions, utilizing the information available at the time of enrollment.

Dual Enrollment Credit:

  • ECTC shall uniformly treat college credits accrued through dual enrollment programs in the same manner as credits earned in any other traditional college course.

Transfer of Grades, Credits, and Academic Status:

  • ECTC will facilitate the transfer of grades, credits, quality points, and academic standing from courses undertaken at other institutions within the Kentucky Community and Technical College System (KCTCS) upon a student's matriculation at ECTC.

Recognition of Degree Credit:

  • Credit hours garnered from regionally accredited colleges or universities may be acknowledged on a one-to-one equivalency basis. Quarter hours will be deemed equivalent to two-thirds (2/3) of a semester hour. For an institution to attain full accreditation recognition, it must hold membership within an accrediting association.

Academic Credit from All Institutions:

  • The Registrar, in compliance with KCTCS policy, will oversee the processing of requests for academic credit. To initiate the evaluation process, students must provide official transcripts to the Registrar for thorough assessment. The Registrar will ensure that all pertinent policies and procedures are diligently followed throughout this procedure.

Reciprocal Agreements:

  • ECTC, acting in concert with the President of KCTCS, possesses the authority to institute reciprocal agreements with fully accredited colleges and universities. These agreements aim to simplify the process of credit transfer and academic advancement by recognizing grades and credits earned at prior institutions.