Transcript Quarter to Semester Conversion

How to Survive A Quarter to
Semester Conversion
Dr. Belle S. Wheelan, President
SACS Commission on Colleges
May 11, 2010
Definitions
Academic Term—the time when classes
are held, i.e., fall, spring, summer
Semester—an academic year with two
terms of 15 weeks (30 weeks total) [81%]
Quarter—an academic year with THREE
10 week terms (30 weeks total)
Trimester—an academic year with three
10-11 week terms (30-33 weeks)
Open Entry/Exit—most typical in on-line
programs
Key to Successful Transition
“…Working with
faculty, students
and staff to ensure
an appropriate
perspective and
frame of reference
as they undertake
the change.”
» Fred
Gainous,
Former
Chancellor
Why Semesters?
Most common practice in the world
(Common Calendar)
Semester Systems
Australia
Belgium
Brazil
China
Denmark
Germany
Hong Kong
India
Ireland
Israel
Mexico
Poland
Portugal
Russia
United Kingdom
(varies)
Why Semesters?
Ensures same amount of academic
credit for classes across institutions
Credit Values
Hours—3 quarter hrs = 2 semester hrs
Credits—quarter hours are usually 4 or 5
credits and semester hours are 3 credits
Full time student must take five courses per
semester OR 3 or 4 courses per quarter
Students must take more classes to learn same
amount of information under quarter systems
Why Semesters?
Facilitates Transfer Among Different
Institutions Across the World
American Association of Collegiate
Registrars and Admission Officers
Transfer Credit Practices—is
published to facilitate student mobility
among institutions and to reduce the
problems of students who attend
more than one institution in the
pursuit of an associate, baccalaureate
or post-baccalaureate degree.
» AACRAO Transfer Practices
Why Semesters?
Several Advantages
Advantages of Semesters
Overall
More time on task for students to absorb and
comprehend material, complete papers and
projects
Easier to transfer credits
Earlier graduation date puts students in the job
market earlier
More time teaching than registering students
More flexibility in scheduling classes
Reduced costs of buying textbooks, printing
class schedules, etc.
Opportunity to Revamp the Curriculum
Advantages Continued
Instructional
Scheduling (fewer courses needed)
Fewer Course sections needed
More classrooms available in the
afternoon
Allows part-timers to enroll in more than
one class per term
Student retention should increase
Getting Down to the Nuts and Bolts
Issues and Policies to Consider
Teaching Faculty
Load—Courses and hours to be taught
(regular terms and overloads)
Consulting/Research Efforts
Office hours, Committee Meetings, etc.
Compensation (Fall & Spring vs
Summer)
Vacations
MORALE
Sample Faculty Load Translation
Quarters
50 days of class
+5 days of exams
+1 day pre-class
56 days/quarter
÷3 months/quarter
18 2/3 days/month
– The Ohio State
University
Semesters
70 days of class
+5 days of exams
+1 reading day
76 days/semester
x2 semesters
152 days
+19 days May term
171 days
÷ 9 months
19 days/month
Sample Faculty Load
FL SP SU
Total Duty Days
175
54
Instructional Weeks 15 10
10
Exam Days
5
5
3
Total Days/Weeks 80/16 80/16 53
Registration Days
2
2
1
Prof. Devel. (state)
2
3
Prof. Devel. (local)  6 
– Alabama College System
Issues and Policies Continued
Academic Calendar
Length of terms
Dates for Final Exams, Withdrawal, etc.
Graduation Dates
Admission and Registration Dates
Computation of Grade Point Averages
Revision of Number of hours in degree
and certificate programs
Issues and Policies Continued
Student Services
Advisors to meet with students to explain & reconfigure
their academic program
Set positive tone with students to ease transition
Identification of a Coordinator to:
Handle Complaints
Make Decisions About Course Substitutions
Opportunity to Make Changes in Advising Process
How to Handle Repetition of Courses Taken Under
Quarter System, “I” grades, Student Classifications,
Conversion of GPA’s, etc.
Calculation of Honor Lists, Warning & Probationary
Status, etc.
Issues and Policies Continued
Student Concerns
No Loss of Credit
No Extended Time to Graduation
No Overall Increased Costs (up front
costs may be more because of only
paying twice a year rather than 3 times)
Issues and Policies Continued
Fiscal
Ensure no net increases in tuition/fees
Plan for change in revenue the first year or two
due to enrollment changes (+ or -)
Need for an Emergency Loan Fund or Tuition
Payment Plan
Potential Changes in Payroll Dates
Changes in Tuition Rates & fees, Dates for
payments, Refunds, Pell Grant Distributions,
etc.
Potential Costs to implement Conversion
Issues and Policies Continued
Information Services
Changes in software programs and
databases
New Transcripts with Explanations of
Changes
Conversion of GPA’s
New Bills
Change in Term for Financial Aid purposes
Issues and Policies Continued
Potential New Processes/Practices
Information Packet for Students Explaining
Conversion
Common Course Directory—standardized
numbers, definitions, prefixes, and credit
Course Program Completion Form (Academic
Audit)
New Procedures for Adding Courses
New Assessment Processes for Faculty,
courses & programs, and process
Questions and Feedback
Contact Information
SACS Commission on Colleges
Dr. Belle S. Wheelan, President
404.679.4512
[email protected]
www.sacscoc.org