Transcript Records and Registration Executive Order 1037: Policy to PracticeChristal Neal, Martin Castro and Theo Mai.

Records and Registration
Executive Order 1037: Policy to Practice
2014
Christal Neal, Martin Castro and Theo Mai
Executive Order 1037
 Policy
– Repeats Cancel and Repeats Average
– Grading Symbols
– Withdrawals
 Practice
– PeopleSoft and Student Inquiry
 The Form
– Academic Plan
– Approve/Deny
EO 1037:
Policy
Effective Fall 2009:
Repetition of Courses:
1. Undergraduate students may repeat courses only if they earned grades lower than a
C.
2. Course Repeats with “Grade Forgiveness*”
– 2.a. Undergraduate students may repeat up to 16 semester-units with grade
forgiveness.
– 2.b. Undergraduate students may repeat an individual course for grade
forgiveness no more than two times.
– 2.c. Grade forgiveness shall not be applicable to courses for which the original
grade was the result of a finding of academic dishonesty.
*Grade forgiveness is “Repeat and Cancel” the circumstance in which the new grade replaces the former grade in
terms of the calculation of GPA.
EO 1037:
Policy
Effective Fall 2009:
Repetition of Courses:
3. Course Repeats with “Grades Averaged”
Campuses may permit undergraduate students to repeat an additional 12 semester-units
in addition to the 16 semester-units for which grade “replacement” is permitted. In such
instances the repeat grade shall not replace the original grade; instead both grades shall
be calculated into the student’s overall grade-point average.
Repeats
EO 1037:
Practice
Academic
Plan
EO 1037:
Policy
Effective Fall 2009:
Other areas of the EO 1037 Policy:
Academic Renewal
Assignment of Grades and Grade Appeals
EO 1037:
Policy
Effective Fall 2009:
Grading Symbols
AU: Audit. Enrollment as an auditor is subject to permission of the instructor provided that
enrollment in a course as an auditor shall be permitted only after students otherwise
eligible to enroll on a credit basis have had an opportunity to do so. Auditors are subject
to the same fee structure as credit students and regular class attendance is expected.
I: Incomplete. The “I” symbol indicates that a portion of the required coursework has not
been completed and evaluated in the prescribed time period, due to unforeseen, but fully
justified reasons and that there is still a possibility of earning credit. In the event that the
course requirements are not completed by the deadline, the “I’ will be converted to an
“IC” or grade without further work. The “IC” is counted as a failing grade for grade point
average and progress point computations.
EO 1037:
Policy
Effective Fall 2009:
Grading Symbols
IC: Incomplete Charged. The “IC” symbol may be used when a student who received an
authorized incomplete “I” has not completed the required course work within the allowed
time limit. The “IC” replaces the “I” and is counted as a failing grade for grade point
average and progress point computation.
RD: Report Delayed. The “RD” symbol may be used where a delay in the reporting of a
grade is due to circumstances beyond the control of the student.
RP: Report in Progress. The “RP” symbol shall be used in connection with thesis, project,
and similar courses in which assigned work frequently extends beyond a single academic
term and may include enrollment in more than one term.
Withdrawals
Effective Fall 2009:
1. Undergraduate students may
withdraw from no more than 18
semester-units.
2. Campuses may elect to be
more restrictive on withdrawals than
the maxima listed
above.
3. The limits apply only to units
attempted at the campus.
Questions?
Admissions & Records
Graduation
2014
Julie Martinez, Myeshia Boxley, Irma Corado, and Maggie Narez
What will be covered:
 The Role of the Graduation Evaluator
 ARRC Requests and the Graduation Unit
 Degree Audit Information
 Diplomas
 Forms
 Question and Answer
Graduation Evaluation:
The Role of the Evaluator
Major Responsibilities
-Clearing Students for Graduation
-Developing and maintaining positive relationships with
college departments and advisors
-Completing course substitutions/waivers
-Completing transfer credit for continuing students
Graduation Evaluation:
Resources
Articulation/Degree Audit Rules: Carolyn Veek
ARRC Submission Training: Carol Tubbs, UAC
Access/Approval to ARRC: Helen Remigio
Graduation Evaluation Processes
 Pre-Clearance
 Degree Checkout Status:
– Applied: Student has submitted a graduation application
– Approved: is complete with overall graduation requirements and degree
audit is ALL green
– In Review: requirements are in progress and degree audit is reflecting
green and yellow
– Pending: has red areas reflecting on the degree audit, they need to talk
to their advisor before the semester ends
 Clearance
– Awarded: student has been cleared and degree has been conferred
– Denied: student has outstanding requirements that were not met at the
end of their graduation semester, referred to their advisors
Graduation Evaluation:
Substitutions and Exceptions
 ARRC Request Processing:
– Run the Degree Audit First
 Confirm student’s requirement term
– Two week timeline from approval date
– Must have official transcripts on file if using a course from
another institution
– ARRC requests should follow the degree audit set up
– If students changes their major, previously processed
ARRCs will not show accurately
Graduation Evaluation:
The Degree Audit
We always leave notes.
Graduation Evaluation:
The Degree Audit
 Pre-Clearance and Clearance are determined by
the Degree Audit Only.
 If you can’t see it, we can’t see it. Degree audit is
not viewable because:
– New Major (confirm requirement term for when the
major was built)
– Discontinued Student
– Requirement term is prior to 2008 (advisement form
may be needed)
Requirement Terms and Degree Audit
• A student’s requirement term affects how courses are
displayed in the degree audit
• If a student is under one requirement term, but wants to
follow a different requirement term for their major, they
have the option to:
• Submit a change of catalog year rights with UAC
office
• Departments will need to submit AARC request in
order to make proper course substitutions to the
students initial degree audit
Graduation Evaluation:
The Degree Audit
 We encourage faculty and advisors to promote
the degree audit to students.
Diplomas
 Diplomas outsourced: Diplomatic
 Email 1: Once the student is cleared an email is sent with
information regarding the mailing of their diploma (2-3
weeks)
 ALL diplomas are mailed out to the address on file
 Email 2: Diplomatic will generate an email once diploma
is mailed out (email includes snapshot of diploma)
 Students with financial holds will receive an email that
their diploma will not be printed, until their holds are
cleared
Forms
 Advisor Signature
– Let’s us know that both
the student and advisor
have taken a look at the
student’s degree audit
together.
– It is important that the
student has indicated the
correct major/minor
Forms
 Advisors
Signature
 Run Degree
Audit
Forms
 Undergraduates ONLY
 Student has a
discontinued status
 Student has previously
submitted a graduation
application
 The student must be
completely done with all
graduation requirements
Forms
 For undergraduates ONLY
 Allowed to take 6 units of
graduate coursework their last
year as an undergraduate
 Form must be submitted to the
graduation unit prior to being
cleared for their Bachelors
degree, it WILL NOT be
accepted once their record is
sealed
 Once the undergraduate record
is sealed and student decides to
use courses towards their
graduate degree, student will
need to submit a Student
Academic Appeals Committee
(SAPAC) petition
Forms




Graduates ONLY
Coursework must be completed
as a graduate student, not
undergrad
Signed by advisors
In order to process, graduation
unit will need the following:
1. Official transcript: where
course was taken
2. AARC request for the
substitution
Note: If required course was taken
through EXT EDU/Open
University, only this form is
needed
Questions?