IUPUI
Academic Policies and Procedures Committee (APPC)
Agenda
April 8, 2016
UL 1126
1-3 pm
Minutes—Minutes of the March 4, 2016 meeting were distributed electronically.
Information Items
· Comprehensive Student Records (CSR) Project Update – Mary Beth Myers
o See attached.
· 16-17 Financial Aid Awarding—Marvin Smith
o See attached
· Update on Scholarship Application RFP process—Beth Knight
· ACA-56, Transfer of Credit from Two Year Institutions changed to Transfer of Credit Completed at the 100 and 200 Level
· Policy--Credits earned at undergraduate institutions other than Indiana University in courses at first or second-year levels (100/200-level courses or courses completed in two-year institutions) and transferred for IU credit may not be recorded as equivalent to IU course credits at advanced (300/400) levels, or applied to degree requirements normally fulfilled only by advanced level course credits.
· Update on IFC Executive Committee discussion
· All 300 level IU courses will be removed from the Core Transfer Library and category will be noted as course not taught-level
o PSY-B380 Abnormal Psychology
o PSY-B370 Social Psychology
· UIRR reports on admissions data for all campuses
o https://www.indiana.edu/~uirr/reports/standard/admissions/
o Updated every Monday by noon
o Note that the report combines summer and fall admission data
o Reports on Enrollment will start shortly
o Listing of additional available information attached
· New interactive IUPUI enrollment data site
o http://irds.iupui.edu/Institutional-and-Strategic-Planning/IUPUI-Data-Link
· Fall and Summer Enrollment
o See attached
· Fall and Summer Admission
o Fall
· Due to improved processing for 2016, undergraduate admission decisions are being made more quickly than last year. As a result, the 2016 totals for admitted students are inflated at this point and will narrow significantly over the course of the summer. Greater attention should be paid to the number of applicants and deposits. At this point in 2015 Indianapolis had received 95.3% of all beginner applications at census for the term and 71.0% of all transfer apps.
· Beginner applications are down 1.0% (-122). Deposits are up 13% (+308).
o Beginner applicants from students of color are up 4% (+142).
o African-American beginner applicants are up 7% (+102);Asian are up 12% (+43); Latino/Hispanic up 2 (+22). Two-or-more races are down 5% (-3).
o White beginner applicants are down 4% (-289); internationals are up 8% (+39).
o Non-resident beginner apps are up 12.3% (+169, with Internationals up 92 and domestic non-residents up 77). Resident beginner apps are down 2.7% (-291).
o Beginner applicant quality is up in terms of SAT score (>1300 +9%; 1100-1290 + 4%). While the number of Academic Honors diplomas is down, its share of total diplomas is up 0.5% due to smaller Res app total and larger decline in the basic Core 40 diploma.
§ External transfer applications are down 9% (-211).
o External transfer applications from students of color are flat with most included categories down very slightly (<7) with the exception of Asian Americans who are up marginally.
o Transfer applications from whites are down account for 93.2% of our overall decline in transfer apps.
· Summer
· Applications from all student levels are down >10% from this point last year with the exceptions of smaller declines in Master’s students (-6.5%), Doctoral students (-1 application), and undergraduate non-degree students (-7.6%).
· Beginners (196 applicants, typically a smaller group in the summer) are down 21.0% (-52) and the larger transfer population (633 apps) is down 17.0% (-130).
· Visitor applicants (516) are down 18.9% (-120).
· Housing applications are up by 94 (4%) with an increase of 45 nonresident applications
Academic Affairs Committee Report –John Watson, Chair
o
Undergraduate Affairs Committee Report—Stephen Hundley, Chair
Items for Review, Discussion, or Action
o Transition Orientation Holds Proposal—Andrea Engler
o See attached
o
o Strategic Plan Optimize Enrollment Management Key Performance Indicators
Future Agenda Items
o Draft Grade Forgiveness Policy—Mary Beth Myers
Meeting Schedule
Date / Time / LocationApril 8, 2016 / 1:00 – 3:00 / UL 1126
May 6, 2016 / 1:00 – 3:00 / CE 305
Meetings are first Friday of each month; there are some exceptions
Website: http://registrar.iupui.edu/appc/
INDIANA UNIVERSITY COMPREHENSIVE STUDENT RECORD
PROJECT REQUEST
Background
Increasingly, national attention has been focused on the fact that most employers are finding little to now value in the traditional official transcript when it comes to assessing and placing students into professions, positions, etc. While the academic transcript continues to have merit as a record of courses taken toward degree completion and while it will continue to be the record of choice for admission to graduate school, many institutions across the country have taken various steps to provide other types of documents to bridge the gap between potential employer and student. With Indiana University’s continued focus on student success, the IUPUI and IU-Bloomington Registrars have come together to submit a project proposal to provide our students with better information, tools to articulate their achievements, successes, learning as they move out of our institution and into the next phase of their life.
As part of a national move to provide better student experience/learning information to students and employers, IUPUI has been asked to participate in a project co-sponsored by AACRAO and NAPSA (funded by the Lumina Foundation) to develop guidelines for a more comprehensive student record. These guidelines would be established and hopefully referenced for institutions across the country who are willing and able to respond to the need for better reporting of student learning. IUPUI is one of 12 institutions across the United States asked to participate. In addition, IU-Bloomington had already composed and submitted a proposal for some changes to the official transcript in an attempt to enhance it for the user population. The two initiatives have been combined and a set of deliverables identified for Fall 2016 with additional enhancement ideas to be identified over the next year for subsequent implementation.
Benefit
The intent of the additional information beyond what is in included in the transcript is to provide students a better way to market themselves and employers a better way to find applicants with specific knowledge and skill sets. Students will have better tools to articulate their overall experience and related learning to employers and others. The intent is to provide students a greater level of confidence in articulating their overall learning experience, including co-curricular activities that have been instrumental to their development. Each campus and IU overall will benefit in having better methods of demonstrating the students’ overall education experiences.
The additional benefit of moving the project forward at this time is that the effort will be partially funded by Lumina, as part of the IUPUI project, and by our current online transcript vendor, Parchment, Inc. based on an arrangement made with IU-Bloomington. We are on a national stage with IUPUI being one of only 12 institutions nationwide selected to participate in the AACRAO/NAPSA Comprehensive Student Record project and that forum can be used to address needs expressed by both IUPU and IUB that will benefit all IU campuses. The components outlined below address both IUPUI and IU-Bloomington goals within the limits of what can be reasonably accomplished by Fall 2016.
Project Outline
1. No Change to Process and Approvals for IU Official Transcript
While it is clear from the national research that the official transcript is not sought after by employers, that record continues to address the true purpose of its creation….maintaining an accurate record of the faculty with respect to student coursework, grading, GPA. As a profession, Registrars were established and continue to be the campus authority on maintaining the integrity of this record. No changes are sought with the official transcript and the approval process already established for additions to that record will continue as is:
· Campus Curricular Review
· Campus Registrar (initiates proposal)
· Registrar Council (all campus registrars review, approve, recommend movement forward)
· Academic Leadership Council (Academic Leaders from each IU campus)
· Board of Trustees
For example, IU-Bloomington has submitted a proposal for adding certain elements to the official transcript. That proposal will move through the established review and approval process.
2. Create a New Record, using the SIS student record as a base and expanding it to a more comprehensive student experience record
The SIS student record includes the information printed on the official transcript and more. For example while IUPUI Principles of Undergraduate Learning (PULS) do not print on the official transcript, a PUL is attached to each course an IUPUI undergraduate student takes. Using the accurate, verified integrity that exists with the SIS student record, it will serve as the BASE for the creation of another record of student achievement - an expanded, more comprehensive record of student experiences that would include both classroom (from the official transcript) and outside-of-the-classroom experiences.
Any information added to this comprehensive record will have gone through a sound governance and verification process. A governance process is needed to determine which experiences should be added and a verification process would be established to assure validity of the experiences and appropriate representation on the academic record.
Since Registrars are the current authorizing agents for the institution for verifying enrollment status, degree completion, etc. and since the Registrar is the campus official historically charged and trusted with sound verification and documentation processes and procedures, it is recommended that the campus registrar is charged with developing and implementing the verification processes and with maintaining source documents in the central IU imaging system.
Some examples of potential, additional experiences to be noted on the comprehensive student experience record are noted below. This is not meant to be an exhaustive list.
o Honors course and projects
o Course-based internships
o Service learning & community engagement activities
o Faculty-mentored undergraduate research
o Global learning from domestic experiences
o Service and community engagement
o Internships
o Titles of Master’s Thesis and/or Dissertation
As noted above, these experiences would need to be carefully monitored and verified by a process established and documented between the appropriate unit(s) and the campus registrar. Agreements could be established with units or service centers including (but not limited to):
o The Honors College
o Center for Service Learning
o Center of Research and Learning
o Office of International Affairs
o Office of Student Affairs
o Center for Career Services
These experiences can be captured using existing SIS mechanisms like Course Attributes, Milestones, Transcript text. No SIS modifications are required to accommodate this implementation.
3. Addition of an Indiana University Record “Cover Sheet”
As students request an official record of their achievements via the online transcript request system, they would be presented with a cover sheet that allows choices of the information that would be provided.
· Student could request only the standard, official transcript.
· Student could request the entire comprehensive student experience record.
· Student could choose specific experiences, those that are most relevant for the current purpose of the records request.
o For example, if a student is applying for a position where undergraduate research, analytical reasoning, and community service are experiences likely to be important and relevant to the potential employer, the student could choose:
§ Degree information to verify successful completion of the degree
§ Milestones that represent undergraduate research experiences & internships
§ Courses that have the analytical reasoning PUL assigned (if an IUPUI student) and/or notations about undergraduate research activities
§ Text that represents the title of their Master’s Thesis, representing their research and analysis
§ Community engagement experiences where the student was engaged in Habitat for Humanity projects or spent significant time volunteering at a homeless shelter
· IUPUI student could choose to have all courses reported but sorted by PUL.
· Student could also request the co-curricular transcript, based on information collected via the Student Affairs Office implementation of Collegiate Link, that reflects other student learning co-curricular experiences that have been self-reported by the student throughout the course of their student life.
· The information chosen by the student would then be presented, originally in a ledger display due to timing and resource issues, but ultimately in a graphical display that is easy-to-read, engaging and contemporary.
END RESULT
· Students who need the standard official transcript will continue to request and be provided that transcript.
· Students who want to better reflect a more comprehensive, targeted learning experience may choose specific, verified data from their comprehensive student experience record to better position them to articulate their overall learning.
· Students who want a report of the many other experiences they had as a student and recorded on their co-curricular record will have access to that information to better demonstrate their interests, energy, depth, breadth of experiences.
· We will have helped to bridge the gap between student achievement and employer need so that we might assist our students in a successful career.
· For “non-completers” we will have provided them evidence of what they HAVE accomplished/learned that can be used to help them better articulate their accomplishments rather than focusing on the failure of not completing the degree.
BEYOND YEAR ONE
The ultimate goal, after accomplishing what is outlined above by Fall 2016, is to:
· Moving from ledger format to a more graphical visual format of student experiences
· Allows links to student reflection pieces including art portfolios, competency-based course detail for any newly established competency-based programs, student development e-portfolios, etc.
RESOURCES AND TIMELINE
· Lumina/AACRAO will provide $50,000 to be used for a technical consultant to assist in creating, maintaining, and providing selection opportunities from the comprehensive student experience record. That funding is available until Fall 2016.
· The IU-Bloomington Office of the Registrar will commit resources to work with Parchment staff in the creation of the IU Cover Page insuring that only date from these approved record types can be selected and included on the resulting page.