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SACS-COC Fifth Year Interim Report Administrative Subcommittee 3 Overview

SACS-COC Fifth Year Interim Report Administrative Subcommittee 3 Overview. Comprehensive Standard 3.4.3 Federal Requirement 4.3 Federal Requirement 4.6 . Standard for Evidence - Institutions should ensure that the evidence it presents has the following characteristics . . Evidence must be:

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SACS-COC Fifth Year Interim Report Administrative Subcommittee 3 Overview

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  1. SACS-COCFifth Year Interim ReportAdministrative Subcommittee 3Overview Comprehensive Standard 3.4.3 Federal Requirement 4.3 Federal Requirement 4.6

  2. Standard for Evidence -Institutions should ensure that the evidence it presents has the following characteristics. Evidence must be: • Reliable. The evidence can be consistently interpreted. • Current. The information supports an assessment of the current status of the institution. • Verifiable. The meaning assigned to the evidence can be corroborated, and the information can be replicated. • Coherent. The evidence is orderly, logical, and consistent with other patterns of evidence presented. • Objective. The evidence is based on observable data and information. • Relevant. The evidence directly addresses the requirement or standard under consideration and should provide the basis for the institution’s actions designed to achieve compliance. • Representative. Evidence must reflect a larger body of evidence and not an isolated case. Additionally, evidence should: • Entail interpretation and reflection; those responsible for submitting the evidence should have thought about its meaning and be able to interpret it appropriately to support a conclusion. • Represent a combination of trend and “snapshot” data. • Draw from multiple indicators.

  3. Comprehensive Standard 3.4.3 Admissions policies The institution publishes admissions policies that are consistent with its mission.

  4. Rationale and Notes for CS 3.4.3 • Sound admission policies are defined in relation to the institution’s higher education mission and are designed to ensure that students who are admitted to the institution or to a specific program can benefit from the institution’s programs. Implicit in the policy is that the institution consistently applies the policy to all applicants and transfers; exceptions are limited and based on specific criteria for waiving admission requirements. • Sound admissions policies for the institution or a specific program conform to widely accepted higher education standards for admissions and define all admissions categories used by the institution, such as transfer, transient, non-degree, audit, honors, and probation or conditional. • Admissions policies are published in official documents and communicated accurately and effectively to prospective students and other constituents.

  5. Relevant Questions for Consideration for CS 3.4.3 • What are the admissions policies for the institution and for specific programs and how are they based on widely accepted standards for undergraduate and graduate applicants? • What evidence exists that admissions policies for the institution and for specific programs are consistent with the stated mission of the institution? • What evidence exists that the standards for admissions to the institution and specific programs are clear, reasonable, and consistently implemented? • How does the institution show that admissions requirements are appropriate to identify qualified students who have the ability to complete a program successfully? • How does the institution disseminate admissions policies and are they uniform in all publications?

  6. Sample Documentation for CS 3.4.3 • Undergraduate and graduate catalogs that include admissions policies, standards, and procedures • Institutional and specific program brochures and other recruitment materials stating admissions policies and procedures • Documents describing how the institution evaluates applications and makes admissions decisions • Minutes or other documents showing evidence that the institution regularly evaluates its admissions policies in accordance with good practices in higher education • System policy or legislation regarding admissions policies and procedures

  7. GCSU 2004 CS 3.4.3 Submission • PROGRAM STANDARD  3 -- Admissions policies • The institution publishes admissions policies consistent with the institution’s mission • Judgment of Compliance • Yes, GC&SU is able to provide a portfolio of evidence supporting compliance.                                                              • Explanation of Rationale for Judgment of Compliance • Admission requirements for all student types and academic programs are published in the Graduate and Undergraduate Catalogs (also included in the packet of support documents), and on the applications for graduate and undergraduate admission in electronic and print media.  • GC&SU is classified as a “state university” under the BOR of the USG.  As a state university, GC&SU must set minimum requirements for admission of students in accordance with the state university classification.  Under the policies of the BOR, institutions may set higher standards than the minimum for the institution classification.  In accordance with the institution’s mission as Georgia’s designated public liberal arts university, GC&SU Office of Admissions has developed institutional and program-specific admission policies as appropriate for the GC&SU mission. These policies exceed the minimum requirements for admission of the state university classification. • GC&SU admission policies are developed and implemented in accordance with institutional policies and procedures.  Admission requirements for all student classifications and academic programs are published in the Graduate and Undergraduate Catalogs, and on the applications for admission in electronic and print media.  • [please go to the webpage below for the complete CS 3.4.3 submission] • http://info.gcsu.edu/intranet/ippa/sacs/p_alled.htm#p3

  8. Example 2007 5 Yr IR CS 3.4.3 Submission – No Monitoring • Comprehensive Standard 3.4.3 • The institution publishes admissions policies that are consistent with its mission. •  Compliance •  Non-Compliance • ______________________________________________________________________________ • REDACTED College is in compliance as the admissions policies match the mission, allowing for admittance of students through analysis of minimum age and residency, and particularly through placement examination to show readiness for enrolling in quality technical education programs. The mission states in part “learning opportunities through quality technical education programs and services.” • The College admits students on a first-to-qualify/space available basis except for allied health programs, which admit their applicants on a competitive basis. Students must meet minimum requirements for admission to individual allied health programs, but meeting minimum requirements does not guarantee admission. • The College’s admissions policies are consistent with the educational purposes of the College. The admissions policy in the State Board Policy and Procedure Manual is intended to assure the nondiscriminatory processing of the application for admission to any technical college by any adult citizen of Georgia 16 years of age or older who seeks access to quality instruction designed to develop his or her capabilities to the maximum. These opportunities focus on the development of academic and technical competence through adult literacy, continuing education, and corporate training as well as technical associate degree, diploma, and certificate programs. • REDACTEDCollege published its admissions policies and procedures in the Student Catalog and on the WCTC Website. • Supporting Documentation: • Student Catalog 2008-2009 (Admissions Policy) • College Website - Admissions Policy

  9. Example 2008 5 Yr IR CS 3.4.3 Submission – Monitoring Unknown • 3. The institution publishes admissions policies that are consistent with its mission. (Comprehensive Standard 3.4.3) • X Compliance ___ Non-Compliance • Narrative: • Mountain View College publishes admissions policies that are consistent with its mission. The mission states that “Mountain View College is a comprehensive community college….” (3.1) MVC has an open door admissions policy that ensures every person who can benefit from higher education has the opportunity to enroll. • The admissions policy is clearly stated in the MVC online “2008-2009 Catalog” under “Getting Started: General Admissions Policy.”(3.2) It is also stated on the MVC “Admissions” web page under “Applying for Admissions.”(3.3), and in every semester’s printed “Credit Schedule” under “Application for Admission.”(3.4) • References: • MVC Mission Statement • MVC 2008-2009 Online Catalog – “General Admissions Policy” • MVC “Admissions” web page under “Applying for Admissions” • MVC Fall 2008 Credit Schedule - top of page 3 under “Application for Admission”

  10. Federal Requirement 4.3Publication of policies • The institution makes available to students and the public current academic calendars, grading policies, and refund policies.

  11. Rationale and Notes for FR 4.3 • Good educational practice suggests that the institution’s constituents be informed about matters such as academic calendars, grading policies, and refund policies. Such policies and calendars are widely distributed.

  12. Relevant Questions for Consideration for FR 4.3 • How does the institution make current academic calendars, grading policies, and refund policies available to students and other constituents?

  13. Sample Documentation for FR 4.3 • Publications and Web pages including information about academic calendars, grading policies, and refund policies.

  14. GCSU 2004 FR 4.3 Submission • FEDERAL MANDATES  3 -- Availability of calendars and policies • The institution makes available to the student and the public current academic calendars, grading policies, and refund policies. • Judgment of Compliance - Yes, GC&SU is able to provide a portfolio of evidence supporting compliance.                                                              • Explanation of Rationale for Judgment of Compliance • GC&SU makes available to students and the public current academic calendars, grading policies, and refund policies in several locations, both printed and electronic.  This information is available as follows: • The academic calendar is published in the printed and online GC&SU Undergraduate and Graduate Catalogs (included in the packet of support documents).  This information is also available in the printed and online GC&SU Student Handbook; • Policies regarding grades are also published in the GC&SU electronic Graduate and Undergraduate Catalogs.  The electronic version of the grading policies can be found in the GC&SU Undergraduate Catalog/Academic Regulations/Methods for Determining Academic Standing.  The Academic Appeals Process:  Policy/Procedures can be found in the GC&SU Electronic Graduate & Undergraduate Catalogs; • The GC&SU refund policies are in accordance with the appropriate Georgia BOR guideline.  Students desiring refunds must formally withdraw from the University at the Office of the Registrar/Enrollment Services.  The amount of refund is determined by the type of withdrawal or course reduction done by the student and whether the student’s funds are paid by financial aid.  The online version of the Refund Policy and Procedures can be found in the GC&SU Graduate and Undergraduate Catalogs under “Expenses”) and under “Financial Aid” in the “Refund Policy” section of each.  GC&SU refund policies are in accordance with the appropriate Georgia BOR guideline.  • USG/BOR Policy Manual Sections 704.05 and  704.05.01 discuss refunds as follows: • Refunds: 704.05 • Except for those institutions for which special refund policies have been approved by the BOR, the policy for determining refunds to be made on institutional charges, and other mandatory fees at institutions of the System follows. (For the purposes of this section, "institutional charges" are as defined in the Statutory and Regulatory Citations Section 484B of the Higher Education Act of 1965, as amended, (Title IV, HEA) and 34 668.22). • The refund amount for students withdrawing from the institution shall be based on a pro rata percentage determined by dividing the number of calendar days in the semester that the student completed by the total calendar days in the semester. The total calendar days in a semester includes weekends, but excludes scheduled breaks of five or more days and days that a student was on an approved leave of absence. The unearned portion shall be refunded up to the point in time that the amount earned equals 60%. • Students who withdraw from the institution when the calculated percentage of completion is greater than 60% are not entitled to a refund of any portion of institutional charges. • A refund of all nonresident fees, matriculation fees, and other mandatory fees shall be made in the event of the death of a student at any time during the academic session (BR Minutes, 1979-80, p. 61; 1986-87, pp. 24-25; 1995, p. 246).          • 704.0501 Military Service Refunds • Subject to institutional policies, full refunds of tuition and mandatory fees and pro rata refunds of elective fees are hereby authorized for students who are: • A.      Military reservists (including members of the National Guard) and who receive emergency orders to active duty after having enrolled in a University System institution and paid tuition and fees; • B.      Active duty military personnel and who receive an emergency reassignment after having enrolled in a University System institution and paid tuition and fees; • C.      Otherwise unusually and detrimentally affected by the emergency activation of members of the reserve components or the emergency deployment of active duty personnel of the Armed Forces of the United States and who demonstrate a need for exceptional equitable relief. • D.      Tuition and fees awarded by scholarship or grant from an agency or authority of the State of Georgia on behalf of a student receiving a refund under this policy shall be reimbursed to such agency or authority. • E.      The Chancellor is authorized and empowered to take or cause to be taken any and all such other and further action as, in the judgment of the Chancellor, may be necessary, proper, convenient or required in connection with the execution of this policy. Such authority may be further delegated to the President of the institution.

  15. Example 2007 5 Yr IR FR 4.3 Submission – No Monitoring • Federal Requirement 4.3 • The institution makes available to students and the public current academic calendars, grading policies, and refund policies. •  Compliance •  Non-Compliance • ______________________________________________________________________________ • REDACTED College makes available to students and the public current academic calendars, grading policies, and refund policies. • REDACTED College approves and publishes an annual academic calendar in advance of the current academic year. The academic calendar is posted on the College’s website and in the Student Catalog. The academic calendar is also incorporated into the datebook planner section of the Student Handbook/Planner. When the handbooks are published each year, the academic calendar dates are inserted to the pre-printed calendar section. • The College’s grading policy, including the grading scale, is published in the Student Catalog and on the College’s website. The College’s course template also requires instructors to post the grading scale in all course syllabi. • The College’s refund policy is published in the Student Catalog and on the College’s website. The refund policy is also published in the College’s Policy Manual (WCTC 2.7). • Supporting Documentation: • Academic Calendar • College Website – Academic Calendar • Student Catalog 2008-2009 • Student Handbookand Planner 2007-2008 • Grading Policy • College Website – Grading Policy • Student Catalog 2008-2009 • WCTC Course Syllabus Template • Refund Policy • College Website – Refund Policy • Student Catalog 2008-2009 • Policy Manual (Refunds - WCTC 2.7)

  16. Example 2008 5 Yr IR FR 4.3 Submission – Monitoring Unknown • Part III: The Abbreviated Compliance Certification • 10. The institution makes available to students and the public current academic calendars, grading policies, and refund policies. (Federal Requirement 4.3) • X Compliance ___ Non-Compliance • Narrative: • Every semester’s printed “Mountain View College Credit Schedule” states the current academic calendar and the refund policy within the first four pages. (10.1) The current academic calendar and refund policy are also made available in the “MVC Online Catalog” (10.2) and on the MVC web site under “Class Schedule.” (10.3) • The grading policy is also available to students and the public on the “MVC Online Catalog.” (10.4) • References: • MVC Fall 2008 Credit Schedule - Academic Calendar is on the inside front cover, and the Refund Policy on page four • MVC 2008-2009 Online Catalog - Academic Calendar is under “Beginning College” and the Refund Policy is available under “Money Matters” • MVC Web Site - Academic Calendar and Refund Policy are both under “Class Schedule” • MVC 2008-2009 Online Catalog - Grading Policy is under “Grades and Transcripts”

  17. Federal Requirement 4.6Recruitment materials • Recruitment materials and presentations accurately represent the institution’s practices and policies.

  18. Rationale and Notes for FR 4.6 • Institutional integrity requires that recruitment materials and presentations be accurate. • Note: For further guidance regarding appropriate institutional advertising and public presentations, see the Commission’s “Advertising, Student Recruitment, and Representation of Accredited Status: Guidelines” available at www.sacs.org.

  19. Relevant Questions for Consideration for FR 4.6 • Do recruitment materials and presentations accurately represent the institution’s practices, policies, and academic programs? • How does the institution ensure that its recruitment materials and presentations accurately represent the institution?

  20. Sample Documentation for FR 4.6 • Publicized recruitment materials found in institutional advertisements, brochures, catalogs, Web sites, etc. • Documents such as lists of course offerings, schedules, etc., if relevant.

  21. GCSU 2004 FR 4.6 Submission • FEDERAL MANDATE  6 -- Accuracy of recruitment materials • Recruitment materials and presentations accurately represent the institution’s practices and policies. • Judgment of Compliance - Yes, GC&SU is able to provide a portfolio of evidence supporting compliance. • Explanation of Rationale for Judgment of Compliance • GC&SU’s marketing and recruitment initiatives clearly and accurately represent the institution’s practices and policies.   These practices and policies are all motivated by GC&SU’s mission, which states as follows, • As the state's only public liberal arts university, Georgia College & State University is committed to combining the educational experiences typical of esteemed private liberal arts colleges with the affordability of public higher education. GC&SU is a residential learning community that emphasizes undergraduate education and offers selected graduate programs. The faculty are dedicated to challenging students and fostering excellence in the classroom and beyond. GC&SU seeks to endow its graduates with a passion for achievement, a lifelong curiosity, and exuberance for learning. • GC&SU is a member of the American Association of Collegiate Registrars and Admissions Officers (AACRAO) and the National Association of College Admissions Counselors (NACAC), and as such, it abides by the AACRAO Professional Practices and Ethical Standards.  All admissions recruiters are trained in accordance with the Principles and Ethical Standards of AACRAO, which place strong emphasis on professionalism when representing the institution. • The recruitment materials focus on the question “What it means to be Georgia’s PUBLIC Liberal Arts University.”  This theme is displayed as a question on the applications for admission and primary recruitment brochures.  The institution’s practices and policies are also consistently presented throughout the GC&SU Web site. • As a public liberal arts university, GC&SU emphasizes qualities typically found in private liberal arts universities.  The recruitment material communicates attention to smaller classes with personal attention and high expectations placed on students and faculty in both their academic pursuits and their extracurricular activities. 

  22. GCSU 2004 FR 4.6 Submission – Pg 2 • Application and recruitment materials are reviewed by student focus groups and professional staff to assure that the material accurately reflects GC&SU policies and practices.  Recruitment materials are updated regularly to ensure that all facts, figures, statistics, policies, requirements, degree programs, and deadlines are current and correct.  These GC&SU publications include the following: • Undergraduate and Graduate Catalogs • Graduate and Undergraduate Applications for Admission • Mass Distribution Brochure •  Freshman “road piece” • Viewbook • Campus Visits Brochure • Web site (Including the Admissions, and First-Year Experience sites) • Recruitment Plan (scroll down past cover page) • Minority Recruitment Plan (scroll down past cover page) • The Honors and Scholars Program & Preprofessional Program  Advising & Career Information Booklet • Departmental Fliers • Print copies of all publications are on file at the SACS Review Office in the Harrison House. • Appropriate recruitment materials are distributed at both on-campus and off-campus events drawing students, parents, and counselors.  • Graduate student recruitment is administered departmentally.  All departmental brochures, posters, and advertisements for graduate programs are reviewed by University Communications to assure that they accurately reflect policies and programs provided by GC&SU.  Degree information presented in recruitment materials parallels that presented in the GC&SU Graduate Catalog and in the online University Profile System (see Degree Information).

  23. Example 2007 5 Yr IR FR 4.6 Submission – No Monitoring • Federal Requirement 4.6 • Recruitment materials and presentations accurately represent the institution’s practices and policies. •  Compliance •  Non-Compliance • ______________________________________________________________________________ • Common elements of recruitment materials include contact information and campus locations, financial aid overview and admissions process information, sample listing of the more than 90 credit programs to choose from, and many materials and presentations include information about starting with Adult Education for training and GED preparation, testing and graduation. The appropriate statements of non-discrimination EOC are included on all publications. An additional reference to  REDACTED College existing as a unit of the Technical College System of Georgia is included content in most of these publications. • REDACTED College's recruitment materials and presentations accurately represent the practices and policies of the institution. The recruitment materials most frequently distributed include the “You Decide!” decision booklet, “Catch a Glimpse of Your Future” brochure, “Real College for Real Jobs” mini-DVD and the “Dual Enrollment” brochure. The supporting documentation below provides several examples of magazine and newspaper advertisements used to recruit students. • Most recruitment materials refer to the college website for additional information and yet the website in its present format does not tend to be a recruitment “material” or tool. The website does provide application forms, financial aid forms, FAQ’s in several areas and extensive information about programs and services, including the college catalog and student handbook. • With the recent addition of a part-time multicultural recruiter, several recruitment flyers/brochures have been translated and are now available in Spanish. These are intended to serve as initial means of reaching out, so that communication can be established and further interest may be developed. • REDACTED College participates annually in college PROBE fairs in the service territory. The PROBE fairs are staffed by either the Director of Admissions and Admissions Counselors, or both. College faculty and staff housed at the Central Educational Center annually participate in recruitment “Arena Road Shows” by participating at each of the three public high schools within the Coweta County Schools System. The College also sponsors several on-campus events that serve to preview/show our programs to prospective students, ranging from ninth grade academy visits to sophomore/junior class visits and high school seniors luncheons. Indirectly targeting students, but still a recruitment activity, WCTC hosts high school counselors and graduation coaches to luncheons with short programs to share and update their knowledge about the College’s program offerings.

  24. Example 2007 5 Yr IR FR 4.6 Submission – No Monitoring – Pg 2 • Presentations to the general public occur frequently as representatives from the office of student affairs and others participate in local events such as the People’s Day Parade (Independence Day), Waco Fest, A Taste of Newnan, Bremen Towne Festival, September Saturdays (Douglasville), and Business/Community Expo. An internal calendar of events is developed annually and then revised as more activities maybe identified as viable opportunities for recruitment. A complete recruitment plan is under development and should better communicate the college-wide efforts as well as better display the individual activities that sometimes occur only at a specific campus location or vicinity. • Supporting Documentation: • Student Catalog 2008-2009 • College Website – Front Page • Recruitment Advertisement 1 (Magazine) • Recruitment Advertisement 2 (Magazine) • Recruitment Advertisement 3 (Magazine) Coweta Campus • Recruitment Advertisement 4 (Newspaper) • Recruitment Advertisement 5 (Newspaper) • Recruitment Advertisement 6 (Spanish) • Recruitment Flyer - Career Scope (Spanish) • WCTC Decision Book – You Decide! • WCTC Recruitment Brochure – Catch a Glimpse of Your Future • Real Colleges for Real Jobs • WCTC Dual Enrollment Brochure

  25. Example 2008 5 Yr IR FR 4.6 Submission – Monitoring Unknown • Part III: The Abbreviated Compliance Certification • 13. Recruitment materials and presentations accurately represent the institution’s practices and policies. (Federal Requirement 4.6) • X Compliance ___ Non-Compliance • Narrative: • Mountain View College recruitment materials and presentations accurately represent the institution’s practices and policies. MVC uses the credit course schedule as a major marketing tool. For example: the MVC “Fall 2008 Credit Schedule” reflects a diverse student body, by using students who are of diverse ethnic background on marketing materials. The schedule clearly communicates the MVC Mission Statement and the fact that all educational programs are “Affordable, Convenient, and Transferable.” (13.1) MVC’s Mission Statement is available at the top of the home page on the MVC web site. (13.2) MVC’s open door policy is stated under the Admissions web page under “Getting Started: General Admissions Policy,” and at the top of page three of the Fall 2008 Credit Schedule.(13.3) The college’s open door admissions policy ensures that every person who can benefit from higher education has the opportunity to enroll. (13.4) Furthermore, the “Boost Your Career with Physics” flyer (13.5) and the “Running on Empty?” advertisement, (13.6) both communicate the affordability of MVC and that it is an “Equal Opportunity Institution.” • References: • MVCFall 2008 Credit Schedulefront cover and back cover • MVC Web Site Home Page with Direct Link to “MVC Mission Statement” • MVCFall 2008 Credit Schedule(page 3) under “Application for Admission” • MVC “Admissions” web page under “Applying for Admission” • “Boost Your Career with Physics” flyer • “Running on Empty?” advertisement

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