2014 Christal Neal, Martin Castro and Theo Mai

1. Records and RegistrationExecutive Order 1037: Policy to Practice 2014 Christal Neal, Martin Castro and Theo Mai

2. Executive Order 1037 • Policy • Repeats Cancel and Repeats Average • Grading Symbols • Withdrawals • Practice • PeopleSoft and Student Inquiry • The Form • Academic Plan • Approve/Deny

3. 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.

4. 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.

5. Repeats

6. EO 1037: Practice

7. Academic Plan

8. EO 1037:Policy Effective Fall 2009: Other areas of the EO 1037 Policy: Academic Renewal Assignment of Grades and Grade Appeals

9. 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.

10. 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.

11. 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.

12. Questions?

13. Admissions & RecordsGraduation 2014 Julie Martinez, Myeshia Boxley, Irma Corado, and Maggie Narez

14. What will be covered: • The Role of the Graduation Evaluator • ARRC Requests and the Graduation Unit • Degree Audit Information • Diplomas • Forms • Question and Answer

15. 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

16. Graduation Evaluation: Resources Articulation/Degree Audit Rules: Carolyn Veek ARRC Submission Training: Carol Tubbs, UAC Access/Approval to ARRC: Helen Remigio

17. 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

18. 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

19. Graduation Evaluation:The Degree Audit We always leave notes.

20. 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)

21. 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

22. Graduation Evaluation:The Degree Audit • We encourage faculty and advisors to promote the degree audit to students.

23. 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

24. 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

25. Forms Advisors Signature Run Degree Audit

26. 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

27. 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

28. 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: • Official transcript: where course was taken • AARC request for the substitution Note: If required course was taken through EXT EDU/Open University, only this form is needed

29. Questions?