MODULE(S) COORDINATION REQUEST

TRACKING NUMBER: 26

TITLE OF REQUEST: Coding of Certificates and Certifications

DATE REFERRED TO MODULE(S) BY COORDINATOR: 2/10/05

MODULE(S) TO WHO REFERRED: Registrar

DATE DUE FROM MODULE(S): Initial MOCC discussion on February 11; Explanation of Request revised 3/14/05 and sent to MOCC and Dr. Turchen

Revised 3/28/05, Dr. Alley will take to Dr. Turchen

DATE RECOMMENDATION WAS SENT TO THE SYSTEM DATA ADMINISTRATIOR AND/OR AC GROUP FOR APROVAL, (IF APPROPRIATE):

Will require approval by AAC

RECOMMENDATION APPROVED YES NO

EFFECTIVE DATE OF CHANGE When resolved

Title of Request: _Coding of Certificates and Certifications

Origination Point of This Request MOCC Coordinator/System Data Administrator

Explanation of Request:

  1. Proposal

a.  See attached ‘Degree Type Proposal’ document, specifically points #7, 8, 9, and 10

  1. Certification degree type proposed

a. Degree code used prior to Spring Summer 2005 was CERT.

b.  Beginning SpringSummer 2005, Degree code of CERTN – Certification Requirements Only, not eligible for financial aid or CERTNF – Certification Requirements Only, are eligible for financial aid. (These are both new codes).

c.  Degree type of CNU. (this is a new code)

d.  Certifications are eligible for financial aid if they require 16 or more credits to complete. Certifications requiring less than 16 credits are not eligible for financial aid.

e.  Allow Graduation should be set to No since certification is never transcripted via AACR but is entered as a comment on STAL

f.  According to the Transcript Comments Summary approved by AAC Nov. 8, 2003, certifications can be transcripted through a student specific printed comment on STAL and not as degrees. The format for the comment is “Completed Certification Requirements in: (the title)”.

g.  Certifications are not included in the IPEDS GRS survey.

h.  Status of TC – Are we in agreement that tThese teacher certifications are the only certification programs.?

a.  Current programs with TC status

  1. B.NONDEG.ECERT Teacher Ce Elementary Certification
  2. B.NONDEG.SCERT Teacher Ce Secondary Certification
  3. D.NODEG.SWEL Teacher Ce Elementary Certification
  4. D.NODEG.SWSE Teacher Ce Secondary Certification
  5. S.CERT.SEED Teacher Ce Certification Only in Sec
  6. N.CERT.ELED Elementary Certification - No Degree
  7. N.CERT.SEED Secondary Certification - No Degree
  8. N.CERT.SPED Special Education Certification - No Degree

(Waite for Don to I.D. any USD added codes)

3.  Undergraduate and Graduate Board of Regents approved certificates

a.  Degree code of CERT or CERTG used prior to SpringSummer 2005 and degree codes of CERTU, CERTUF, CERTG or CERTGF will be used after SpringSummer 2005. (CERTU, CERTUF, and CERTGF are new codes)

b.  Degree type CU or CG

c.  Allow Graduation should be set to Yes since certificates are transcripted as majors, not entered as a comment on STAL

d.  Certificate programs must be approved by the BOR.

e.  Certificates are eligible for financial aid if they require 16 or more credits to complete. Certificates requiring less than 16 credits are not eligible for financial aid.

f.  Note: These BOR approved certificates are transcripted as degrees using the graduates file (SGRD) to move them to academic history (AACR).

g.  Certificates are included in the IPEDS GRS survey on the form for degrees <2 years.

  1. The CERT Degree Code description was approved by Registrars/MOCC/DAs to be changed from “Certification Require.Only” to “Undergraduate Certificate” September 2004 (This brought it in line with the description for CERTG which is Graduate Certificate). This description (Undergraduate Certificate) now prints on the transcript with the approved BOR UG certificate majors.

·  To not change academic history, the Registrars recommend that the description for CERT be changed back to Certification Require. Only.

  1. The following cleanup will be required:

a.  Change the description of the degree of CERT back to Certification Require. Only (Carla)

b.  Add degrees of CERTU and CERTUF (Undergraduate Certificate), CERTGF (Graduate Certificate) and CERTN and CERTNF (Certification Only). (Carla will add).

·  Have universities check any Certificate degrees they granted Fall 2004 and change those to CERTU or CERTUF so they transcript correctly as degrees (should be listed on AACR).

c.  Add the degree type of CNU.

d.  Build all certificate and certification programs using the new coding structure; end/inactivate current certificate and certification programs as of 12/31/05. (Carla will process this)

e.  Identify all students currently enrolled in active certificate or certification programs and change them according to the new definitions.

f.  SpringSummer 2005 certificates granted will be transcripted as degrees (AACR) and certifications granted will be transcripted as comments.

Background Information

  1. Current Certificate Programs approved by the BOR – see attachment

2.  Degree Type Proposal – see attachment

3. BOR Policy 2:23 (follows – recommended changes are in red).

SOUTH DAKOTA BOARD OF REGENTS

Policy Manual

SUBJECT: Certificate Programs

NUMBER: 2:23

1. Universities may deliver academic certificate programs which involve a sequence, pattern, or group of academic credit courses that focus upon an area of specialized knowledge or information and have specifically defined student learning outcomes.

A. Academic certificate programs require Board approval.

B. Academic certificate programs require admission to the university and result in an official academic transcript.

C. Completion of the academic certificate program shall be indicated on the student’s academic transcript as a degree on AACR.

D. Academic certificate programs are eligible for financial aid if they require 16 or more credits to complete. Academic certificate programs that require less than 16 credits to complete are not eligible for financial aid.

2. Universities may confer certificates of completion to persons who have successfully completed a course(s) for which academic credit was received.

a. Certificates of completion do not require Board approval.

b. Certificates of completion are not indicated on the student’s academic transcript as a comment on STAL.

c. Academic certification programs are eligible for financial aid if they require 16 or more credits to complete. Academic certification programs that require less than 16 credits to complete are not eligible for financial aid.

3. Universities may confer certificates of recognition to persons who have successfully completed non-credit educational experiences, e.g. workshops. Completion is based on learning objectives and requires formal learner evaluation.

a. Certificates of recognition are not part of a degree program, do not require formal admission to the university, and do not result in an official academic transcript.

b. Certificates of recognition do not require Board approval.

c. Certificates of recognition are not transcripted.

d. Certificates of recognition are not eligible for financial aid.

Coordination Recommendation from Module(s):

Registrar

Module

Explanation of Coordination Reached: On the February 25 MOCC call the Registrars expressed that any change made not be applied to prior academic history. Academic history should never be changed. The “explanation of request” above supports that request.

Recommendation from Module Coordinator :