CHAPTER TWO
AcademiC Affairs
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ENROLLMENT SUPPORT SERVICES |
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231 |
Office
of Academic Records |
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The
Office of Academic Records is the official University archivist of student
academic history with the Registrar and Director of Academic Records
being responsible for the custodianship of student records. The Department is committed to providing direct
support services to students, alumni, the campus community and the public,
and to maintaining a superior standard of fairness, efficiency and accuracy
in interpreting, communicating and applying policy, evaluating requests,
processing transactions, and documenting information pertaining to academic
records. |
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231.1 |
Introduction |
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As
the University's official academic history archivist, the Office of
Academic Records (OAR) is solely responsible for production of official
academic transcripts and diplomas, compliance with subpoenas, verification
of attendance and degrees, certification for the National Collegiate
Athletics Association (NCAA) and Veterans Administration (VA) requirements,
posting of degrees, and all other student-specific transactions. The
OAR actively analyzes and interprets relevant Federal, State, and University
policies in order to develop and revise the procedures and practices
that guide their services. The
Department strives to ensure that these procedures and practices accurately
reflect the policy and allow fair and consistent treatment of all those
who they affect. Information
regarding services provided by the OAR is disseminated through general
publications including the quarterly class schedule, University Catalog,
and the Department’s web site, issue-specific publications generated
by the Department, and other means such as mail, posters, and announcements
in campus media. The
University Catalog documents policies on most Academic Records topics,
including: Registration, Grading,
Academic Renewal, Leaves of Absence, Repeated Courses, Withdrawals,
Academic Probation and Disqualification, Community Service Credit, Visitor's
Program, Academic Transfer Credit, Credit-by-Examination, General Education
and Breadth Requirements, Graduate Students, Graduation Evaluations,
Major Changes, Petition for Curriculum Substitution, Graduation. |
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Reference |
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·
Date approved
by the President: May 5, 2004 · Office responsible for implementation: Office of Academic Records
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Related University Policies/Documents/Manuals/Handbooks: Academic Senate Resolutions, University Catalog.
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Any laws, regulations or codes of practice which should be referred
to in conjunction with the policy: California
Code of Regulations - Title 5, CSU Executive Orders |
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231.2 |
University
Policy on the Use and Release of Student Information |
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The
Family Educational Rights and Privacy Act (FERPA) affords
students certain rights with respect to their educational records. This Federal law applies to all schools that
receive funding under most programs administered by the Department of
Education. The
University will not disclose information from a student's education
record, except with the written consent of the student. The
University will release Directory Information*, when not protected by
the student, and disclose other information from a student's education
record only with consent, except: 1)
to school officials who have a legitimate educational interest in the
records. A school official is
a person employed by the University in an administrative, supervisory,
academic, research, or support staff position; a person elected
to the Board of Trustees; or a person employed by or under contract
to the University to perform a special task, such as legal counsel or
an auditor. A school official
has a legitimate educational interest if the official is performing
a task that is specific in his or her job description or by a contract
agreement; or performing a task related to a student's education; or
performing a task related to the discipline of a student; or providing
a service or benefit relating to the student or student's family, such
as health care, counseling, job placement, or financial aid.
2) to a University auxiliary organization in good standing where
services are provided on behalf of the University’s educational interests;
to officials of another school, upon request, in which a student seeks
or intends to enroll; to certain officials of the U.S. Department of
Education, the Comptroller General, and State and local educational
authorities, in connection with certain State or Federally-supported
education programs; in connection with a student's request for or receipt
of financial aid, as necessary to determine the eligibility, amount,
or conditions of the financial aid, or to enforce the terms and conditions
of the aid; to organizations conducting certain studies for or on behalf
of the University; to accrediting organizations to carry out their functions;
or to appropriate parties in a health or safety emergency. When appropriate, the University will ensure
that FERPA and other applicable law requirements are included in any
contracts between the University and outside entities, including University
auxiliaries. *Directory
Information includes: name, local
address, local telephone listing, email address, place of birth, major,
dates of attendance, degrees and awards received, photograph, weight
and height of athletic team members, most recent previous educational
institution attended, and participation in officially recognized activities
and sports. |
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Reference |
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·
Date approved by the President:
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Office responsible for implementation: Office of Academic Records
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Related University Policies/Documents/Manuals/Handbooks: Policy Statement for Privacy Rights and Personal
Information,
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Any laws, regulations or codes of practice which should be referred
to in conjunction with the policy: Family
Educational Rights and Privacy Act, 1974; USC sec. 1232g |
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231.3 |
Deceased
Student Information Policy |
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Responses
for requests for academic records pertaining to deceased students will
be provided in accordance with this policy statement. Upon
receipt, such requests should be referred immediately to the Office
of Academic Records; the Registrar will be responsible for advising
the appropriate campus/department administrators on how to respond to
such requests, in consultation with the Provost and the University Legal
Counsel’s Office. The response
to requests for records of a deceased student shall be guided by the
following principles: 1. There must be a confirmation of death (e.g.
death certificate, court document); 2. The request
should be in writing with a statement of the requestor’s relationship
to the deceased, and a description of what records are sought. If the request is within six (6) months of
the student’s death, academic records will only be provided to an executor
or immediate surviving relative of the deceased student. Beyond six (6) months, only Directory information
will be released to persons other than an executor or immediate surviving
relative of the deceased student. Non-directory
information shall remain confidential, indefinitely; 3. The Registrar
or designee will review the records prior to release to ensure that
University interests are protected, including intellectual property
rights. In addition, privacy
rights of living persons who may be mentioned in the records will be
considered and protected, as appropriate (e.g. redaction of names and
other identifiable information); and 4. Individuals
wishing access to information not released may file a California Public
Records Act request. |
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231.4 |
Enrollment
Verifications |
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Students can request a verification to confirm enrollment history, current term enrollment, major, date of graduation, and GPA. All verifications require the student’s written permission, and are provided in the form of an official letter signed by the Registrar. Telephone verifications of enrollment and degree information are provided for students who have not protected their Directory Information. To
comply with Federal and State financial aid reporting requirements,
quarterly extracts of student enrollment data are provided to the National
Student Loan Clearinghouse. |
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Reference |
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·
Date approved
by the President: May 5, 2004 |
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231.5 |
Subpoenas |
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The Office of Academic Records is the University's sole source of student educational records materials to comply with subpoena requests. Academic Records handles all civil and criminal processes for information pertaining to student academic records. Out-of-state subpoenas should be reviewed by University Legal Counsel. There are a wide variety of civil processes governing the release of records. This can include a variety of civil subpoena legal sources, interrogatories, motions to compel testimony, and other civil processes which must be reviewed by University Legal Counsel prior to release of information. In civil cases, documents are released 15 days after receipt of a legally sufficient subpoena to allow the student, whose records are requested, time to seek legal resources if there is a desire to resist the civil subpoena process. Academic Records must attempt to notify the involved student of the subpoena’s existence. In
criminal cases, subpoenaed documents are released as soon as possible. Student notification is required unless the
Court or other issuing agencies orders that Cal Poly not disclose to
any person the existence or contents of the subpoena or any information
furnished in response to the subpoena. |
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Reference |
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· Date approved by the President: May 5, 2004
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Office responsible for implementation:
Office of Academic Records
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Any laws, regulations or codes of practice which should be referred to
in conjunction with the policy: Family Educational Rights and Privacy Act, 1974;
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231.6 |
Search Warrants |
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The
Office of Academic Records is the University’s primary source of student
educational records material to comply with search warrant requests. Academic Records handles local, State, and
Federal search warrants. Requests
come from such sources as local police agencies, the district attorney’s
office, Customs, Immigration and Naturalization Service, the Internal
Revenue Service, the Federal Bureau of Investigation, and the Secret
Service. Search
warrants have the constitutional authority of a municipal, state, or
Federal court as they are a legal instrument which is reviewed and authorized
for service by a judge of the court.
Documents can be demanded immediately, by the agency serving
the search warrant, at the time of service. After confirming the legitimacy of the search warrant, Academic Records provides photocopies of the documents specifically requested in the search warrant. If requests are made for documents not included in the search warrant, University Legal Counsel should be consulted. Academic Records must notify the student unless the search warrant clearly states we are prohibited from doing so. |
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231.7 |
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Transcripts are the official record of a student’s academic history.
Cal Poly transcripts for students who attended prior to 1987
are maintained on microfilm. Transcripts for current students, and those
who have attended since 1987, are stored on a computer database.
Students may obtain a set of official University transcripts by submitting a signed written request, along with the appropriate fee payment, to the Office of Academic Records. |
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Reference |
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· Date approved by the President: May 5, 2004
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Office responsible
for implementation: Office of Academic Records |
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231.8 |
Name and Student Identification |
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Currently
enrolled students may submit requests for name and identification changes
at any time during the quarter. Students must include legal documentation
of the name or identification change. The University uses a student’s Social Security number as his or her identification number; students who prefer not to use their Social Security number may request an assigned identification number. |
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231.9 |
National Collegiate Athletic Association |
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Reference |
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· Date approved by the President: May 5, 2004 · Office responsible for implementation: Office of Academic Records · Any laws, regulations or codes of practice which should be referred to in conjunction with the policy: NCAA Division Manual.
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231.10 |
Veterans
Administration |
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The U.S. Department of Veterans Affairs has recognized the University as an accredited institution, allowing eligible veterans and dependents of veterans to collect the Montgomery GI Bill—Active Duty Educational Assistance Program, while they are attending the University. The Department of Veterans Affairs offers a wide range of benefits to veterans, service members, and their dependents. The Montgomery GI Bill is available to veterans discharged from Active Duty, veterans in the Reserves, and dependents of disabled or deceased veterans. All veterans are required to be enrolled and follow a course of study while collecting benefits. The
University’s Veterans’ Coordinator acts as the liaison between the veteran
and the Department of Veterans Affairs.
Quarterly certification to the Department of Veteran's Affairs
by the Office of Academic Records is required. |
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Reference |
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· Date approved by the President: May 5, 2004 · Office responsible for implementation: Office of Academic Records
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Any laws, regulations or codes of practice which should be referred
to in conjunction with the policy: Certification
of Students under Veterans' Laws (AACRAO). |
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231.11 |
Collection
of Student Grades |
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The
collection of student grades is the responsibility of the Academic Records
Office. Grade rosters of officially
enrolled students are provided to faculty during the last week of classes,
with an assigned deadline for submission of grades provided. |
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231.12 |
Grade
Changes |
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A
grade may be changed for the purpose of correcting clerical or administrative
error, or to correct an error in the calculation or recording of a grade.
A change of grade shall not occur as a result of additional work performed
or re-examination beyond the established course requirements. Except
for circumstances as provided in the Academic Senate Fairness Board’s
Description and Procedures (www.calpoly.edu/~acadsen/committees/fairnessboard),
the assignment of final grades is the responsibility of faculty members. Under unusual or emergency circumstances requiring
a change of grade in the absence of the faculty who assigned it, or
if an instructor is on leave for one or more quarters or is no longer
a member of the faculty, the department head/chair is responsible. The department head/chair may delegate authority
for determining the grade, but the department head/chair’s signature
is required for the grade change itself. A
grade change must be received by the OAR no later than one year following
the completion of a course. (If the grade change is not received within
one year, the student must retake the course to earn the new grade.
Once a degree is awarded, any grade change must be made within 60 days.) |
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Reference |
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·
Date approved by the President:
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Office responsible for implementation: Office of Academic Records
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Related University Policies/Documents/Manuals/Handbooks: Academic Senate Resolution AS-382-92,
Resolution on Change of Grade.
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Any laws, regulations or codes of practice which should be referred
to in conjunction with the policy: Executive
Order 268, Grading Symbols, September 1, 1977; Executive Order 320,
Assignment of Grades and Grade Appeals, January 18, 1980. |
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232 |
ADMISSIONS AND RECRUITMENT OFFICE |
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232.1 |
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The
Admissions and Recruitment Office is committed to a campuswide,
student-centered approach to recruitment and admission. The office supports this initiative in communicating
with and assisting prospective students in making a smooth transition
into the University. This student-centered
approach to admissions and recruitment facilitates the initial bonding
or union between prospective students and the campus community. Embedded
in the goals and responsibilities of the office are the utilization
of the various technologies available to support the recruitment and
application process that supports the entire campus’ participation in
the recruitment, admission, and conversion effort. The
office is committed to the ongoing effort and advancement made toward
the University’s goal to recruit, admit, and enroll a high quality,
diverse new student population. |
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232.2 |
Undergraduate
Admission Policy |
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The
Admissions policies of the University are based upon State of |
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Reference |
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·
Date approved
by the President: May 5, 2004
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Office responsible for implementation: Admissions and Recruitment
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Related University Policies/Documents/Manuals/Handbooks: University Catalog
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Any laws, regulations or codes of practice which should be referred
to in conjunction with the policy: California
Code of Regulations, Title 5; CSU Executive Order 563; and the campus
practices and procedures. |
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233 |
STUDENT FINANCIAL AID OFFICE |
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The
Student Financial Aid Office is responsible for the administration and
resource coordination of the University’s student financial aid programs.
All scholarships, loans, grants, fellowships, assistantships, student
stipends, work-study, and similar student award programs shall be coordinated
through the Student Financial Aid Office. The
mission of the Student Financial Aid Office is to ensure access to educational
opportunity for all students that demonstrate the desire and ability
to benefit from such, through the delivery of financial assistance and
support services. The Office
ensures compliance with Federal, State, and institutional statutory
and/or regulatory requirements associated with the delivery of student
financial assistance funds. |
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233.1 |
Campus
Coordination of Student Aid and Resources |
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The
Director of the Student Financial Aid Office is responsible for coordinating
student resources for the campus with respect to mandated requirements
of the student financial assistance provisions.
All Title IV programs, and other Federal and non-Federal programs,
must be monitored in conjunction with all available information on student
resources to preclude awarding funds in excess of need as established
according to the provisions of need analysis contained in the Federal
Methodology. |
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233.2 |
Nondiscrimination
in the Administration of Federal, State, Institutional, and Private
Aid Resources |
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The
Student Financial Aid Office is committed to providing equal educational
opportunities to all students without regard to their race, ethnicity,
gender, or national origin. Within
the policy, and in accordance with Federal and State law, the office
will not accept, nor will it participate in the administration of any
student scholarship, grant, loan, work, internship, or fellowship program
which would provide preferential treatment toward any individual or
group on the basis of race, ethnicity, gender, or national origin. |
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Reference |
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·
Date approved
by the President: May 5, 2004
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Office responsible for implementation: Student Financial Aid
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Any laws, regulations or codes of practice which should be referred
to in conjunction with the policy: Title
VI of the Civil Rights Act of 1964; Section 31, Article 1 of the California
Constitution. |
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233.3 |
Determination
of Standardized Cost of Attendance |
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Standard
cost of attendance budgets used in the determination of student eligibility
for need-based financial aid programs are established on an annual basis
by the Director of Student Financial Aid.
There are three standard budgets:
on-campus, off-campus, and commuter.
Components included in each of these budgets are fees, room,
board, books and supplies, transportation, and miscellaneous expenses. |
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233.4 |
Methodology
for Determination of Expected Family Contribution |
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The
methodology used in the determination of expected family contribution
for purposes of determining eligibility for need-based student aid programs
is the U. S. Department of Education’s Federal Methodology for need
determination. This national
standardized formula is updated on an annual basis. |
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233.5 |
Priority
for Initial Awarding and Revision of Award Packages |
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A
standard application called the Free Application for Federal Student
Aid (FAFSA) is required for most financial aid programs. An institutional application, for scholarship
assistance consideration, is also required. The priority filing period is January 1 through
March 2 for the following academic year. |
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233.6 |
Determination
of Reasonable Academic Progress and Aid Eligibility |
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Federal
student aid regulations require institutions to establish and apply,
to all Federal Aid recipients, specific standards for measuring their
academic progress. The standard
must contain a qualitative measure, a quantitative measure, and an end
point. These are defined as follows: the qualitative measure shall be the University’s
published Academic Probation and Dismissal Policy. The quantitative measure for undergraduates
and post-baccalaureate students shall be defined as the quarterly completion
of twelve units for full-time status, nine to eleven units for three-fourths
time status, and six to eight units for half-time status. For graduate students, full-time status shall
be defined as eight or more units, three-fourths time status as six
to seven units, and half-time status as four to five units. The
end point for financial aid consideration shall be defined as 150% of
the normal number of units required for the completion of an undergraduate
degree program, and 167% for completion of a post-baccalaureate or graduate
program. Student
aid recipients failing to meet these standards may file an appeal for
reconsideration. |
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233.7 |
Repayment
of Federal, State, Institutional, and Private Funds as a Result of Student
Withdrawal |
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Cal
Poly is required to maintain a fair and equitable refund policy for
tuition, fees, and room and board charges as part of the Standards of
Participation in the Title IV, Higher Education Act programs.
The student financial aid refund and repayment requirements apply
to students who withdraw, drop out, take an unapproved leave of absence,
fail to return from an approved leave of absence, or are expelled, disenrolled, or otherwise fail to complete the period of
enrollment for which they were funded and charged. |
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233.8 |
Scholarships
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| Cal Poly scholarships are awarded to both new and continuing students based upon criteria which may include financial need, academic merit, talent, field of study, extra curricular activities, and/or other donor established criteria. Selections are made by the University Scholarship Committee, colleges, academic units within colleges, and some program units. | ||
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Reference |
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· Date approved by the President: June 10, 2005
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Office responsible for implementation: Student Financial Aid |
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233.8.1 |
Disposition
of Undisbursed Earnings from Institutional
Scholarship Funds |
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Cal
Poly Foundation endowment interest income is distributed twice a year
– once in September for scholarship disbursements, and once in March
for spring award disbursements. Attrition
and enrollment fluctuations result in balances.
Interest on the unused balances is credited to the Cal Poly General
Scholarship account. This policy
facilitates the maintenance of scholarship accounts by allowing one
interest entry rather than scores of minor amounts. |
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Distribution
Rates and Investment Policy on Cal Poly Trust Funds |
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See
Chapter Three, Fiscal Services Section 341.3 for the referenced policy. |
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233.9 |
Minimum and Maximum Wage Rates |
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The
minimum hourly wage rate for student employees shall be the published
Federal minimum hourly rate, unless a higher rate is required by State
law . The maximum
hourly wage rate for student employees is established by the CSU Board
of Trustees. |
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