IUPUI
Academic Policies and Procedures Committee
Agenda
Friday May 7, 2010
Minutes--The minutes of the April 9 meeting were distributed electronically.
Information Items
o New Honors Program/Plan approved to recognize students enrolled in the Honors College each
term and new honors completion notation to read “IUPUI Honors College Scholar” effective Fall
2010. Requires no additional work from the academic units.

IU has signed a contract with a vendor for the delivery of pdf official transcripts. Initial kickoff meeting is
complete; project team has been identified; implementation date scheduled for late summer for IUPUI
and IUB as the initial campuses to implement.

eGrade Change was down for a workflow upgrade on Sunday, May 9 from 12:01 am to 8:00 a.m.
 The workflow/eGrade Change system and Registrar email was monitored on Sunday, May 9
 Some minor unexpected behavior was reported in early testing but upgrade went smoothly
 Contingency plans were in place but not needed

ALC approved the Certificate in Motorsports at its April meeting

Office of Student Account Services (OSAS) online tutorials for students
o OSAS has been working with SES to develop online tutorials for our customers – students, parents,
third party authorized payers, sponsors, student service personnel, etc. The online tutorials are
available on the SES website in the “Student Self Service Information” section:
http://ses.indiana.edu/campusServices/sisTraining/SIS9.0_onlineHelp/studentInfo/
o As is appropriate, include the URL in your communications with students and add a link on your
departmental websites
o List of Tutorials







Assigning an Authorized Payer
How to Pay Your Bill
How to Pay a Bill if You Are an Authorized Payer
IUPUI Tuition & Fee Estimator
Setting Up Direct Deposit
Signing Your Title IV Authorization
Update on processing returning student applications—Chris Foley
Total Applications
Total Admits
Admitted, but Missing
Transcripts
Admit Rate
% Missing Final Transcripts
Summer
Summer 2009
2010
536
526
320
391
1
60%
0%
37
74%
9%
1



This is the group of students who are admitted though not all documents have been received by UG
Admissions.
A hold is placed on their record so they may not enroll in a subsequent term until all materials provided.
Students informed of consequences of not having all information available first term (affects advising,
financial aid, etc.).
Academic Affairs Committee Report Bruce Kitchens, Chair
No report from Academic Affairs
Items for Review, Discussion, or Action

Proposed Minor in Interior Design-- Emily McLaughlin
o
o
o

This minor will provide the opportunity for any student to gain simple interior design proficiencies.
Includes both lecture based coursework to study design history, textiles, sustainability along with
studio based requirements for experiential exercises and projects.
APPC recommends approval of this minor.
Honors Minor in Leadership Studies—Stephen Hundley






This is an interdisciplinary minor developed by E&T in conjunction with the IUPUI Honors
College and additional collaboration from the Kelley School of Business and SPEA.
The minor is composed of previously offered honors courses across several disciplines providing
a broad foundation in leadership skills to students pursuing degrees in multiple disciplines.
This is the first “Honors” minor to be developed and proposed and has been a truly collaborative
venture with interdisciplinary results.
Because of the unique nature of this minor, the proposal calls for a Steering Committee to
provide continuing curricular oversight.
BUS-J 402 is being removed from the list of applicable courses
APPC recommends approval of this minor.

eCourse approval—Mary Beth Myers
o “Quiet” pilot continues at IUPUI and IUB: 41 eDocs submitted as of 5/3/2010
o Users are finding the system intuitive and easy-to-use
o Proposed timeline for full rollout of eCourse approval:
 Late May/Early June: Systemwide announcement of availability of new online course request
and course change forms
 paper process and campus remonstrance sites still available
 Mid-August: Welcome/reminder regarding availability of eCourse approval
 paper process still available but not encouraged; campus remonstrance sites still in place
 9/1/2010: Last campus remonstrance list (reflecting new/change courses from August);
 New online forms required for course additions and changes from 9/1/2010 forward.
 10/1/2010: First remonstrance list available on new University-wide site; elimination of other
campus remonstrance sites.

Administrative withdrawal change in practice—Mary Beth Myers and Gayle Williams
2
o
o
o
o
o
o
o
o
o
Administrative Withdrawal policy states: The Administrative Withdrawal Policy for each academic
unit should include a provision of student notification prior to the administrative withdrawal.
Since the policy was implemented, .University College has provided the notification service for all
academic units
As Administrative Withdrawal courses have increased in number, this service has become
increasingly costly and labor-intensive for UCOL.
Process is now streamlined via online roster process.
Proposal is that faculty/academic units become responsible for notification to their students prior to
an administrative withdrawal to comply with policy.
IUPUI Registrar’s office will process Administrative Withdrawal based on faculty online rosters
being submitted requesting the Admin Withdrawal.
Registrar would send email notification to student that Admin W/D had been processed.
Need to be sure to preserve the practice currently in place where International Affairs is notified of
International Students being administratively dropped so that OIA may take appropriate action for
SEVIS compliance. Student will be dropped as directed by faculty but OIA needs to take action
prior to that withdrawal.
The change in the student notification procedure will be fully developed and distributed for comment
early in the fall semester.

Use of Early Warning, Administrative withdrawal, and Enrollment Verifications rosters online—Mary Beth
Myers
o “Enforcement” should be directed at the Department level. Department Chairs more likely to
strongly communicate and urge their departmental faculty to attend to these administrative needs.
o Registrar will make request for completion of Early Warning rosters stand out as very different and
distinct from Admin Withdrawal/Enrollment Verification Rosters.
o Reference to “former blue, green, pink” rosters in subject line for Admin Withdrawal and Enrollment
Verification rosters could be useful to faculty who have been here for a while.
o With the elimination of UCOL notification (see topic above), Registrar will be able to leave Early
Warning rosters available longer which should be helpful to many faculty.
o Administrative Withdrawal/enrollment verification rosters can then be created a bit later to give a
more deliberate break between these roster processes.

Requested actions to prepare for the fall student ‘surge’
o Page 4 provides high level background information suggesting the potential size of the increase in
student enrollment for fall 2010. Pages 9 and 10 provided expanded information.
o Page 5 provides requested actions for your immediate attention and discussion topics for your
consideration over the summer.
o Page 6-8 provides the draft Instructional Space Assignment Policy
 If you have concerns, please let Becky Porter and Mary Beth Myers know by June 30.
o More conversations will occur in the fall
o BREAKING NEWS: Contract has been re-negotiated with the Carmel location for one more year as
a site for off-campus courses.
Meeting ended with a “thank you,” farewell, and best wishes to Jane Lambert and Jeff Vesseley for
their years of wonderful service, leadership, and humor as this was the last APPC meeting for both
as they go on to pursue other life adventures. We wish them both the very best!
Future Agenda Items



Discussion of the role of Minors
BSPA in Media and Public Affairs--Sheila Kennedy
Actions to address increasing student enrollment
REPA – Clarification of Governor’s new Education licensing rules – Linda Houser
3
Meeting Dates and Locations for 10-11
Date
September 10, 2010 *
October 1, 2010
November 5, 2010
Time
Location
1:00 – 3:00
1:00 – 3:00
1:00 – 3:00
CE 268
CE 268
CE not
available
December 3, 2010
1:00 – 3:00
CE 268
January 7, 2011
1:00 – 3:00
CE 268
February 4, 2011
1:00 – 3:00
CE 268
March 4, 2011
1:00 – 3:00
 CE 406
April 8, 2011 *
1:00 – 3:00
CE 305
May 6, 2011
1:00 – 3:00
CE 268
Typically meetings are first Friday of each month; these dates are exceptions
Website: http://registrar.iupui.edu/appc/
Meeting Dates for 2011-2012
Date
September 9, 2011
October 7, 2011
November 4, 2011
December 2, 2011
January 6, 2012
February 3, 2012
March 2, 2012
April 13, 2012
May 4, 2012
Time
Location
1:00 – 3:00
1:00 – 3:00
1:00 – 3:00
1:00 – 3:00
1:00 – 3:00
1:00 – 3:00
1:00 – 3:00
1:00 – 3:00
1:00 – 3:00
*
4
APPC 5/7/10
ENROLLMENT MANAGEMENT STRATEGIES
Background information
Fall 2010 Enrollment Indicators--Indianapolis
This week:
Fall
2009
2010
Change
% Change
Heads
11,127
12,193
1,066
9.6%
Credits
125,367
138,691
13,324
10.6%
Last week:
Fall
Heads
2009
10,351
2010
11,341
Credits
117,230
129,554
Additional information is on page 9
Change
990
9.6%
12,324
10.5%
New Student Indicators--Indianapolis
3-May-10
Indicator
2009
2010


1 yr Δ
%Δ
Intent to Enroll
1625
1798
Housing
Applications
1248
1089
-159
12.74%
Freshmen
Orientation
1218
1265
47
3.86%
173 10.65%
Comments
Does not include those who are required
to attend the SSA which will be an
additional 200 students. Last year's
numbers are as of 5/4 compared to 5/3
this year which may under-represent our
numbers this year being so close to the
5/1 deadline (which happened on
Saturday this year).
We are seeing a larger number of
students applying during April (up 55%
for April) than last year.
Orientation numbers for 2009 are from
May 6th. Includes both Summer and
Fall (+18 summer, +29 fall ).
Last year, our yield (admits who enroll) was 47%. As of May 3, we had 1273 more admits than this
time last year. A 40% yield of this growth would generate 500 additional students. (We predict that
our overall yield will fall so the growth won’t be that dramatic.)
Additional information is on page 10
Remaining room availability
7:30am – 8:45am
9:00am – 10:15am
4:30pm – 5:45pm
12:00pm – 1:15pm
7:30pm – 8:45pm
6pm – 8:40pm

% Change
MW and TR
MW and TR
MW and TR
MW and TR
MW and TR
Thursday only
Friday Only --- not in combination with M, T, W, or
Possibilities for additional classroom space being pursued, but are limited
5
Action Items
To be prepared for Fall 2010-1.
Monitor enrollment in relationship to assigned classroom capacity
 The Office of the Registrar is adding room capacity to several reports from the IUIE. The
information will be shared with Recorder+ Group, Academic Unit Reporting Group, and the
Scheduling Officers to facilitate monitoring of enrollment and how it compares to the
department-set enrollment cap as well as room capacity in the assigned room
2. Increase enrollment caps to better match room size when a discrepancy exists.
3. Contact the Room Scheduler (Mary Ann Black) for available classroom times before making
arrangements for the meeting time of additional sections
4. Determine what else is needed to accommodate the increase in students for fall 2010 and how
these needs can be addressed.
Discussion Topics for the summer and early fall
Looking ahead to Fall 2011 and another increase in continuing student enrollment-5. The earliest an Enrollment Deposit can be implemented is Fall 2012. Are there objections to pursing
this option?
6.
Do we need to take actions to manage the size of the enrollment at IUPUI-Indianapolis?
o Possible actions
 Establish a capped size for the incoming class
 Increase the admission requirements to decrease the size of the incoming class
 Cap enrollment by controlling the number of admissions in specific academic units
7. IF we don’t hold enrollment at the current level, what will be needed to serve the additional
students? What actions need to be taken now and during the next academic year to prepare us for
Fall 2012?
8. What strategies would be effective to influence student course taking patterns? What is the
appropriate group to develop a proposal? (APPC is one candidate.)
o We can force the distribution of courses to non-preferred times; however, changing student
behavior in signing up for courses is more difficult.
9. In addition to the following strategies to maximize the use of campus classrooms, what else should
be pursued?
a. Development of a policy on classroom sharing by hybrid courses
b. Development of a coordinated strategy to offer blocks of courses at off-campus sites
c. Development of a coordinated strategy to offer weekend courses
d. Development of a coordinated strategy to identify and develop on-line courses that are
pedagogically sound and that have the largest impact on reducing classroom demands
Other Actions Requested
10.
Review the Instructional Space Assignment Policy attached and inform Becky Porter
([email protected] or 8-1880) of any problems that you see with its implementation.
6
IUPUI Office of the Registrar
Instructional Space Assignment Policy
The Office of the Registrar makes every effort to best match the available classroom
inventory with the particular needs of a course, including anticipated enrollment and the
instructional requirements, such as seating type, size of writing surface, and
technology-supported instructional tools. The Registrar is expected to apply and
enforce the Instructional Space Assignment Policy so that an efficient and effective,
conflict-free schedule can be built. Every effort will be made to distribute all teaching
facilities in an equitable fashion within the confines of the policy requirements.
INTRODUCTION AND GENERAL PRINCIPLES
A. All instructional rooms belong to the campus and shall be managed in such a way as to
maximize their use for the campus as a whole while recognizing the need to keep current
with emerging pedagogical tools.
B. All laboratories or other rooms specially equipped or configured in such a way as to be
useable only by a particular discipline (such as a science laboratory or an art studio) are
controlled by the academic unit which shall schedule them through the campus Room
Scheduler. While typically this space is a conference room or a specialized lab, it is
expected to be used to the fullest extent possible. The department is responsible for
scheduling the space for all users, including those from outside the unit.
C. All instructional rooms not specially equipped or configured in such a way to be useable
only by one unit shall be considered general inventory classrooms. These rooms are
officially designated as “General Inventory Classrooms” with the IU Bureau of Facilities
Management. General inventory classrooms include some reservable computer clusters
(as opposed to open computing learning centers). All general inventory rooms shall be
assigned by the Room Scheduler in the Office of the Registrar.
D. In some cases, academic units may be given priority in the assignment of general inventory
rooms. In these situations, units are given priority only when their schedule build documents
are returned to the Office of the Registrar by the stated deadline. In these cases, priority
will be set in the initial assignment of rooms each semester by the Room Scheduler in the
Office of the Registrar. The unit does not have exclusivity of use or the right to bump a
course from another department which was scheduled into the facility after the initial
scheduling cycle without the concurrence of the second department.
INSTRUCTIONAL SPACE ASSIGNMENT POLICY
A. In order to be given priority consideration during the initial room assignment
process, schedule build documents must be returned to the Office of the Registrar
by the stated due date each term.
B. While every effort will be made to accommodate flexibility in course length, priority
in scheduling of general inventory classrooms will be given to courses offered
during the approved standard time modules with full-term courses and paired short
courses (such as successive eight week courses) given equal treatment.
 There is greater likelihood of achieving optimum scheduling when all
departments distribute their course offerings across all standard time periods
within each category at a rate of 55% or less during prime time and 45% or more
7
during non-prime time. Each department must meet the prime/non-prime
distribution of its requests at the time of schedule submission.
 Prime time includes all standard module instruction minutes scheduled
between the hours of 10:30 a.m. and 4:15 p.m. as well as 6:00 p.m..
 Non-prime time includes all standard module instructional minutes
scheduled between the hours of 7:30 a.m. – 10:15 a.m. and between 4:30
p.m. – 5:45 p.m.
 A priority rank will be assigned to each department on the basis of the
distribution of its requests across all standard meeting times. A lower priority
rank may result in the need for the department to change meeting time, day, and
building or room requests.
 For those disciplines where it is pedagogically unrealistic to adhere to the
standard time modules, an explanation of the need for an exception to the
scheduling policies must be presented to the Office of the Registrar when
the schedule is being built.
C. As a general rule, the Office of the Registrar will attempt to schedule a unit's
courses into the unit's "home" building before placing classes elsewhere. However,
the Room Scheduler reserves the right to place classes elsewhere if it is
determined that another course is a better match for a particular room, considering
such factors as class size to room capacity and the need for a specific seating
type, or available instructional technology. The goal is to make the best use of all
instructional space.
D. Classroom scheduling is a dynamic process, responsive each term to both
curricular and non-curricular changes and requirements. The assignment of a
specific classroom during the previous corresponding semester will not
automatically result in the continuing assignment of the same room. Even if the
room was efficiently used during the previous semester, all other requirements
above must be met before the request will be given priority consideration.
E. Departments are expected to provide reasonable estimates of expected
enrollments based on the actual enrollment during the previous corresponding
semester along with any other relevant facts known by the department.
 In courses enrolling 30 or more and where the estimated enrollment exceeds
the actually enrollment during the previous corresponding semester by more
than 15%, the department must attach a written explanation for the estimated
enrollment, signed by the Dean. Unless the increase has been approved by the
school’s dean, assignment will be based on the actual enrollment during the
previous corresponding semester, allowing for an increase of not more than
15%.
F. Any instructional space controlled by an academic unit is expected to be fully
scheduled with appropriate courses and unit-related activities. In cases where the
Registrar is faced with excess demand for classrooms in a particular time slot, the
unit will be expected to make full use of its own instructional space before its
request for additional rooms will be considered.
G. All room use will be entered onto the campus room scheduling system. This is
essential as it allows the campus to better describe and report the use of its room
inventory.
8
H. Any unit wishing to renovate or otherwise modify a classroom shall submit its plan
to the Learning Environments Committee (LEC). As part of the approval process,
the LEC will review and recommend approval or disapproval of the proposal as it
relates to the best use of campus facilities. No renovations or modifications may
be made without the approval of the LEC. Units making modifications without such
approval shall be liable for the cost of returning the room to its prior state.
I. For any unit wishing to reassign classroom space to any other purpose, a process
needs to be established and documented since such requests will likely affect all
academic units.
9
Fall 2010
5/3/2010
INDIANAPOLIS Enrollment
Credit Hours Taught
School
BUS
DENT
EDUC
Headcount by Student School
5/4/2009
10,303
452
7,086
5/3/2010
11,521
331
7,527
Change
1,218
-121
441
%
11.8%
-26.8%
6.2%
School
BUS
DENT
EDUC
5/4/2009
727
41
768
EGTC
GRAD
HERR
INFO
JOUR
LAW
LIBA
MED
NURS
PED
SCI
11,880
36
4,603
1,984
698
8,493
23,851
1,794
8,508
7,292
26,767
13,880
100
4,784
1,986
918
8,341
27,313
2,124
8,653
8,166
30,477
2,000
64
181
2
220
-152
3,462
330
145
874
3,710
16.8%
177.8%
3.9%
0.1%
31.5%
-1.8%
14.5%
18.4%
1.7%
12.0%
13.9%
EGTC
GCND
GRAD*
HERR
INFO
JOUR
LAW
LIBA
MED
NURS
PED
1,111
48
26
469
237
94
641
804
119
880
608
1,233
67
44
460
260
116
620
931
136
898
630
122
19
18
-9
23
22
-21
127
17
18
22
SCS
SHRS
262
1,325
105
1,169
-157
-156
-59.9%
-11.8%
SCI
SCS
1,058
323
1,120
372
62
49
SLIS
SPEA
1,146
4,880
1,301
5,813
155
933
13.5%
19.1%
99
184
88
195
-11
11
SWK**
SWT***
UCOL
3,875
7
125
4,053
14
115
178
7
-10
4.6%
100.0%
-8.0%
125,367
5,979
131,346
138,691
5,398
144,089
13,324
-581
12,743
10.6%
-9.7%
9.7%
457
337
2,120
11,151
11,127
527
11,654
546
349
2,458
12,216
12,193
475
12,668
89
12
338
1,065
1,066
-52
1,014
IN Total
IUPUC
IUPUI Total
SHRS
SLIS
SPEA
SWK**
UCOL
IN Total
IN Unduplicated
IUPUC
IUPUI Total
5/3/2010
Change
829
102
33
-8
831
63
%
14.0%
-19.5%
8.2%
Resident
UG Heads
Class standing
Freshmen
2009
2010
%
-8.4%
5.9% +21 ug; +11 grad; +30 non-degree
15.2% +53 ug; -4 grad
-11.1% -11 grad
6.0% +16 grad; -5 non-degree
19.5% +58 ug; +31 grad
3.6% +16 ug; -5 grad; +1 non-degree
15.9% +295 ug; +18 high school; +25 non-degree
9.6%
9.6% Adjusted for students in multiple programs at IN.
-9.9% Students counted only once in campus total.
8.7% Students enrolled at both IN and CO w ill be counted
2010
8,265
99,036
Change
9,116
110,672
851
11,636
%
606
555
Total Res Heads
10,518
11,558
1,040
9.9%
Sophomore
Juniors
Seniors
2,285
1,978
3,761
2,476
2,253
4,220
191
275
459
8.4%
13.9%
12.2%
Total Res Credits
118,239
131,348
13,109
11.1%
Non-Resident
2009
Undergrads
UG Non-degree
Graduate
8,630
209
1,554
9,504
271
1,707
874
62
153
10.1%
29.7%
9.8%
UG Heads
UG Credits
Professional
GR Non-Degree
641
93
619
92
-22
-1
-3.4%
-1.1%
2010
Change
only once at census. This w ill reduce the total
headcount in both years by approximately 50 heads.
10.3%
11.7%
Change
-51
* Notes: While most IUPUI students pursuing graduate studies enroll through the
IUPUI school that offers the degree, GRAD holds students w ho enroll through the IU
Graduate School. This is primarily students in Liberal Arts and Medicine but also
includes some students pursuing other IU graduate degrees. Wherever possible in
the totals above, these students have been attributed to the schools that house their
academic programs. Any changes in enrollments for these students appear in the
comments for those schools. **LSTU totals are included in SWK.
UG Credits
2009
+78 ug; +23 grad; +1 non-degree
-13 ug; +5 grad
+63 ug; +27 grad; -27 non-degree
ENGR: +50 ug; -4 grad
11.0% TECH: +74 ug; +2 grad
39.6% +19 non-degree
69.2% see note--most are distrib uted in the schools
-1.9% -7 ug; -2 grad
9.7% +12 ug; +11 grad
23.4% +8 ug; +14 grad
-3.3% -21 grad
15.8% +145 ug; -18 grad
14.3% +14 ug; +3 grad
2.0% -12 ug; +35 grad; -5 non-degree
3.6% +20 ug; +1 grad; +1 non-degree
Credit hour totals may be rounded in cases w here a school total includes .5 credits
*** Credits taken in Purdue's Aviation Tech program at airport by IUPUI students
Comments on changes in school enrollments
%
Total NR Heads
365
4,288
609
387
4,686
634
22
398
25
6.0%
9.3%
4.1%
Total NR Credits
7,128
7,343
215
3.0%
UG non-residents as % of total campus heads
UG non-residents as % of total campus credits
Total NR as % of total campus heads
2009
3.3%
3.4%
5.5%
2010
3.2%
3.4%
5.2%
Total NR as % of total campus credits
5.7%
5.3%
10
For more data, visit the IUPUI Information Gatew ay http://reports.iupui.edu/gatew ay
Enrollment Services 5/3/2010
Fall 2010 Admissions Summary
5/3/2010
Beginner
2010
10,538
6,170
Applicants
Admits
Change*
+2,195
+1,273
Transfer
%
+26.3%
+26.0%
2010
2,642
930
Applicants
Admits
Change*
+688
+73
%
+35.2%
+8.5%
2010
Change*
%
1,806
746
628
158
2,867
949
-27
+7
+47
+11
+64
-153
-1.5%
+0.9%
+8.1%
+7.5%
+2.3%
-13.9%
% of Total
12.0%
2.3%
2.9%
0.1%
17.4%
6.8%
2010
97
29
36
9
171
65
% of Total
10.4%
3.1%
3.9%
1.0%
18.4%
7.0%
* 2010 data are in comparison with same point in 2009
Beginner Quality
Admits
Graduate
2009
820
2,764
1,150
41
% of Total
20.7%
69.9%
29.1%
1.0%
Admits
2009
2010
Average High School
Rank
Average SAT
Average ACT
73
1023
22
73
1033
23
Top 10%
Top Third
Middle Third
Bottom Third
2010
1,059
3,597
1,405
61
% of Total
20.9%
71.0%
27.8%
1.2%
Masters
Doctorate
First Prof
(of high school class)
Beginner Ethnicity
Admits
African-American
Asian-American
Hispanic-American
Native American
Minority Total
International
Applicants
Admits
Applicants
Admits
Applicants
Admits
Transfer Ethnicity
2009
397
183
181
19
780
149
% of Total
8.1%
3.7%
3.7%
0.4%
15.9%
3.0%
2010
611
263
277
41
1,192
143
% of Total
9.9%
4.3%
4.5%
0.7%
19.3%
2.3%
For more data, visit the IUPUI Information Gateway http://reports.iupui.edu/gateway
Admits
African-American
Asian-American
Hispanic-American
Native American
Minority Total
International
2009
103
20
25
1
149
58
Percentages may not equal total due to rounding.
Enrollment Services 5/3/2010
11
12