7/12/2016
Division I Progress Toward Degree: Improving the Certification Process Cross Campus Collaboration
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Regularly scheduled training.
People respond well to standardized processes (no surprises).
Does your campus respond well to task forces?
Know their busy times and work around them.
How can you make it easier for them?
Work on the relationships year round.
Know all of the people who support you, directly and indirectly.
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7/12/2016
Degree Applicability – how do you know?
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Standardized calendars for getting updates.
Annual review process with each college.
Education of college advisors and liaisons.
Evaluate available tools on campus.
Explore the use of technology to automate the process.
Certifying Transfer Eligibility
• Define everyone’s role: coach, compliance, admissions,
certifying officer, FAR.
• Set requirements for timing of reviews and
documentation needed for reviews.
• Restrict offers of aid until certain process steps are
complete.
• Define steps to be taken before SA is allowed to trigger
transfer.
Certifying Transfer Eligibility – part two
• Google and the National Student Clearinghouse are your
friends.
• Define a specific process for course articulations,
including roles and timing.
• Be aware of nontraditional coursework and know how
your institution will handle it.
• Document procedure to check for declaration of degree
and degree applicability of transfer coursework.
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Certification Risk Areas
• What is your process / how
do you triage:
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Transfers
Major changes
Failed courses
Grades that aren’t degree
applicable
– Remedial courses
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Repeated courses
High performing students
Double majors
Optional minors
Cool Things We’ve Seen From IT
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First, know what they can already do, without creating a custom
solution for you.
Exception Reports.
Degree applicability information and achievement of PTD
requirements printed on the certification form for each SA.
Specific excel queries written by the certifying officer exported at
regular times throughout the year.
More Cool Things We’ve Seen From IT
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Custom certification reports exporting certification information by
team.
Regular change of major reports.
Reports of nondegree courses for review by academic staff.
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Role of the FAR
• How and when does the FAR insert himself or herself?
• What information/tools do you provide the FAR so they
can be an informed participant in the certification
process?
• What are the other ways the FAR can provide leadership
in this process?
Policies and Procedures
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Define all of the players and their roles.
Include roles in job descriptions.
Flowchart the process.
Define who has ultimate authority for important steps in
the process.
• Include timelines and deadlines.
Policies and Procedures
• Include how collaboration works – who to contact with
questions, who reviews the work, etc.
• Include every detail – course substitutions, incompletes,
etc.
• Schedule and perform a regular review of policies and
procedures, including who is involved and when.
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Annual Calendars
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Simple list of every step to be taken by month.
Prioritize each step.
Include who takes each step.
How does each step impact the others?
Who needs to know the outcome of each step?
We Want Your Feedback
Your input is important.
Rate this session using the survey
on the Regional Rules Seminar app.
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