CAMPUS POLICY
Now is the tie for all good men to
POLICY NUMBER:
200-023
PAGE NUMBER:
Page 1 of 6
CHAPTER: 200
Academic
SUBJECT: Certificate Programs
EFFECTIVE DATE: June 2, 2015
OPR: VCAA, VCAF, VCSS
VC: Provost/Academic Affairs, Finance &
Administration, Student Success
I.
SUPERSESSION:
APPROVED: by Pamela Shockley-Zalabak,
Chancellor, on June 2, 2015
POLICY
Certificate Programs
II.
AUTHORITY FOR CAMPUS POLICIES
Authority for the creation of campus administrative policies is found in The Laws of the
Regents, 2007, Article 3 Section B.5(A) which states:
The chancellor of each campus shall be the chief academic and
administrative officer responsible to the president for the conduct of
affairs of their respective campus in accordance with the policies of the
Board of Regents. The chancellor shall have such other responsibilities as
may be required by these Laws, or regent policy, or as may be delegated
by the president.
III.
PURPOSE
Whereas there are competing definitions of certificates and several campus stakeholders,
whereas college or departmental procedures may not supersede or conflict with campus
policy, this campus policy identifies and consolidates all operating procedures related to
certificate programs. This policy is necessary as some certificate programs require
financial aid and transcript notation, and all certificate programs must be evaluated for
reporting purposes. A variety of certificates is possible with different federal and campus
requirements that are delineated in this policy. This policy (and associated procedures)
outlines the requirements for internal approval of all certificate programs; it does not
supersede or replace external processes, compliance, or reporting beyond UCCS (e.g.,
CU Board of Regents, US Department of Education, Colorado Department of Higher
Education, Higher Learning Commission, etc.).
IV.
DEFINITIONS
Approval Form. A form required in approval process to explain the certificate program
and to determine financial aid eligibility, student records and maintenance, and
appropriate reporting and notification to the appropriate state, federal and accrediting
agencies.
CHAPTER: 200
Academics
SUBJECT:
Certificate
Programs
POLICY:
200-023
EFFECTIVE:
June 2, 2015
PAGE:
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Certificate Programs: A certificate program consists of a set of courses determined by a
school, college, institute, or department that results in a sequence of study leading to a
certificate of completion. Certificates may be a single discipline or interdisciplinary.
Since all academic credit is offered through a department, college, or institute, centers
may participate in certificate programs for academic credit in collaboration with a hosting
department, college, school, or institute.
Course of Study Certificate (CoS Certificate): A set of at least 4 credit-bearing
courses (or a total of 12 credit hours) offered by UCCS within a field of
instruction listed by Department of Education’s Classification of Instructional
Programs (CIPs). The Course of Study Certificate is not intended to lead to
gainful employment and may or may not be eligible for financial aid, as
determined by the UCCS Office of Financial Aid in conjunction with state and
federal regulations.
Gainful Employment Certificate (GE Certificate). Programs that lead to gainful
employment in a recognized occupation(s). The occupation(s) must be identified
among those listed in the Standard Occupational Classification System managed
by the U.S. Department of Labor and may be used by the Department of
Education to determine whether finishers have been gainfully employed. Gainful
employment programs are all programs except: programs that lead to a degree,
programs that are two years in length and are fully transferable into a degree
program, preparatory courses of study that are necessary for enrollment in a
degree program, and programs for teacher certification or licensure. Gainful
employment programs are Title IV eligible. Institutions must certify that each
gainful employment program meets applicable institutional or program-level
accreditation requirements and state or federal licensure standards.
Teacher Education Certificate. This is nomenclature for an “approved educator
preparation program” or a sequence of courses and experiences for the purpose of
preparing teachers and other school professionals to be effective educators in prekindergarten through twelfth grade settings. The program culminates with a
transcript notation indicating the student has completed the necessary coursework
and is recommended by UCCS to the state to determine licensure. Licensure,
which authorizes individuals to work in Colorado public schools, is granted by
and only by the Colorado Department of Education. The UCCS College of
Education is authorized to offer coursework in several endorsement areas. The
College of Education should be contacted about endorsement areas and
procedures. Teacher Education certificate programs are considered licensure
programs and may not follow the processes described in this policy although they
will require campus approval.
Non-notated Certificate (NN Certificate). This is a set of courses that a program
groups together in a focused area, but will NOT be notated on the transcript nor
approved for financial aid beyond students’ normal eligibility as a degree seeking
student. A program may present to eligible students a piece of paper (a certificate)
indicating completion of the set of courses. Departments/Units/Programs offering
this type of certificate must make it clear that their programs are not GE or CoS
certificates and be mindful that students may expect the certificate to be notated
on transcripts. In particular, programs must inform students that this type of
certificate will not be notated on their transcript, although the courses themselves
will be on the transcript. These courses may be taken for credit as part of a degree,
CHAPTER: 200
Academics
SUBJECT:
Certificate
Programs
POLICY:
200-023
EFFECTIVE:
June 2, 2015
PAGE:
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major, or minor if approved by the department/college/school. Programs are
encouraged to consider if other certificate types may better fit the students’ need
for official institutional documentation of the certificate program.
Professional Development Certificate (PD Certificate). This is a set of courses
not taken for academic credit and which provides professional development for
non-degree seeking students (degree-seeking students may participate in PD
certificates but they do not count towards a degree). These certificates are notated
on the non-credit transcript. Departments/Units/Programs offering this type of
certificate must make it clear that their programs are not GE certificates and that
they are not eligible for financial aid.
Conferral: Within ISIS, a student’s career (for degree or certificate program) is capped or
finished. Students would need to apply to a different program to be able to continue
enrollment after their certificate or degree has been conferred.
Degree Program. An academic program that culminates in conferral of a baccalaureate,
master’s, or doctoral degree listed on the Colorado Department of Higher Education’s
List of Approved Degree Programs for UCCS.
Financial Aid Eligibility. Non-degree seeking students are eligible to apply for financial
aid only if the certificate is approved by the U.S. Department of Education for gainful
employment status. Students in degree-seeking programs and completing certificate
programs may still be eligible for financial aid under the normal rules and expectations
for financial aid. Students in non-credit professional development programs are not
eligible for financial aid.
Gainful Employment Regulations. Published by the U.S. Department of Education to
establish standards for programs that prepare students for gainful employment in a
recognized occupation. Rulemaking and regulations are subject to change. Refer to
http://www2.ed.gov/policy/highered/reg/hearulemaking/2012/gainfulemployment.html.
Programs with GE certificates are responsible for ensuring they are in continual
compliance with GE requirements.
Title IV Eligible Program. A program authorized as eligible for certain types of federal
financial aid under Title IV of the Higher Education Act. Title IV aid includes Federal
Direct Loans, Federal Perkins Loan, Federal Pell Grant, Federal Supplemental Education
Opportunity Grant, and Federal and Colorado Work-Study programs.
Transcript Notation. Transcripts are the official record of the university, both for
students and as the official university record. Only in unusual circumstances should a
certificate program not be notated on transcripts. At the completion of the certificate
program, a notation is added to the student’s transcript indicating that an approved
certificate program has been completed. Only GE, CoS, and PD Certificates are eligible
for transcript notation on the appropriate credit or non-credit transcript. Transcript
notations will specifically name the type of certificate (e.g., GE, CoS, PD) and give the
program name so that students and external audiences can clearly understand the
transcript. Transcript notation requires the program to work closely with the Campus
Certificate Implementation Committee to define how a certificate program should be
notated within the university student information system. Location of notation changes
depending on type of certificate program.
V.
PROCEDURES
CHAPTER: 200
Academics
SUBJECT:
Certificate
Programs
POLICY:
200-023
EFFECTIVE:
June 2, 2015
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1. Minimum requirements for certificate programs are delineated in the Standards and
Procedures for Certificates document. All certificate programs and proposals are
expected to follow these requirements as well as requirements in their own unit and
College.
2. Approval Processes for Certificates
a. All certificate programs must receive approval following college/school
procedures. Certificates being offered through collaboration across institutions
must define who will get credit for conferrals of certificates and delineate
responsibilities of each partnering institution.
b. Following college approval, the Sponsoring Department submits a proposal to the
appropriate campus committees as delineated in the Standards and Procedures for
Certificates document.
c. Each PD certificate program must be linked to an academic department and
receive approval from that department; although Office of Online and Academic
Outreach may have administrative oversight for some certificates.
3. Reporting Requirements
a. Different types of certificate programs may have reporting requirements. To meet
the reporting requirements, the Campus Certificate Implementation Committee
will be informed about proposed and approved certificate programs.
b. Institutional Research includes certificate-seeking students in external reporting
according to report specifications established by the requesting organization.
Certificate students are not counted as degree-seeking students in SURDS nor
IPEDS, but the students are counted as enrolled for credit. Only Gainful
Employment Certificate completions will be recorded as conferrals within the
Integrated Student Information System (ISIS) as per processes established by the
Registrar. The Higher Learning Commissions of the North Central Association
requires notification of Title IV eligible certificates in which 50% or more of the
courses were developed specifically for the certificate; this notification process is
delineated on the HLC website and should be coordinated through Academic
Affairs.
4. Timelines
Be aware that the process for a certificate to be reviewed may take up to six months
(or more, under certain circumstances, if offered off-site). If a certificate has been
approved mid-semester, it will not be an eligible program until the following term.
5. Applicability
All programs offering a certificate program must have approval. If a program has not
received campus approval in the past, they must seek approval under this policy. If a
program has received approval by a campus process and is listed with Records as a
CoS or GE certificate, then that past approval will hold. All existing non-notated
certificates must seek approval under this policy. All new certificates must receive
approval following processes outlined in this policy.
6. Marketing/Advertising/Publishing Information about Certificate Programs
When marketing certificate programs or posting information on a website, programs
must be clear about the type of certificate program being offered and the implications
for financial aid, transcript notation, and use of courses towards a degree program.
CHAPTER: 200
Academics
SUBJECT:
Certificate
Programs
POLICY:
200-023
EFFECTIVE:
June 2, 2015
PAGE:
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GE certificates have additional requirements from the federal government about
information needed on websites and in marketing materials.
VI.
RESPONSIBILITIES
Office of Online and Academic Outreach: Responsible for coordinating course instruction for
any certificate programs that include noncredit courses. Helps manage student records and
processes (e.g., admissions, registration, and completion) for noncredit courses.
Campus Certificate Implementation Committee: The campus committee consists of
representatives from Institutional Research, Financial Aid, and Admissions and Records. This
committee reviews documentation for appropriateness for GE classification and any broad
campus concerns (e.g., regarding transcript notation, financial aid eligibility).
Council on Undergraduate Education: A committee responsible for undergraduate curriculum
issues including review of undergraduate level certificates proposals.
Dean of the Graduate School: The Dean of the Graduate School is responsible for convening
and chairing the Graduate School Executive Committee, the review of graduate-level certificate
proposals, and coordinating proposals with Academic Affairs and Records.
Financial Aid Director: The UCCS Office of Financial Aid determines whether certificate
programs and whether individual students are eligible for financial aid based on institutional,
state, and federal regulations. The Financial Aid Director is responsible for ensuring that
approved certificate programs are reported in the Electronic Version of the Application for
Approval to participate in the Federal Student Financial Aid Programs (E-App). The Financial
Aid Director is a member of the Campus Certificate Implementation Committee.
Graduate School Executive Committee: A committee led by the Dean of the Graduate School
responsible for review of graduate-level certificate proposals after a proposal has received
appropriate academic college/school review and approval.
Institutional Research Director: The Director of Institutional Research is responsible for
reporting certificate programs and enrollment-related information to the following but not
limited to: the Colorado Department of Higher Education via the Student Unit Record Data
System (SURDS), the Higher Learning Commission of the North Central Association via
Annual Institutional Updates and accreditation reports, and the National Center for Education
Statistics via the Integrated Postsecondary Education Data System (IPEDS). The Director of
Institutional Research is a member of the Campus Certificate Implementation Committee.
Provost’s Office or Academic Affairs (VCAA): The Office of the Provost is responsible for
review and approval of all certificate proposals and relaying final approvals back to the
Sponsoring Liaison and Campus Certificate Implementation Committee.
Registrar: The Registrar, within the Office of Admissions & Student Records, is responsible for
managing student records in the student information system and for processing the admissions,
registration, and completion processes for certificate-seeking students. The Registrar is a
member of the Campus Certificate Implementation Committee.
CHAPTER: 200
Academics
SUBJECT:
Certificate
Programs
POLICY:
200-023
EFFECTIVE:
June 2, 2015
PAGE:
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Sponsoring Department: The academic department that sponsors a certificate is responsible for
day-to-day operation of the fiscal, personnel, and instructional duties associated with a certificate
program. For Gainful Employment Certificates, the Sponsoring Department is responsible for
maintaining compliance with changing regulations and required disclosures including
information on costs, earnings, debt, default rates, and completion rates.
Sponsoring Liaison: An individual responsible for coordinating with all interested parties
including students, faculty, and offices or committees associated with certificate programs.
VII.
HISTORY
April 1, 2014:
March 14, 2014:
October 29, 2010:
VIII.
UCCS Policy [DRAFT]
U.S. Department of Education releases Gainful Employment
Notice of Proposed Rulemaking in the Federal Register.
U.S. Department of Education publishes initial Gainful
Employment Regulations in the Federal Register.
ATTACHMENTS:
Procedures for Certificate Approval