MINUTES
ACADEMIC STANDARDS COMMITTEE
March 22, 2006
Present: Martin Jackson, Kathryn McMillan, Kevin David, Alison Tracy-Hale, Gary
McCall, Melissa Bass, Dave Moore, Ken Clark, Maria Sampen, Martins Linauts, Bill
Kupinse, Fred Hamel, John Finney, Brad Tomhave, Jack Roundy
Visitors: Ross Singleton, Peter Wimberger
1. Minutes: March 1 minutes were approved as written.
2. Announcements: Jackson reminded us that Dougharty and his colleague Donn
Marshall would be presenting longitudinal data on the performance of students
placed on academic warning and probation at our next full meeting on April 5.
3. Petitions Committee (PC) Actions: Tomhave provided the following report of PC
actions since our last meeting, with the request that today’s meeting conclude a little
early to allow time to decide this week’s single committee petition and possible
academic sanctions arising from final grades in incomplete fall courses:
Date
3/1/06
3/8/06
YTD
Approved
3 (1PPT + 1R)
1 (1PPT)
129 (54 PPT + 25R)
Denied
0
0
26
No Action
0
0
1
Total
3
1
156
4. Proposal from Interim Study Abroad Committee (ISAC): Jackson invited our
ISAC visitors to make their presentation.
Wimberger led off by giving background on the ISAC. He said that in 2002 the
Faculty Senate had appointed a task force to review our study abroad structure and
programs, given that they had not been reviewed since 1978. The task force
completed its work in that year, recommending the formation of a committee to
examine the structure of our programs, their strengths and weaknesses, our approval
and review processes, and our student selection processes. This committee was
formed as ISAC, which has been working through these issues in recent years and
will conclude its work in the coming fall term. The ISAC understands its role to be
advisory, reporting to the Curriculum Committee on matters of curriculum and the
Academic Standards Committee on matters of academic policy. Today’s presentation
seeks to promote an academic policy change related to how study abroad coursework
is represented on Puget Sound transcripts.
Singleton then gave some background on the restructuring of study abroad options at
Puget Sound proposed by ISAC and approved by the Curriculum Committee recently
(see categories attachment). Former categories of “affiliated” and “approved” programs
have been redefined as “UPS-sponsored,” “UPS partner,” and “UPS-approved”
programs. “Sponsored” and “partner” programs have emerged from the former
“affiliated” category. “Sponsored” programs are programs in which courses offered
undergo curricular review at Puget Sound, where academic credit is granted by Puget
Sound, and where students are screened for participation, pay Puget Sound tuition,
and receive Puget Sound and federal financial aid as though they were resident on
campus. Credit awarded is treated as residence credit for university degree
requirements. “Partner” programs are affiliated programs where screening of
students, payment of Puget Sound tuition, residency credit, and portability of Puget
Sound and federal financial aid are handled as they are in “sponsored” programs.
Courses offered in these programs do not, however, undergo Curriculum Committee
review, and credit for them is not granted by Puget Sound. ISAC’s proposal is to
alter our current policy with respect to including “partner” courses on the Puget
Sound transcript (they are not now included), together with grades earned, but
not to calculate those grades in the Puget Sound grade point average. ISAC
envisions no change in the way that credit is transferred or represented on the Puget
Sound transcript for “approved” programs.
Wimberger then made the argument for the proposed change (see proposal
attachment). He cited our strong encouragement for students to study abroad, the
care we take in assuring that “partner” programs offer a high quality academic
experience, our rigorous screening process for students who study abroad, and the
value to students (and employers and graduate/professional schools) of having the
specifics of their study abroad academic experience reflected on the transcript. He
argued that credit earned in these programs ought not to be treated as ordinary
“transfer” credit given the degree to which we “vet” and “partner” with these programs
in assuring an appropriate learning experience. He argued that grades, as well as
courses, should appear on our transcript to assure that students are more
“accountable” in their academic work abroad.
Wimberger then described practices at other institutions. He reported an IES survey
of 128 consortium schools. Of the 128, 20 charge institutional tuition for IES
programs, including Puget Sound. Of the 20, 18 record IES study abroad program
courses on their transcripts, and 13 include grades for those courses. Eight of the 13
that report grades include those grades in their GPA calculations. Wimberger said
Jannie Meisberger, director of International Programs, had surveyed most
independent schools in our region, as well, and that all surveyed schools include
courses and grades on their transcripts for programs fitting our affiliated/partner
definitions.
Finney asked that Singleton and Wimberger provide a copy of the IES survey to the
ASC. Sampen inquired why Puget Sound does not now list courses and grades from
partner programs on the transcript. Singleton and Wimberger offered to defer to
Finney, but Finney requested that they explain the reasons. Singleton replied that
from Finney they had learned that many years ago Puget Sound included a variety of
kinds of credit on transcripts. In part to streamline transcripts and in part to limit
transcripted credit ONLY to courses and grades we could verify and for which we were
responsible, Puget Sound decided not to list any other forms of credit, including study
abroad credit. Wimberger added the Puget Sound philosophy that a transcript should
present only coursework and grades from an issuing institution. Jackson inquired
whether “sponsored” program coursework appears on the Puget Sound transcript.
Wimberger replied that it does, because those program courses are our courses.
Singleton qualified that analysis respecting ILACA program courses; in fact those
courses are taught largely by instructional staff contracted by our consortium (or
supplied by consortium members), but at the same time the courses offered are
“vetted” by our Curriculum Committee, and students register for them as residence
offerings, with Puget Sound being the issuer of credit.
Jackson wondered why some schools list study abroad courses on the transcript, but
not the grades earned in them. Singleton speculated that those schools don’t want
readers of their transcripts construing grades for study abroad courses in the same
way that their own grades are construed. He added that ISAC’s reason for wanting to
include grades was to reflect not only what courses students take but how they have
done in them (there is a measure of accountability for students inherent in doing so).
ISAC does not wish to conflate grades earned in residence with grades earned
elsewhere, however, he added. Wimberger explained that courses and grades from
overseas study would appear separately from residence work as ISAC imagines the
new practice.
Tomhave inquired as to how grades from differing educational systems would be
posted on the transcript. Wimberger supposed that a “translation” of sorts, in the
manner now managed by the Registrar for posting on the DPR, could be instituted.
Tomhave was concerned that overseas systems use differing numerical systems, and
sometimes non-numerical systems, in grading. Wimberger suggested that since the
posting of courses and grades from overseas study is in place at many other
institutions, we could observe how they handle the representation of differing systems
without reinventing the wheel.
Hamel asked clarifying questions about how Puget Sound’s two current study abroad
categories would morph into three. He said his views of the ISAC proposal would
hinge on how Puget Sound could assure itself of the quality of partner programs, and
on how much control we have of the experiences of students in those programs.
Finney said that the programs of which we are speaking all have to meet a standard of
quality to qualify for federal aid.
Bass asked whether sponsored programs are already represented on our transcripts.
Finney replied that they are since we consider their courses part of our program, and
we are the source of academic credit. Singleton reminded us that even under the
ISAC proposal, partner program courses would be treated differently on the transcript
from sponsored program courses, which are fully integrated with the rest of our Puget
Sound offerings.
Finney, acknowledging that he and the ISAC group have differed on the transcript
issue, pledged his good faith in seeking a resolution. He said that if we take a careful
look at the practices of sister institutions, we can very likely find a solution, and he
promised to seek a workable compromise. Jackson asked Finney whether we can get
sample transcripts from other schools, and Finney was sure we can.
David wondered why Finney had been reluctant to record study abroad work on Puget
Sound transcripts. Finney replied that he was leery to include on our transcripts
courses and grades that are not ours. But he understood and wished to work toward
the ISAC objective of providing some information about study abroad coursework and
grades without implying that Puget Sound was the source of credit or grades. He said
his wariness was in part a reaction to a current culture of “rampant credentials fraud”
in our country. David thought Finney’s concerns might be addressed if the transcript
clearly indicates that the study abroad coursework is not Puget Sound coursework.
Finney said he thought we ought first to see how sister institutions have done that,
with the idea that they may have solved the most problematic issues.
Dave Moore, to further clarify the ISAC rationale, asked Singleton and Wimberger if
the primary reason for including study abroad grades as well as classes was to
motivate students to work hard while on study abroad. Wimberger said the primary
reason was that it seemed right to list courses and grades for partner programs to
reflect the closer academic connection we have with them. Singleton added that
including grades on the transcript would give a more accurate and forthcoming
picture of students’ experience at Puget Sound. Finney wasn’t sure the degree to
which partner program credit truly differed from other transfer credit. Singleton
answered that we have no association with institutions from which we accept typical
transfer credit. Partner programs differ in the degree to which we collaborate and
help shape student academic experiences with them—in this sense, partner programs
are more like “ours.”
Jackson asked Singleton and Wimberger what authority ASC had in this matter, and
what outcome ISAC is seeking from us. Singleton replied that he assumed the ASC’s
role is to advise the Faculty Senate and the Office of the Registrar, and he requested
that we recommend the ISAC proposal. Jackson suggested that at the ASC meeting
after next we entertain a motion based on the ISAC documents, following which we
can discuss where we want to go with the proposal. Singleton added a request for
action this year, as ISAC is due to sunset after fall term, 2006.
A motion to adjourn was made and approved, with a PC contingent remaining to
address a petition and potential academic sanctions arising out of the filing of
incompletes.
We adjourned at 3:58.
Respectfully submitted by the ASC amanuensis,
Jack Roundy
UPS Study Abroad Programs
I. Old Categories (taken from current online Academic Handbook: Study Abroad)
Affiliated Programs
Students are charged regular UPS tuition and fees for their study abroad program. If the program
includes housing and meals (all or partial board plan), the student will also be charged the UPS
rate for housing and meals. The student’s program fees are paid by UPS to the program and the
UPS student is charged through the regular UPS billing system.
UPS scholarships, grants, outside scholarships, and federal and state loans for which they are
eligible will be applied to the student’s account. Work study benefits are not transferable to the
study abroad program charge.
Many additional “study abroad” scholarships are available to students. Refer to the “applying”
section of the website for details. Students may study on affiliated programs during their senior
year and still satisfy the residency requirement.
Approved Programs
Students pay all program fees directly to the program provider.
UPS scholarships and grants are not transferable to the approved program charges, however, in
most cases students can use their outside scholarships, federal and state grants and loans for
which they are eligible. Work study benefits are not transferable to approved programs.
Many additional “study abroad” scholarships are available to students. Refer to the “applying”
section of the website for details.
Students may not study abroad during their senior year if participating on an approved program
without first filing a formal application for residency credit prior to undertaking their study. It is
strongly recommended that students choosing an approved program, study abroad prior to their
senior year.
II. New Categories (as proposed by the Interim Study Abroad Committee)
“UPS sponsored programs” include programs in which UPS faculty regularly participate in
curricular design, review, administration and/or teaching. The UPS Curriculum Committee
reviews and approves all courses available through UPS sponsored programs. International
Programs provides a variety of administrative services for students who participate in these
programs including the payment of programs costs. The Study Abroad Selection Committee
consisting of UPS faculty approves students for participation in these programs. Courses
completed and grades earned on UPS sponsored study abroad programs appear on the UPS
transcript and the grades are included in the UPS grade point average. Students pay UPS
tuition and fees for participation in these programs and retain their UPS financial aid as well as
state and federal aid while studying abroad.
[Currently, UPS sponsored programs include ILACA London, the Archeology Abroad Program,
the Pacific Rim Program and the University of Massachusetts Summer Taiwan Program.]
1
“UPS partner programs” include programs affiliated with UPS through an exchange agreement
or a direct enrollment agreement or through an association of which UPS is a continuing member
(thereby allowing UPS to monitor and influence these programs). Because of exceptional
circumstances, particular programs not formally affiliated with the University are (at the direction
of the Study Abroad Committee or at the request of a UPS academic department or program)
included in this category, specifically, when associated financial aid benefits significantly
broaden the pool of students able to study in a particular region or from a particular discipline.
International Programs provides a variety of administrative services for students who participate
in these programs including the payment of program costs, facilitation of course selection and
assistance with the preapproval of study abroad coursework for UPS credit. The Study Abroad
Selection Committee approves students for participation in these programs. Courses (and
associated grades) completed on partner programs appear on the UPS transcript. Grades
received for courses taken on partner programs are not, however, calculated into the UPS
grade point average. Students pay UPS tuition and fees for participation in these programs and
retain their UPS financial aid as well as state and federal aid while studying abroad.
[Currently, UPS partner programs include exchange programs with the University of Wales
(Aberystwyth), Griffith University (Australia), the University of Maastricht (Netherlands), and
the University of Passau (Germany); direct enrollment programs with Lancaster University
(England), and Durham University (England); the University of Burgundy, (Dijon, France), the
University of Aberdeen and the University of Edinburgh (Scotland), associated programs with
the ILACA Granada program, the Lewis and Clark’s Munich Program (Germany), the PLU
Oaxaca program, the Great Lakes Colleges Association’s Waseda Program (Japan), and programs
through the Institute for the International Education of Students (IES) in Buenos Aires,
Argentina; Adelaide or Melbourne, Australia; Vienna, Austria; Beijing, China; Paris or Nantes,
France; Berlin or Freiburg, Germany; Dublin, Ireland; Milan or Rome, Italy; Nagoya or Tokyo,
Japan; Christchurch, New Zealand; Madrid, Spain. IES partner summer programs in Dublin,
Ireland; Madrid, Spain; London, England (internship program only) and Vienna, Austria (music
students only) are also included. The Council on International Educational Exchange’s program
in Santiago or Valparaiso, Chile has also been designated as an affiliated program as has the
ICCS Program in Rome, Italy.]
“UPS approved programs” are programs with which UPS has no formal or informal relationship
but which have been approved for study abroad by the Study Abroad Committee that has
reviewed the programs for consistency with the goals and expectations of our study abroad
program. International Programs assists students in the preapproval of study abroad coursework
for UPS transfer credit. Students who participate in approved programs will pay programs costs
directly while foregoing UPS financial aid. UPS will process state and federal aid for students
who participate in approved programs.
[Currently, UPS approved programs number approximately 100.]
2
The Interim Study Abroad Committee’s Proposal to Reflect Grades and Course
Titles for Participation in Partner Study Abroad Programs on UPS Transcripts
Our proposed restructuring of the Study Abroad Program reflects our contention that
Partner Programs are special and distinct from our Approved Programs.
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These are programs with which we have developed partnerships of one
form or another (e.g. sit on the Board, consortium member).
Students who participate in Partner programs pay UPS tuition. (Students
on approved programs pay the program tuition).
Students participating in Partner programs receive UPS financial aid, in
addition to their federal and state aid. (Students on approved programs
receive only their federal and state financial aid).
Students who participate in Partner Programs receive UPS residency
credit. (Students on approved programs do not receive residency credit).
Students who participate in Partner Programs are vetted by the Study
Abroad Selection Committee because we want only those students who
will be good representatives of the university to attend programs so
closely associated with UPS. (Students on approved programs apply
directly to the study abroad program).
Furthermore, we employ professional staff to facilitate participation in study abroad and
in our promotional literature we tout our study abroad programs and we encourage
participation in study abroad. We believe students who choose to participate in our
Partner programs deserve to have their particular experience reflected on their UPS
transcripts. About one third of our graduating class each year have participated in a study
abroad program and of those seventy percent have taken advantage of our Partner
programs.
Our proposal is to record the title of the course and the grade received for courses taken
abroad on Partner programs. The grade received would not be computed in the UPS
grade point but would create a strong incentive to perform well while studying on a
Partner program.
Additional Points to Consider
It has come to our attention that study abroad professionals at other schools question our
practice of not reflecting course titles and grades on our transcript for participation in
study abroad programs where students pay UPS tuition.
It has also come to our attention that our practice at UPS regarding the transcript record
of courses taken on Partner Programs for which students pay UPS tuition is inconsistent
with practices at other schools.
Credit earned on Partner’s Programs should not be treated like “transfer credit”. Credit
earned on these programs reflects Puget Sound’s commitment to study abroad. The
distinction between study abroad partner programs and domestic transfer credit is
important to keep in mind as you consider our proposal. UPS encourages our students to
participate in these programs and supports their efforts to do so in many ways. We
employ professional international programs staff to facilitate student participation in
study abroad. We provide students with UPS financial aid while studying abroad. We
award residency credit for partner programs. We promote study abroad as an important
aspect of a liberal education. We tout our study abroad program in our promotional
literature. We carefully vet and partner with these programs in a number of ways representatives from UPS often serve on boards that direct these programs. None of
these statements applies to “transfer credit” earned at the student’s initiative at some
other (domestic) school.
There are additional benefits (not crucial to this proposal) that accrue when we list
courses and grades on transcripts. Students will be more accountable for their study
abroad experience knowing that their grades will appear to those who see their
transcripts. Advisors will be more able to see what courses students took abroad when
helping students plan their course of study (this is still not possible with the on-line
advising system). Although not an official transcript from the issuing institution, the
grades and courses from study abroad will be listed for potential employers and graduate
programs perhaps prompting them to request the official transcripts. We understand that
at least one of our graduate programs is not diligent about always requesting official
study abroad transcripts. Every year the International Programs office has to respond to a
number of requests from students who are unable to get official transcripts promptly sent
from certain study abroad programs. The listing of courses and grades would likely
satisfy potential and graduate schools until an official transcript was sent and reduce the
workload of our thinly staffed International Programs Office.
Practices at other Schools
Our practice of not listing course titles or grades on our transcripts from study abroad
programs for which students pay UPS tuition puts us in a distinct minority. We obtained
a detailed data set from IES, a study abroad consortium of which we are a member.
Many IES programs are UPS Partner programs. Among the questions asked in the IES
survey were: Do you charge institutional tuition for IES program courses? Do you list
IES study abroad courses on your transcripts? Do you list IES grades on your
transcripts? The survey presents answers to these and other questions from 128 schools.
Of those 128 schools, 20 charge school tuition for IES programs, including UPS.
Eighteen of those 20 schools list IES study abroad courses and 13 of 20 list IES study
abroad course grades on their transcripts. Eight of the thirteen schools that list grades
include the IES program grades in their GPA. Of the 20 schools that charge school
tuition, only two schools don’t list both courses and grades on transcripts – UPS and
MIT. Among the schools charging institutional tuition that list courses and grades on
transcripts are Connecticut College, Knox, Occidental, Pomona, Carleton, Scripps and
Willamette. The data we present here show that only a small minority of schools treat
IES (Institute for International Education) programs the way we do. We appear to be outof-step with most other institutions on this score.
In addition to the IES survey, Jannie Meisburger surveyed Northwest colleges about their
practices regarding listing of course names and grades for study abroad. All of those
surveyed: Whitman, Reed, Lewis and Clark, Willamette, PLU, Gonzaga and University
of Portland list courses and grades for affiliated (partner) programs on their transcripts
(our proposal). These data show clearly that registrars around the country treat study
abroad in a diverse manner and that our approach of not listing course titles or grades is
unusual.