IUPUI
Academic Policies and Procedures Committee (APPC)
Minutes
Friday February 7, 2014
CE 268
Minutes—Minutes of the Friday December 6, 2013 meeting were distributed electronically. The January meeting was
cancelled.
Information Items
 Evidence Based Credit Workshop follow-up
o PRAC assuming a leadership role in incorporating prior learning assessment/evidenced based credit education
within their work
o The IU Transfer Office has convened a committee to discuss prior learning assessment and competency based
credit
o More information on Prior Learning Assessment is available from the Council for Adult and Experiential
Learning http://www.cael.org/pla.htm
 Approval of online degrees
o An additional form is required for creating a new distance program or adding/converting a distance option to
an existing program
o IUPUI schools will submit their materials to the Office of Academic Affairs. Academic Affairs will route
undergraduate proposals to APPC and graduate proposals to the Graduate Affairs Committee for review and
for their recommendation for approval. This follows the same process we now follow for all new program
proposals
o See information appended
o Information on Registrar website
http://registrar.iupui.edu/chairs/degrees/New_Online_and_Distance_Education_Degrees_and_Certificate_Pro
cess.html
 Emergency Withdrawal
o While IUPUI does not have a specific “medical withdrawal” policy per se, medical withdrawal is included as a
possible reason for invoking the emergency withdrawal policy which is outlined here:
http://registrar.iupui.edu/emergency_withdrawal.html.
 Low Enrolling Course Policy
o Low Enrolling Course Policy (http://registrar.iupui.edu/low-enrollment/ ) will be enforced for Summer 1 and
Summer 2 courses in line with the requirements of the continuation of the Summer Discount program.
o Policy uses ten enrollments as the minimum for undergraduate courses numbered 000-499 and six enrollments
for graduate courses numbered 500 and above.
 IUPUI Scholarship Policy
IUPUI Scholarship
o
o
o

Policy 2-5-14.docx
Document is appended at the end of the minutes
This information should be distributed to the individuals in the academic units who are responsible for
scholarship decisions.
Academic Advising Reports (AARs)
o When IUPUI began the project of coding AARs, we selected the premise that the coding should be based on
what a student should take each semester in order to complete their degree within 4 years. With the
legislatively mandated degree maps moving into place, the reason for utilizing termed based AARs is less
compelling. To facilitate the integration of our AARs with the other tools being implemented system wide, we
will be returning to requirement based AARs.
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o
The individuals in the academic units that are working on AARs have been informed of this decision by the
APPC representative.
Academic Affairs Committee Report – John Watson, Chair
 John was not able to attend the meeting, but provide information that AAC would have presented at the February
IFC if the meeting had not been cancelled due to weather.
 Advanced College Project
o The Academic Affairs Committee carefully evaluated the Advance College Project (ACP) and the potential value
of IUPUI’s participation in the ACP. The AAC recognizes the significant contribution that ACP makes to the
availability of dual credit courses to high school students. Therefore AAC endorses IUPUI becoming an active
partner in the ACP as a means of enhancing college preparedness of high school students across the state.
 RISE
o
o
The Registrar’s office will distribute information on how the Grade Roster will provide faculty with the
opportunity to record both the standard grade and select satisfied/not satisfied for the RISE completion. A view
of the notation on the transcript will also be distributed.
Items for Review, Discussion, or Action

Change in Hospitality Management Minor--Brian Krohn
o In December APPC reviewed and recommended for approval a version of this minor with 16 credits. The school
subsequently determined that a one-credit required internship had been included in error in that proposal. As
none of the Tourism Conventions and Event Management (TCEM) minors are intended to have internships and
all the program’s minors are to only be 15 credit hours, the school has modified its earlier proposal by
removing the internship requirement and reducing the program to 15 credits. Given the nature of this
curricular change it was determined that APPC should take another look at the program.
o A copy of the revised proposal was posted to http://registrar.iupui.edu/appc/proposed_programs.html.
 Proposals approved by APPC since March of 2013 are available on this site.
o The approval process for this minor is APPC–>EVC Paydar
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o

APPC recommends approval of the changes to the Hospitality Management minor.
Undergraduate degrees with few graduates
Low Producing
o
o
o
o

Degrees_Draft_2_3_2014.docx
Policy statement appended at the end of the Minutes
The process of notification of the academic units with a degree with few graduates was discussed as well as
examples of reasons that the Chief Academic Officer might approve continuation of a degree with a low 3 year
average, e.g., a new degree program.
This information should be shared within each academic unit by the APPC representative.
Variable Title/Topic Courses--Issues and Recommendations
o Background Information
 Process for initial approval
o Variable Title Courses are initially approved for Variable Title through the new course request or course
change request approval process, which includes the 30-day remonstrance process.
o USSS updates the Master Course Inventory noting the course is approved for Variable Title.
o The campus Registrar submits the specific variable title requested via a web form to USSS.
o USSS adds the variable title to the Course Catalog.
 Issue #1: Same topic offered multiple times
o There is no University policy limiting the number of times an academic unit may offer a variable topic
course with the very same topic before requiring that a new course request be submitted through the
official course approval process.
o There are some academic units who have imposed a limit (some have a history of an imposed 3 time
limit) before requiring that the course be submitted as a new course. Any such review is enforced
internally within these units.
o Possible Solution: Establish a campus practice designating a limit on the number of times the same
topic may be offered before requiring that a new course request be submitted; charge the unit and
Registrar with enforcing.
 ISSUE #2: Variable topic matches too closely to an existing course (usually in a different unit)
o There is no review to prevent a variable topic from matching (or closely matching) the title of an existing
course offered by another academic unit. This situation has arisen on a few occasions recently with
some undergraduate courses.
o Possible Solution (undergraduate courses only):
 For each variable topic submitted in the schedule build process, academic unit should be
responsible to assure there is not an existing course with the same or very similar topic.
 Once schedule build for a term is complete, and prior to registration for that term, Registrar will
send a message and link to the set of Variable Topic Undergraduate classes being offered using the
distribution list currently in place for Course Approval (CARMIN).
 Academic Units would review the list and work out any issues following similar guidelines as those
already established for course remonstrance.
 Option 1: Remove variable topic class from schedule prior to registration
 Option 2: Allow variable topic class for that term but not for future terms
o NOTE: IUPUI offered 279 Undergraduate variable topic courses in Fall 2013
 Discussion
o Issue #1: Same topic offered multiple times
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
o

There was general agreement with the proposed solution of establishing a campus practice
designating a limit on the number of times the same topic may be offered before requiring that a
new course request be submitted charging the unit and Registrar with enforcing.
 A suggested guideline was a maximum limit of 3 times within 2 academic years.
 APPC representatives should discuss this within their unit prior to the next APPC meeting for
possible adoption.
ISSUE #2: Variable topic matches too closely to an existing course (usually in a different unit)
 The adoption of the resolution for Issue #1 would lessen the overall impact of a unit using a variable
title course that appears to duplicate the content of an approved course since there would be a limit
to the number of times the course could be offered before going through remonstrance.
 Before adopting the possible solutions for Issue #2, implementing a campus guideline on the
number repetitions will be attempted to determine if this is sufficient action to address the
underlying problem.
Overlap of credits for major, minor, and certificate
o Background
 How many credit hours or % credit hours can overlap between a major and minor for student to be able to
get minor?
 For example, if the minor is 18 and 12 of the hours are part of their major and nine in outside their
major (school) can the student get the minor?
 There is no university or campus policy and no formula for the amount of overlap allowed. Most schools do
not let a student pursue two minors that have a lot of overlap with similar content, nor let a student pursue
a minor that has significant overlap with the major. Some school bulletins or student program guides
indicate which minors are not allowed to be taken together and list any minors not available to their internal
students since they are too close to the school’s degree content.
 SPEA won’t allow a minor in Public Affairs with any BSPA major. The Public Affairs minor is available
only to non-majors.
 English majors also wanting a minor in the English Department can have no more than 3 credit hours
that overlap the minor and the major. In other words, you need 33 credit hours in the English major
and an additional 12-15 hours in the minor. If you are an English major also pursuing a minor in
English, you cannot count your minor courses toward the Area III School of Liberal Arts General
Requirements.—SLA website
 The same view applies for two majors that are too close to each other, which is generally not
allowed. In those cases, students are asked to choose the one they prefer, but are not allowed to do
both.
 The general understanding is that duplication should be very limited for the sake of academic integrity.
 Are there concerns with the lack of an academic policy?
 Discussion
 There is no consistency in the policies among the academic units. Some units permit substantial overlap
(‘double counting’) of credits that can count for dual majors or a major and a minor. Other units have
limitations such as a maximum of 6 credit hours overlap between a major and a minor.
 Generally, it was viewed as appropriate for a student who had earned a certificate and then decides to
pursue the degree to apply the credits to the degree.
 Academic unit representatives are requested to identify the policy/guidelines for their unit and send them
to Becky Porter by February 28 for compilation prior to the next APPC meeting.
Future Agenda Items
 Matriculation date and degree requirements

Change of unit name from International Studies Program to Global and International Studies--School of Liberal
Arts

Change of major name from International Studies to Global and International Studies--School of Liberal Arts
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




Change of minor name from International Studies to Global and International Studies--School of Liberal Arts
Change of CIP code for major and minor in Global and International Studies--School of Liberal Arts
Minor in American Sign Language Studies--School of Liberal Arts
Baccalaureate degree Law in Liberal Arts--School of Liberal Arts
Minor in Geochemistry--School of Science
Meeting Schedule for 2013-14
Website: http://registrar.iupui.edu/appc/
Date
March 7, 2014
April 11, 2014*
May 2, 2014
Time
1:00 – 3:00
1:00 – 3:00
1:00 – 3:00
Location
CE 268
CE 268
CE 268
*Typically meetings are first Friday of each month; these dates are exceptions
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Summary of New Distance Education Proposal Process
In the Fall of 2013, a new process was established for schools to expand their distance education offerings
through degrees or certificates. The process will be used for academic unites interested in:



Creating an entirely new program to be offered through distance technology
Adding a distance option to an existing campus-based program
Converting an existing campus-based program so that it only will be offered through a distance format
We recognize there are some differences how distance technology may be incorporated in offerings, ranging
from adding a few on-line courses to a traditional campus-based degree or certificate all the way through
offering the program entirely at a distance/on-line with no campus-based activities.
For purposes of this new review process, any degree or certificate that will be offered 50% or more via
distance/on-line education must receive additional approval to do so.
All programs, whether IU or Purdue, will complete the same materials.
New programs that will be taught 50% or more via online/distance education
 Complete the New Program Proposal (the same form is now used for degrees and certificates)
 Complete the New Program Cover Sheet (essentially an executive summary of the proposal)
 Complete the Distance Education Program Approval Form
Existing programs adding a 50% or more online/distance education option or moving to online/distance
format only
 Complete the New Program Cover Sheet (essentially an executive summary of the proposal)

Provide a projected headcount and FTE for the program (contact Steve Keucher of IU's Office of University
Regional Affairs, Planning, and Policy for assistance). See example attached below

Complete the Distance Education Program Approval Form
Approval Process
IUPUI schools will submit their materials to the Office of Academic Affairs. Academic Affairs will route
undergraduate proposals to APPC and graduate proposals to the Graduate Affairs Committee for review and for
their recommendation for approval. This follows the same process we now follow for all new program
proposals.
Visit this website for more on this new process and links to the required forms.
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Example of information to be included with a proposal to add a distance education option to an existing program. The same chart is used for
proposals for entirely new programs, but is embedded in the New Program Proposal form.
The actual form will be generated by IU's Office of University Regional Affairs, Planning, and Policy.
6. Projected Headcount and FTE Enrollments and Degrees Conferred
Date, 2012
Institution/Location: University XYZ at ____
Program: Program ABC
Enrollment Projections (Headcount)
Full-Time
Part-Time
Total
Enrollment Projections (FTE)
Full-Time
Part-Time
Total
Degrees Conferred Projections
Year 1
FY2012
Year 2
FY2013
Year 3
FY2014
Year 4
FY2015
Year 5
FY2016
6
12
12
24
18
36
18
48
18
60
18
36
54
66
78
6
6
12
12
18
18
18
21
18
24
12
24
36
39
42
0
0
6
6
18
CHE Code: 12-XX
Campus Code: XXXX
County: XXXX
Degree Level: XXX
CIP Code: Federal - 000000; State - 000000
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IUPUI SCHOLARSHIP AWARDING POLICIES
Indiana University Purdue University Indianapolis (IUPUI) provides undergraduate scholarships to students who are
degree seeking and currently enrolled through funds provided by University general funds, the federal and state
government, and private donors, including the Indiana University Foundation.
RATIONALE
Student recruitment and retention are key components of the University's strategic plan. University scholarships
must be leveraged to insure the maximum utilization of funds to meet the University's enrollment goals to attract
students of high ability, students who will contribute to the diversity of the student population, and to remove
financial barriers to attendance in order to maintain access for qualified students. In order to accomplish these
goals, a high level of coordination in the awarding of scholarships is required. University procedures need to be
clarified to enhance overall coordination of scholarships with the individual schools and personnel involved in the
scholarship awarding process across the IUPUI campus.
WHO SHOULD KNOW THESE POLICIES

Chancellor

Vice Chancellors

Deans

Directors/Department Heads

School Scholarship Coordinators

Office of Student Scholarships Staff

Office of Admissions Staff

Office of Student Financial Services Staff

Undergraduate Students

Graduate Students

Development Officers

Fiscal/Business Officers
IUPUI AWARDS TIMELINE AND RATIONALE
To offer the best possible student service while awarding institutional aid in the timeliest fashion to maximize benefit
to both the student and university, please note the following timelines.
 Student Aid releases 10 days prior to the start of classes for each academic term.
Fall Scholarship Awards
March 1st (Incoming Freshman): Departmental awards should be entered into the Departmental Entry system via
SIS no later than March 1st to ensure that scholarship awards will appear on the Incoming Freshman’s Financial Aid
Award Notifications. This will better serve both the student and IUPUI as this will provide a more accurate account of
the student’s Financial Aid for the academic year and will serve to increase the probability of the student’s
matriculation.
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June 1st (Continuing Students): Departmental awards should be entered into the Departmental Entry system via
SIS no later than June 1st to ensure that scholarship awards will appear on the Continuing Students’ Financial Aid
Award Notifications. This will better serve both the student and IUPUI as this will provide a more accurate account of
the student’s Financial Aid for the academic year and will serve to increase the probability of the student’s retention.
July 1st : The final priority due date that scholarship awards should be entered into the E-Award departmental entry
system is July 1st as award notifications submitted by this date will appear on the student’s Fall Bursar Bill.
Mid-July: Anticipated Fall Bursar Bills are determined and released.
Early-Mid August: The anticipated due date of the fall Bursar Bills.
Although it is not always possible it is best for the student if the awards are determined prior to bills being released.
For Financial aid packaging purposes, it is also best to try to award the amount for the entire year at the
beginning, rather than a partial award in the fall and the rest of the award in the spring. It is often easier and
less confusing for the student to be packaged with academic year awards in the fall, rather than offering a spring
only award which may require an account adjustment in the spring to ensure there is no overaward.
Spring Scholarship Awards
November 15th: Departmental spring awards should be entered into the E-award Departmental Entry system no
later than November 15th to ensure that the scholarship awards will appear on the student’s Bursar bill. This will
better serve the student by eliminating any confusion on the Bursar balance date and the personal deferment option.
Please note awards entered after this date may not appear on the student’s Bursar account.
December 1st: The final priority due date that scholarship awards should be entered into the departmental entry
system via SIS is December 1st as award notifications submitted by this date will appear on the student’s Spring
Bursar Bill.
Mid- December: The anticipated due date for the Spring Bursar Bills.
Summer Scholarship Awards
April 1st: Departmental summer awards should be entered into the E-award Departmental Entry system no later
than April 1st to ensure that the scholarship awards will appear on the student’s Bursar bill. This will better serve the
student by eliminating any confusion on the Bursar balance date and the personal deferment option. Please note
awards entered after this date may not appear on the student’s Bursar account.
April 15th : The final priority due date that scholarship awards should be entered into the departmental entry system
via SIS is April 15th as award notifications submitted by this date will appear on the student’s summer Bursar Bill.
May 1st: The anticipated due date for the summer Bursar Bills.
Summer awards are to be processed in the same way as academic year awards. Summer awards also release 10
days prior to the start of the summer term. To be packaged with other financial aid and avoid any adjustments after
the disbursement date, departmental awards need to be entered into the SIS system by April 15th at the latest, using
the departmental entry page. This applies to any student who is enrolled and eligible to receive the awards for the
summer. Any award to be posted during a time of non-enrollment is discouraged; however, we know there are a few
exceptions. When using the Departmental Entry system in SIS please remember to take note of the red flags for
Summer FA terms. If you proceed with entering an award with no FA term built when the student is not enrolled, the
award will not release. If the student is eligible for the award without enrollment, contact the Office of Student
Scholarships for an alternate processing method to force the award to release into the student’s Bursar account.
SPECIAL SITUATIONS REGARDING TIMELY AWARDING
Situations where funds are not posted by departments or schools in time to meet the above deadline can still be
accepted and posted to a student’s accounts on an exception basis. However, aid entered after the stated deadlines
can negatively impact a student’s existing aid and result in delayed posting and possible late fees on the student
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account. It is expected that the Office of Student Scholarships (OSS) will work with the school scholarship
coordinator/fiscal officer to ensure compliance with this policy. The posting of award after the stated deadlines are
expected to be minimal. The late posting of scholarship funds will need to be awarded through the financial aid
system by the OSS. Extenuating circumstances and special situation exceptions can be granted only by the director
of the Office of Student Scholarships or designee.
POLICIES
The following policies govern the awarding of scholarships IUPUI.
1. Determining student financial need
The Office of Student Financial Services will be the Campus authority on determining student financial need.
The Office of Student Scholarships will be the department responsible for campus coordination,
determination of eligibility, and selection of recipients for merit and need-based scholarships (except for
those scholarship programs housed within the academic units).
2. Interpreting endowment agreements and donor language
a. Existing agreements
In order to meet the Campus’ strategic initiatives in relation to enrollment goals, the Office of Student
Scholarships will determine the usage of scholarship funds when the donor is silent on financial
need and merit requirements. Flexibility in awarding funds is critical to meeting the Campus’
enrollment goals on an annual basis.
The Office of Student Scholarships, in conjunction with the Indiana University Foundation, will be the coordinating
office for questions regarding interpretation of scholarship language in existing donor agreements with respect to
scholarship awarding requirements. Office of Student Scholarships will make determinations of awarding, manage the
overall process, and respond to outcomes of the decisions when required (except for those scholarship programs housed
within the academic units).
The Office of Student Scholarships’ goal will be to insure proper stewardship of funds based on donor wishes while
meeting enrollment management strategic goals. Please note that executors, friends, and family members of the donor
or his/her estate cannot add to or change criteria or compel the Campus to administer the funds in a way that differs
from the donor's written wishes.
b. New scholarship agreements
In order to meet the strategic goals of the Campus, development officers should directly consult with the following
Campus units when scholarship agreements are being created:
 Academic Dean (or designee)
 Office of Student Scholarships
 Indiana University Foundation
3. Centralized disbursement of scholarships, grants, awards, and prize payments
IUPUI policy, in compliance with federal student aid regulations, requires that all scholarships, grants, awards, and
prize payments to IUPUI students be made through The Office of Student Financial Services (and/or their academic
department designee).
4. Timely awarding of scholarship funds (merit and need-based)
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In order to meet the strategic enrollment management goals in relationship to the recruitment and
retention of undergraduate students, merit scholarships from departments or schools shall be
determined by March 1st of each year and awarded (at least in an anticipated status) at that time so
the awards will be reflected on the incoming student’s financial aid notification letter. All scholarship
aid for continuing students should be determined by June 1st of each year and awarded (at least in
an anticipated status) at that time so the award will be reflected on the IUPUI student’s financial aid
notification letter.
5. Private Donor (External) Scholarships
a. Notification
It is the responsibility of a student to notify the Office of Student Scholarships of the award of a private donor
scholarship. The student should submit the following information in writing: name of the award, amount of the award,
and the term for which the award will be paid. Once the Office of Student Scholarships has this information, a
placeholder will be posted to the student’s account and adjustments to other aid will be made if necessary.
b. Timely posting of private scholarship funds
Private scholarship payments will post to a student’s account within 5 to 7 business days of receipt if
the Office of Student Scholarships received previous notification of the private donor scholarship. If
prior notification of the award was not received, there may be a delay in posting in order to adjust
existing aid on a student’s account and to insure the student’s account falls within federal, state, and
institutional guidelines of aid eligibility.
6. Additional IUPUI Awarding Policies
a. Any funds awarded by the institution to an IUPUI student, regardless of the timing of awards, are considered a
resource with the limited exception of prizes (defined below). This includes scholarships, fellowships, fee waivers,
and all monetary benefits with the exception of wages for service to the University which must be paid through
Payroll. http://ifap.ed.gov/fsahandbook/attachments/1011FSAHbkVol3Ch8.pdf. This is based on the Department of
Education’s (DOE) definition of Estimated Financial Assistance and on the Packaging Federal Financial Aid
regulation.
b. Regardless of the timing of an award, it must be attributed to the enrollment period it was intended to cover even if
that period has ended. SIS award entry is restricted to one week prior to the last day of each academic term. Please be
aware of entry deadlines provided by OSS. (Refer to Procedural Manual)
c. An IUPUI student may receive institutional funds intended for periods of non-enrollment (usually summer) if this is
consistent with the purpose of the funds.
d. IUPUI strives to comply with the intent of donors when administering funds to students and others on their behalf;
however, donor intent, no matter how specific or strongly worded, may not supersede the University’s obligation to
meet federal regulations that apply to students receiving federal financial aid.
e. The regulations for federal financial aid recipients allow for certain limited exceptions, as well as the manipulation
of loan funds for accommodating additional resources and resolving overawards. Evaluation of the circumstances and
determination of appropriate treatment is at the discretion of the financial aid office. It is important to note that any
awards made by the institution are considered as awards made by the financial aid office—not by an outside entity.
Based on DOE Overaward guidelines.
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f. It is the IUPUI department/academic unit/school’s responsibility to monitor the expenditures on their accounts
including scholarships/fellowships awarded, disbursed, adjusted, or cancelled.
DEFINITIONS
Scholarship
Financial support based on academic achievement or other
criteria that may include financial need. Depending upon the
funding source, either the university or the donor of the
scholarship sets the criteria for recipient selection. Proceeds of
the scholarship offset the cost of the student's education for an
upcoming or current academic year, depending on when the
student receives the funds. Example: Departments, schools, or
the Office of Student Scholarships select recipients based on the
criteria of the scholarship agreement (major, grade level, grade
point average, financial need, or a combination of other restrictive
criteria). Credit for the scholarship is reflected on the student's
invoice for tuition/fees and/or housing.
Grant
Financial support based on financial need or other criteria that
may include academic achievement. A grant recipient is selected
based on specific criteria, which is typically set by the federal or
state governments or the university. Generally the proceeds of the
grant are used to offset the cost of a student's education for an
upcoming or current academic year for performance or criteria
met during the previous academic year. Example: The Office of
Student Financial Services selects a recipient based on financial
criteria and/or grade level and cumulative grade point average as
well as other criteria. Credit for the grant is reflected on a
student's bill for tuition/fees and/or housing.
Award
Any funds, such as scholarships or grants, awarded by the
institution to a student with the limited exception of prizes (defined
below).
Prize
Payments or winnings based on a contest or other criteria and
which does not include the following requirements:
 The recipient is required to use the disbursement for
educational purposes.
 The recipient has to be a student to win the prize.
 The contest is related to the student’s university courses
or degree completion.
Cost of Attendance (COA)
The cost of attendance for a student is an estimate of
educational expenses for the period of enrollment and
provides an upper limit on financial resources. Expenses
include tuition and fees, books and supplies,
transportation, room and board, and personal expenses.
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Expected Family
Contribution (EFC)
Financial Need = COA EFC
Financial Aid Package
The EFC is determined by federal formulas applied to
student-supplied data on the Free Application for Federal
Student Aid (FAFSA). Changes to the FAFSA data
components may be made on appeal when the student’s
and/or family’s financial circumstances change. Appeal
approval or denial is solely at the discretion of the
financial aid office.
Need is defined as the difference between cost of
attendance (COA) and the expected family contribution
(EFC). A student with federal aid awarded on the basis of
need cannot have total resources in excess of
need. All resources count toward need
with the exception of non-need-based
federal and private student loans.
Depending on the student’s individual
situation, financial need may be affected
by adjustments to COA or EFC. Unmet
need is need not met by financial aid or
other resources.
The combination of federal, state, and institutional aid awarded to meet a
student’s need or to cover the cost of attendance is referred to as the
‘financial aid package.’ Resources from any other source, e.g.
scholarships from Rotary Club, departmental fee remission, etc., must be
accommodated in the package within the restrictions that apply based on
the student’s eligibility, need and types of federal aid awarded. Just like
COA, a student’s financial aid package covers a specific period of
enrollment.
Additional Information on awarding practices with more specific instruction can be found in the IUPUI Scholarships and Fellowship Awards Procedural Manual
linked on the IUPUI website at http://www.iupui.edu/~scentral/scholars/depts.html
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REVIEW OF UNDERGRADUATE DEGREES WITH A THREE (3) YEAR AVERAGE OF FEWER THAN 10
GRADUATES
DRAFT POLICY
In 2011, the Indiana Commission for Higher Education was granted authority to disapprove degree programs, in
addition to their existing authority to approve programs. Consistent with the intent of this authority, IUPUI will
review undergraduate degrees that have a 3 year average of fewer than 10 graduates. Schools retain the right to
employ higher minima than used by the campus to determine degrees which should be suspended or
discontinued.
Definitions
 Suspended – no admissions allowed for a period of up to three years. Such a suspension allows time for
program faculty to make a determination of whether the degree/major program will be re‐opened or
permanently discontinued. A report and proposal is due to the Chief Academic Officer at the end of the specified
time period to re‐open a program. Otherwise, the school will request that the program be discontinued at the
end of the specified time period.
 Discontinued – a request to permanently close a program and discontinue degree/major activities.
Review Procedure
During their lifespan, academic programs become integrated with other academic programs and student
services. The suspension or discontinuation of an academic program must be managed so as to minimize any
potentially adverse impact on students enrolled in the program, on applicants admitted to the program, and on
faculty and staff.
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Each September, the Office of the Registrar will provide the Deans with a list of degrees which have a 3 year
average of fewer than 10 graduates. Feedback will be required by December of the same year.
The academic unit will review the list and communicate to the Registrar one of three possible actions with
respect to each degree program:
1. Suspend Admissions
2. Discontinue Program (with a Graduation Plan)
3. Request Exemption from Suspension/Discontinuation
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Suspending Admissions: Admissions will be suspended for up to three years. At the same time a
program suspends admissions, the Registrar will provide communication and action on any related
academic components like a pre-major in UCOL, related Certificate program, affected minors, etc.
The Registrar will coordinate updates to the Student Information System making the suspended
program unavailable to the online Admissions application effective for the appropriate/approved
term. By taking this action, new students are not admitted to the program while students currently in
the program are allowed to graduate.
 By no later than the end of three years, the program faculty must submit to the Chief Academic
Officer a proposal to re-open admissions or a request to the Registrar to discontinue the program.
Discontinuing a program:
 Admitted Students:
 Students who have been admitted to or accepted into the program at the point the decision is
made to discontinue the program will not be allowed to enroll in it.
 These students will instead be notified by admissions and advised by admissions/the academic
unit about other alternatives or closely related majors that are prepared to enroll students from
the discontinued major.
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The original admitted program will be updated with the “new” program.
The Registrar will coordinate updates to the Student Information System making the program
unavailable to the online Admissions application effective as of the appropriate term so that new
students will no longer be admitted to the program.
 Students who were at one time in the program and have stopped-out will be advised to a new
program upon their return.
 Enrolled Students: The program will be made available to students for a period of time long
enough to allow those in the pipeline to complete.
 As the number of continuing students declines and as the program winds down, planning should
be in place for alternatives to current requirements, if needed.
 Students currently in the program will be allowed to graduate.
 Once the last student graduates, the program will be discontinued in the Student Information
System.
Requests and rationale for allowing a program to continue will be forwarded to the Chief
Academic Officer who will review the responses from the school. Examples of rationale for
continuation include:
 Recently implemented degree
 Enrollment patterns in the degree indicate an increase in degree production is anticipated
 Degree meets a specific workforce need
 The degree can be offered at minimal cost to the department, school, campus
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If the Chief Academic Officer determines sufficient justification was provided, he/she may grant
approval for the degree to continue.
If the Chief Academic Officer determines that a school has not provided sufficient justification for
continuing the degree, he/she will consult with the school about the appropriate process for
discontinuing the degree.
APPENDIX A: The Undergraduate Admissions Timeline
Advance planning is helpful to fully consider students who are in the pipeline and may be making college
choices based on programs available at IUPUI. There are four milestones to keep in mind:
(1) About 18 months prior to the Fall term of enrollment, the UG Office of Admissions begins distributing
information to prospective students, including information about available majors.
(2) About 15 months prior to the fall term of enrollment, the UG Office of Admissions begins finalizing print
publications for distribution during the admissions cycle September through May.
(3)About 12 months prior to the Fall Term of enrollment applicants begin applying, including selecting
intended majors, and begin confirming enrollment.
(4) Between 4 and 12 months prior to the Fall Term of enrollment new students are confirming their decision
to enroll and are being assigned an academic plan for advising purposes. At this point of commitment a
student may have made a decision to attend IUPUI based on a program advertised as available to new
students. The student’s notification deadline is May 1 prior to the fall term of enrollment.
With these dates in mind, the goal is to approve all suspensions, discontinuations, and exemptions by
April so that new admits may be advised.
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