CS 3.4.5 ACADEMIC POLICIES

In a letter[1] dated July 11, 2017, Dr. Denise Young requested that Palo Alto College respond to concerns raised by unsolicited information received by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), as is stipulated by SACSCOC policy.  These concerns raised questions for the SACSCOC Board of Trustees regarding Palo Alto College’s autonomy and the College’s ongoing compliance with six standards of the Principles of Accreditation.  This narrative responds to SACSCOC standard CS 3.4.5 (Academic Policies). Specifically, the SACSCOC Board of Trustees asks that the College respond to the following:

• Provide sufficient evidence that the transfer agreement with Alamo Colleges District (dated August 29, 2016) stating that courses from the other Alamo District Colleges be recorded as transfer credit (not institutional credit) is implemented.
• Provide evidence that a true institutional GPA is calculated and used in the determination of academic standing, honors for graduation, degree GPA, and federal financial aid.

Statement of Compliance: Palo Alto College is in compliance with this standard.  The case for response to the SACSCOC special request is structured as follows:

1. In all Palo Alto College transcripts issued after January 2017, courses taken at other Alamo District Colleges are recorded as transfer credit in alignment with the January 2017 Transcript Posting and Processing Service Level Agreement[2] between Palo Alto College and the Alamo Colleges District.
2. A true Palo Alto College institutional grade point average (GPA) is calculated and used in the determination of academic standing, honors for graduation, and degree GPA as outlined in both College publications and procedures. The Satisfactory Academic Progress policy for financial aid funds is in compliance with Department of Education regulations.

A.  TRANSFER CREDIT ON CURRENT PAC TRANSCRIPTS

The August 29, 2016 Memorandum of Understanding for the Joint Admisson and Transfer of Credits[3] outlines the joint admission and transfer of credits among Palo Alto College and the four other colleges in the Alamo Colleges District. However, after review by the College President, it was decided that this document did not sufficiently meet the requirements of the College. Subsequently, two agreements were created, each of these between Palo Alto College and the Center for Student Information (CSI).  These agreements were the Transcripts Standards Agreement[4], effective January 2017, and the Transcript Posting and Processing Service Level Agreement[2], effective August 2017.  Section II, E of the Transcripts Standards Agreement defines intra-district courses as transfer credit on the PAC transcript; section II, G, 4 in this agreement outlines the calculation and notation of institutional GPA on the PAC transcript. Effective January 2017, all PAC transcripts were reconfigured to reflect accurate listing of transfer credit and the designation of institutional GPA for both current and former students. 

Provided as evidence are six sets of Palo Alto College transcripts, each set containing a transcript sample prior to the implementation of the Transcripts Standards Agreement[4] and after the implementation of the agreement. Within each set, there is evidence of intra-district courses notated as transfer credit and institution-specific term and cumulative GPAs.

• Transcript Set 1[5]
• Transcript Set 2[6]
• Transcript Set 3[7]
• Transcript Set 4[8]
• Transcript Set 5[9]
• Transcript Set 6[10]

In order to clarify the changes to the PAC transcripts, the presentation Transcript Revisions[11] was shared with the College Executive Team[12] on February 28, 2017.

B. INSTITUTIONAL GRADE POINT AVERAGE  

As outlined above and included in the transcript examples, institutional GPA, both term and overall (cumulative), were added to the PAC transcript in January 2017. The method of calculation and the definition of institutional GPA are noted on the back of the transcript as follows: Institutional GPA--Term GPA is inclusive of all courses taken at the institution within the respective term. Transcript Totals GPA is inclusive of all courses taken to date in which a student received a performance grade of A-F. The method of calculation for the Institutional GPA is also published in the Academic Standards section of the Palo Alto College Catalog[13] and the Academic Standards section of the Student Handbook[14].

1. Use of Institutional GPA for Academic Standing, Honors, and Degree GPA

Academic Standing:  The definition of academic standing and the use of institutional GPA to determine academic standing is published in the Academic Standing and Probation section of the College Catalog[15] and Student Handbook Academic Standing/Probation/Dismissal of the College Catalog[16]. The use of institutional GPA to determine academic standing is also outlined in College Procedure S 13.0 Academic Standing Probation and Dismissal[17].

Honors:   The use of institutional GPA in the calculation of Honors is published in the Honors section of the College Catalog[18] and Student Handbook Honors section[19]. The use of institutional GPA and the award of honors is also outlined in College Procedure S11.0 Academic Honors Standing by Term[20]. Finally, the calculation of Latin Honors used for graduation is published on the college's Graduation Website[21] and College Procedure S 10.0 Graduation Application and Awarding Process[22]. Latin honors are officially documented as an institutional honor within each student’s academic transcript[23].

Degree GPA: The institutional GPA required for graduation is published in the Palo Alto College Catalog Degree/Certicate Requirements[24].  The use of institutional GPA for graduation is also published on the College's Graduation Website[25] and included in College Procedure S 10.0 Graduation Application and Awarding Process[26].

2.  Compliance with Title IV Funding Regulations

Federal Financial Aid:  In a letter[27] dated February 7, 2017, the Department of Education Compliance Manager for Region VI confirmed that Palo Alto College’s Satisfactory Academic Progress (SAP) policy is in compliance with Title IV Financial Aid Program requirements. Additionally, in May 2012 Palo Alto College was audited by the Department of Education, and this audit produced no policy violations with respect to SAP. The SAP standards and processes are published within the Financial Aid Quick Guide[28] in the 2017-2018 Palo Alto College Catalog. Please refer to the response for FR 4.7 Title IV Program Responsibilities for additional information.