REGISTRAR CLINIC

2014 Fall SymposiumJune 2014

Kathy BucklewPolk State College

REGISTRAR CLINIC: OVERVIEW• Florida Statutes and State Board Rules

– Articulation and access– Graduation– Educational Scholarships, Fees, and Financial Assistance

• Counterfeit Diplomas and Transcripts• Retention of Records• Degree Audit• FERPA and Solomon• Best Practices

REGISTRAR CLINICFlorida Statutes

• K-20 Education Code – Chapters 1000-1013

http://www.flsenate.gov/Laws/Statutes/2013/Title48/#Title48• Administrative Rules

• Miscellaneous (Articulation)6A-10• Community Colleges 6A-14• Educational Equity 6A-19

REGISTRAR CLINICArticulation and Access –

Chapter 1007, F.S.

• F.S.1007.23(3)– Beginning with students initially entering a FCS

institution in 2013-2014 and thereafter– Each student seeking an AA degree must indicate a

baccalaureate degree program offered by an institution of interest by the time the student earns 30 semester hours

REGISTRAR CLINICArticulation and Access –

Chapter 1007, F.S.

• F.S.1007.24– A statewide course numbering system (SCNS) for

postsecondary and dual enrollment education in school districts, public postsecondary educational institutions, and participating nonpublic postsecondary institutions

– Improve program planning; increase communication among all delivery systems; facilitate student acceleration and transfer

• State Board of Education Rule 6A-10.043

REGISTRAR CLINICArticulation and Access –

Chapter 1007, F.S.

• F.S.1007.24(2)(b)– FCS institution associate in arts graduates shall

received priority for admission to the upper division of a FCS institution or to a state university over out-of-state students

REGISTRAR CLINICArticulation and Access –

Chapter 1007, F.S.

• F.S.1007.265– Any student with a disability, as defined in s.

1007.02(2), in a public postsecondary educational institution shall be eligible for reasonable substitution for any graduation requirement, for admission into a program of study, or for entry into the upper division where documentation can be provided the person’s failure to meet the requirement is related to their disability and …

REGISTRAR CLINICArticulation and Access –

Chapter 1007, F.S.

• F.S.1007.265 (continued)

… where failure to meet the graduation requirement or program admission

requirement does not constitute a fundamental alteration in the nature of the program.

REGISTRAR CLINICArticulation and Access –

Chapter 1007, F.S.

• F.S.1007.27– Articulated acceleration mechanisms

• Advanced Placement (AP)• Credit by Exam (CLEP)• International Baccalaureate (IB)• Advanced International Certificate of Education Program

(AICE)

• State Board of Education Rule 6A-10.024(7)

REGISTRAR CLINICGraduation

• State Board of Education Rule 6A-10.024 (4)(5)(6)– (4) Associate in Arts Degree– (5) Associate in Science Degree– (6) Applied Technology Diploma (ATD)

REGISTRAR CLINICGraduation

• State Board of Education Rule 6A-14.030 – Instruction and Awards in FCS Institutions

• Adds FCS institutions granting bachelor’s degrees

• College credit and advanced technical certificates

• Continuing workforce education• High school diploma (adult basic ed)

REGISTRAR CLINICAssessment and Accountability –

Chapter 1008, F.S.

Developmental Education

REGISTRAR CLINICAssessment and Accountability –

Chapter 1008, F.S.

Developmental Education not Required• Active Duty Military• Entered Florida Public HS 2003-4 and

graduated with a standard HS diploma from a Florida Public HS

REGISTRAR CLINICEducational Scholarships, Fees, and

Financial Assistance – Chapter 1009, F.S.

• Postsecondary Student Fees– s.1009.21 Residency for Tuition Purposes– s.1009.22 Workforce education postsecondary fees– s.1009.23 FCS institution fees– s.1009.25 Fee exemptions– s.1009.26 Fee waivers– s.1009.265 State employee fee waivers

REGISTRAR CLINICEducational Scholarships, Fees, and

Financial Assistance – Chapter 1009, F.S.

• Postsecondary Student Fees (continued)– s.1009.28 Fees for repeated enrollment in

developmental education courses– s.1009.285 Fees for repeated enrollment in college

credit courses– s.1009.286 Fees for excess hours

REGISTRAR CLINICResidency for Tuition Purposes

• F.S.1009.21 – Definitions– Qualifications

• 12 consecutive months immediately prior to his/her first day of class at an institution of higher learning

• “MUST” (Tier 1) and “MAY” (Tier 2) documentation

• State Board of Education Rule 6A-10.044• Guidelines on Florida Residency for Tuition Purposes

– http://files.flvc.org/pdfDocuments/manuals/ACC_Residency_Guidelines_October_24_2012.pdf

REGISTRAR CLINICCounterfeit Diplomas and Transcripts

“Diploma mills” and “Accreditation mills”

Council for Higher Education Accreditation (CHEA)http://www.chea.org/degreemills/default.htm

U.S. Department of Educationhttp://

www2.ed.gov/students/prep/college/diplomamills/diploma-mills.html

REGISTRAR CLINICCounterfeit Diplomas and Transcripts

• Detecting Fraudulent Documents– Assign practiced, experience personnel– Know what to look for and run through a mental

checklist• Preserving the Evidence

– “chain of custody” – Suggestions

REGISTRAR CLINICCounterfeit Diplomas and Transcripts

• Florida Statute 817.567– Misrepresentation of association with, or academic

standing at, postsecondary educational institution– 1st degree misdemeanor

• $1000 fine and court costs or may be imprisoned up to 1 year

REGISTRAR CLINICRetention of Records

• General Records Schedule GS5 for Public Universities and Colleges

https://www.flrules.org/gateway/ruleNo.asp?id=1B-26.003

REGISTRAR CLINICRetention of Records

• 1B-26.003, F.A.C. Electronic Recordkeeping

https://www.flrules.org/gateway/ruleNo.asp?id=1B-26.003

REGISTRAR CLINICDegree Audit – Lifecycle Value

• Admission – – How previously completed coursework or test scores

apply to their chosen program • Orientation –

– direct student toward best registration options• Advising –

– Advisers free to address social difficulties, improve study habits, and career advising

• Registration• Graduation Audit and Posting Degrees

REGISTRAR CLINICFamily Educational Rights and Privacy Act (FERPA)

• Education records of students• Student rights

– Right to inspect and review– Right to request amendment– Right to limit disclosure of personally identifiable

information (directory information)– Right to file a complaint with USDOE

• Institutional responsibilities

REGISTRAR CLINICSolomon Amendment

• Student Recruiting Information (any or all)– Student name– Address (local and/or permanent and email)– DOB and place of birth– Class level (freshman, sophomore, etc)– Academic major– Degree received– Most recent educational institution attended

REGISTRAR CLINICSolomon Amendment in relation to FERPA

Releasing student recruiting information under the provisions of the Solomon Amendment is different from releasing directory information under FERPA in that college must comply with requests for student recruiting information; they may comply with requests for directory information.

Best Practices/TipsOther Resources

High School CompletionWithdrawal Code High School Graduation Degree Seeking Financial Aid Dev Ed

ExemptionStandard High School Diploma

W06 Standard Diploma (Passed FCAT) Yes Yes Yes

W07** Special Diploma (Option One) No No*** No

W10 Standard Diploma (GED Exit Option) Yes Yes No

W27** Special Diploma (Option Two) No No*** No

W43* Adult Standard High School Diploma Yes Yes Yes

W52* Adult Standard High School Diploma (Alternate Assessment) Yes Yes Yes

W6A Standard Diploma (18-Credit College Prep) Yes Yes Yes

W6B Standard Diploma (18-Credit Career Prep) Yes Yes Yes

WFA Standard Diploma (18-Credit College Prep, Alternate Assessment) Yes Yes Yes

WFB Standard Diploma (18-Credit Career Prep, Alternate Assessment) Yes Yes Yes

WFT Standard Diploma (Accelerated, Alternate Assessment) Yes Yes Yes

WFW** Standard Diploma (FCAT Waiver) Yes Yes Yes

WGA Standard Diploma (GED Exit Option, Alternate Assessment) Yes Yes No

WXLStandard High School Diploma (Academically Challenging Curriculum to Enhance Learning (ACCEL) Yes Yes Yes

State of Florida DiplomaWGD State of Florida Diploma (GED only) Yes Yes No

W45* Adult State of Florida Diploma (GED) Yes Yes No

Certificate of CompletionW8A CPT-Eligible Certificate of Completion Yes^ No*** No

W08 Certificate of Completion No No*** No

W09** Special Certificate of Completion No No*** No

W44* Adult Certificate of Completion No No*** No

W53* Adult CPT-Eligible Certificate of Completion Yes^ No*** No

^ No LAP application, No athletics

• http://scns.fldoe.org/scns/public/pb_index.jsp Common course numbering• http://ged.fldoe.org/default.asp Florida GED• https://www.flrules.org/gateway/Organization.asp?OrgNo=6A 6A FLDOE Board

Rules (everything you ever needed to know is here)• http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Index&Title_R

equest=XLVIII#TitleXLVIII State Statutes

• http://www.fldoe.org/articulation/CCD/ FL High School course code directory (for those who have Adult High School completion)

• http://www.sacscoc.org/ SACSCOC • https://www.cu.edu/pubs/payroll/manual1/apendxb.html FICE codes by state • http://sat.collegeboard.org/register/sat-code-search# SAT/College Board• http://dlis.dos.state.fl.us/recordsmgmt/gen_records_schedules.cfm GS5 and all

the others• VERIFY A VETERAN https://www.dmdc.osd.mil/appj/scra/single_record.xhtml

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