3357:12-13-03-Automatic Awarding of Associate Degrees

A.POLICY

 

In accordance with Ohio Revised Code Section 3345.351, this policy outlines the procedures for reviewing student records to determine eligibility for an associate degree. The policy ensures that students who have completed the necessary coursework are identified and awarded the appropriate degree, even if they did not formally apply for graduation.

 

B.POLICY GUIDELINES

 

Scope:

• This policy applies to all undergraduate students who are currently enrolled at Zane State College or who have previously completed coursework at Zane State College that may fulfill the requirements for an associate degree.

Definitions:

• Associate Degree: A two-year undergraduate degree that typically requires the completion of at least 60 credit hours, including general education and major-specific courses.
• Advising Worksheet: A review of a student’s academic record to determine if the requirements for a degree have been met.
• Eligible Student: A student who has completed the coursework required for an associate degree, as outlined in Zane State College’s catalog, but has not yet been awarded the degree.

Policy Statement:Automatic Review of Student Records:

• Zane State College will conduct a regular review of student records to identify those who have completed the necessary coursework for an associate degree but have not yet been awarded the degree. This review will take place at the end of each academic term.

Notification to Eligible Students:

• Students identified as eligible for an associate degree will be notified by the Registrar’s Office via their official college email. The notification will include information on the degree for which they are eligible, the process for accepting the degree, and any steps they must take to finalize the award.

Student Opt-Out Option:

• Students may choose to decline the award of the associate degree if they prefer to continue working toward a bachelor’s degree or for any other reason. The notification will include instructions for opting out.

Retroactive Degree Award:

• If a student who previously attended Zane State College is identified as having completed the requirements for an associate degree, the College may award the degree retroactively. The Registrar’s Office will attempt to contact the former student to inform them of their eligibility and the process for obtaining the degree.

No Financial Obligation:

• There will be no additional tuition or fees required for students to receive the associate degree if they meet the eligibility criteria under this policy.

Procedures:Advising Worksheet Process:

• The Registrar’s Office will utilize the College’s advising worksheet to review student records and identify those who meet the criteria for an associate degree. This process will include verification of completed coursework, GPA requirements, and any other conditions specified in the College’s academic catalog.

Communication with Students:

• Eligible students will be contacted through their official College email with detailed instructions on how to accept or decline the degree. Follow-up communication will be provided as necessary.

Issuance of Degree:

• Once a student accepts the degree, the Registrar’s Office will process the award, and the degree will be conferred at the next available graduation date. A diploma will be issued and mailed to the student’s address on file.

Record Keeping:

• Zane State College will maintain records of all students who have been identified as eligible for an associate degree, including those who have opted out. These records will be kept in accordance with the College’s record retention policies.

Enforcement:

• The Registrar’s Office is responsible for ensuring compliance with this policy. Any disputes or issues arising from the application of this policy will be reviewed by the Office of the Chief Academic Officer, and decisions will be communicated to the affected parties.

Review and Amendments:

• This policy will be reviewed annually by the Registrar’s Office and may be amended as necessary to remain in compliance with state law and College practices.

C.POLICY HISTORY

This policy was implemented to ensure compliance with Ohio Revised Code Section 3345.351 and to provide students with the recognition of their academic achievements.

 

D.INITIATING DIVISION:

Registrar’s Office

 

E.POLICY REVIEWERS

• Office of Chief Academic Officer
• Registrar’s Office
• Faculty Senate

F.POLICY REFERENCES

 

• No forms referenced
• Ohio Revised Code Section 3345.351
• No connecting policies