MACRAO Conference 2018 Using Transfer Grades to Improve Operations Steve Linden Registrar Oakland Community College

Presentation Points About OCC and Transfer-In Numbers Our Previous Transfer Practices Challenges These Practices Caused Changes in Curriculum and Prerequisites Created Urgency Transfer Grades Established Implementation of Transfer-Grade Usage Taking Transfer Grades Even Further Challenges Experienced and Expected

Oakland Community College and Transfer-In Numbers OCC has 5 campuses in Oakland County Over 100 associate degree and certificate programs available Almost 30,000 students enrolled in 2016/17 Academic Year* 75% of them degree-seeking* Over 5,300 students in 2016/17 transferred in credits to OCC* Colleague student information system Prerequisites are confirmed at time of registration and in later verifications Implemented StudentPlanning this Fall Semester * Source: MI School Data website

Previous Transfer Practices Our previous practices are likely similar to what many schools currently do. OCC used a TR mark for all transfer courses. Had a grade value of 2.0 since a minimum grade of “C” was required for a course to transfer. The same TR mark was used in all transfer instances. Advanced Placement (AP), CLEP, military coursework, articulated credits, etc. For the most part, this all worked just fine… mostly.

Challenges Practices Created While the TR mark worked fine in most instances, it also created some operational challenges. Health-related programs at OCC have restricted-entry requirements for admission to the program Scoring criteria used by the departments awarded different values based on the grade the student received in courses required for program admission. In instances where the course was transferred to OCC, it was necessary to view the transcript in the students file to find out what grade the student received. At OCC, students seeking admission into health-related programs make up a considerable percentage of the student population. But even these instances were manageable.

Changes Created Urgency In 2013, our Sign Language program instituted a minimum-grade requirement of “C+” for degree requirements and Sign Language course prerequisites. TR marks were no longer a reliable measure. Transcripts had to be reviewed to confirm what grade the student had received. In 2017, several of our health-related programs (including Nursing, Sonography, Radiologic Tech, and Surgical Tech) instituted minimum-grade criteria of a “B-” or higher for degree requirements and course prerequisites in their discipline. Even with student records on an imaging system, this was going to create challenges for degree auditing and prerequisite enforcement. During this time, OCC was already preparing to implement StudentPlanning, which puts degree-audit capability in the hands of students. Audits performed in StudentPlanning by transfer students would be inaccurate for these programs because the TR mark has a “C” value.

Transfer Grades Established Transfer grades were established to address these concerns. Rather than awarding a TR mark for transferred-in coursework, a transfer grade would be awarded based on the grade the student received. Grade on the Transcript Transfer Grade Entered Grade Value A TA 4.0 A- TA- 3.7 B+ TB+ 3.3 B TB 3.0 B- TB- 2.7 C+ TC+ 2.3 C TC 2.0

Transfer Grades Established In Colleague, the transfer grades were added to the existing grade scheme. The grade value is used only for degree-audit purposes and prerequisite purposes. It does not calculate into a student’s GPA. It also has no repeat grade value, so if a grade is transferred-in for a course a student has already completed at OCC, the OCC course is used for GPA calculation… even if a lower grade was received in the OCC course. For degree-audit programming, when a program is set up with a minimum grade requirement of B-, the TB- transfer grade works just the same. For prerequisite syntax, coding that looks for a minimum grade of B- will also recognize the TB- transfer grade just the same.

Implementation of Transfer Grades A few counselors were involved in early implementation discussions to gain their valuable feedback. The thought of going back and changing all old TR marks to new transfer grades for active students was quickly dismissed as unnecessary (and crazy!). Instead, as counselors would come across students with TR marks who need them changed to transfer grades, they would notify Registrar’s Office staff. The staff would then update the TR marks with the appropriate transfer grades. Prior to implementation, Registrar’s Office staff informed about the new transfer grades and received any necessary training. College-wide communications went out when implementation occurred.

Implementation of Transfer Grades StudentPlanning and registration processes utilize the transfer grades without the need for a counselor or a staff person to look up the student’s transcript. Faculty, coordinators and staff in the health departments and counseling staff have been very pleased with the usage of transfer grades. At first, transcript evaluators spent a fair amount of time changing TR marks to transfer grades, but making the change was a rather smooth process. In most instances, it was not necessary for the transcript to be reviewed due to transfer-course data that was already in Colleague. The TR mark still remains for instances when transfer credit is awarded for ungraded work. Military coursework is one of the most common examples. Another example would be credit awarded for certified licensures.

Taking Transfer Grades Further Within a few months of implementing transfer grades, we made a decision to begin awarding transfer grades based on AP scores. Previously, a TR mark was awarded for a score of 3 or higher. Using the CollegeBoard findings from comparability studies, the following transfer grades were awarded based on AP Exam scores: * Source: https://aphighered.collegeboard.org/courses-exams/scoring AP Exam Score* College Course Grade Equivalent* OCC Transfer Grade 5 A+ or A TA 4 A-, B+ or B TB 3 B-, C+ or C TC

Challenges Experienced and Expected Transfer-grade usage has gone very smoothly, yet we understand that there will be continuing need for TR marks to be changed to transfer grades. Prior students returning to OCC who have TR marks. Current students with TR marks switching to a program with grade requirements above a “C”. Future curriculum and prerequisite changes could result in more TR marks needing to be changed to transfer grades. The transfer grades being awarded for AP scores continues to be a topic of discussion. Specifically, for the scores of 3 and 4, why does OCC award the lowest grade value from the selection of grade equivalents?

Questions? Comments? Steve Linden Registrar Oakland Community College Email: smlinden@oaklandcc.edu