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Implementing Academic Innovation –
Non-Traditional Calendars
Presented by:Rebecca Flake
WASFAA Conference
April 14, 2014
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Agenda
Definitions Academic Calendars Modules and Intersessions Standard Term with Modules and Non-standard Term,
Substantially Equal Awarding, Disbursing, and R2T4
Non-Standard Term, Not Substantially Equal and Non-Term
Awarding, Disbursing, and R2T4 Things to Consider
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Definitions
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Definitions
Term a period in which all classes are scheduled to begin and end
within a set time frame; generally a semester or quarter
Academic Year the number of instructional weeks and credits or clock hours
a full-time student must attempt in a school year
Instructional Week any period of 7 consecutive days in which at least 1 day of
regularly scheduled instruction, examination, or (after the last day of classes) at least 1 scheduled day of study for exams occurs
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Definitions
What is an academic calendar?
How an institution defines the calendar in which instruction is offered to students
Must be defined for each program of study
Can vary by program
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Academic Calendars
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Academic Calendars
Standard Term –
Quarter ranging between 10 and 12 weeks; but at least 9 weeks
Semesters ranging between 14 and 17 weeks Offered on set calendar Term lengths do not vary by more than 2
weeks (intersession exception) If quarters, award quarter credits; if semester,
award semester credits
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Academic Calendars
Standard term, continued-
Combine modules to make a term
Can attach an intersession
The payment period is the term and not the individual module (if module changes to non-standard term)
May award Title IV for some repeat coursework, if otherwise eligible
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Academic Calendars
Non-Standard Term, Substantially Equal –
Quarter or semester which are longer or shorter than standard length; term lengths do not vary by more than 2 weeks
Offer quarter credits in a semester or semester credits in a quarter
At least 9 weeks Generally administered the same as standard
term
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Academic Calendars
Non-Standard Term, Not Substantially Equal
Quarter or semester which are longer or shorter than standard length; term lengths vary by more than 2 weeks
Offer quarter credits in a semester or semester credits in a quarter
Administered as non-term
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Academic Calendars
Non-Term
Programs offered in clock hour
Overlapping terms or courses
Self-paced programs
Floating start and end dates
Most difficult to administer
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Academic Calendars
A program is required to be clock hours when -
Clock hours are required in the Federal or State approval or licensure process required to offer the program
Exception for limited program component
Completing clock hours is a requirement for graduates to apply for licensure or the authorization to practice the occupation that the student intends to pursue
The credit hours awarded for the program are not in compliance with the definition of a credit hour in 34 CFR 600.2
The institution does not provide the clock hours that are the basis for the credit hours awarded for the program or each course
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Modules and Intersessions
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Modules and Intersessions
What is a module?
A course that does not span the entire length of the term
Compressed course that is offered over a shorter timeframe than the traditional course offering
Must not overlap semesters to remain standard term
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Modules and Intersessions
Modules continued:
Generally the same amount of academic work in a shorter instructional period
Modules can work in a standard term calendar
Student may start modular course after term begins
The student may skip a module and not be withdrawn
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Modules and Intersessions
What is an intersession?
A period of time in which short optional courses are offered between longer standard terms
May only be attached to a standard term and make it longer than 15 weeks
Should not start or end during the standard term
Does not change a standard term into a non-standard term unless the intersession courses are required and not optional
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Modules and Intersessions
Intersessions continued –
Must attach to the same term for all students in the same program
Changes the end date of the loan period and R2T4 payment period, if the student enrolls
Credits for the intersession course are included in the enrollment status for the attached longer term – must include the intersession when awarding, if enrolled
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Modules and Intersessions
House with a Shed or Addition Analogy
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Standard Term with Modules and
Non-Standard Term, Substantially Equal
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Awarding - Standard Term with Modules and Non-Standard Term, Substantially Equal
Generally similar awarding with the exception of intersessions attachment to the standard term
Enrollment status for courses enrolled in the term – modular, full term, and intersession
Enrollment status may include limited repeat coursework – even within the term if needed
Cost of attendance is adjusted for periods of non-attendance – indirect costs and tuition and fees may differ from student to student
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Awarding - Standard Term with Modules and Non-Standard Term, Substantially Equal
Student may attend only the intersession and receive Title IV if they have sufficient enrollment status and COA
Pell Formula 1 or 3
Must recalculate Pell and CB for courses the student does not start – during the term, at the end of the term, or upon withdrawal
Modular schedule may increase number of recalculations
Enrollment changes late in the term must be considered
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Awarding - Standard Term with Modules and Non-Standard Term, Substantially Equal
May award loans for single term
The minimum loan period is the entire term even if the student only attends a single module
Loan Period: Scheduled Academic Year (SAY), Borrower-Based Academic Year 1(BBAY-1), Borrower-Based Academic Year 2 (BBAY-2)
Loan period end date will include the intersession as part of the term, if enrolled
Prorate loan awards only for final period of study
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Disbursement - Standard Term with Modules and Non-Standard Term, Substantially Equal
One disbursement of each fund type by term
Multiple disbursements within the term- if a single payment period loan and the school does not have a low
default rate; if it is in the best interest of student (by module) or; the non-standard term is longer than 4 months
Up to 10 days prior to the start of the term or later module
Disbursement for registered coursework if paid early and actual coursework if paid after class start
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Disbursement - Standard Term with Modules and Non-Standard Term, Substantially Equal
Delay disbursement until student begins their first module within term
Should not delay disbursements until student begins all courses or at least half-time
Clearly communicate disbursement policy to students enrolled in modules who will not receive disbursement at the start of the term
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R2T4 - Standard Term with Modules and Non-Standard Term, Substantially Equal
Perform R2T4 calculation when a student stops attending all courses at any point in the term
Official and unofficial withdrawals – all unearned grades
Calculation not required if student provides notification of intent to attend a module later in term unless they do not return
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R2T4 - Standard Term with Modules and Non-Standard Term, Substantially Equal
Review enrollment status for Pell recalculation
No recalculation required for loans unless not disbursed – consider revised enrollment status for loan PWD
If attendance taking or academic engagement monitoring - use the last day of attendance or last day of academic related activity as withdrawal date
May use midpoint if non-attendance taking or academic engagement monitoring
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R2T4 - Standard Term with Modules and Non-Standard Term, Substantially Equal
Use modules enrolled at point of withdrawal to calculate total days; excluding days on scheduled break and LOA
If only enrolled in modules 1 and 3, exclude days in module 2 when calculating total days
If enrolled in both term courses and module courses, use the longer period to calculate total days
Calculate tuition liability for enrolled modules based on institutional policy
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Non-Standard Term, Not Substantially Equal
and Non-Term
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Awarding- Non-Standard Term, Not Substantially Equal and Non-Term
Awards based on the lesser of a full academic year, program length or remaining period of study
Academic year awards are usually full-time
Pell Formula 4; Formula 5A for Correspondence
Must prorate all awards for periods less than a full academic year
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Awarding- Non-Standard Term, Not Substantially Equal and Non-Term
Payment period for loans only in final period of study
May not award funds for repeat coursework
BBAY 3
Advance grade level after successful completion of prior academic year
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Disbursement - Non-Standard Term, Not Substantially Equal and Non-Term
Pell may be disbursed by payment period
Loans limited to two disbursements at start and midpoint
Student must successfully complete the prior payment period in weeks and credit/clock hours
Failing grades delay disbursement
Disbursement up to 10 days before payment period if prior period is successfully completed
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R2T4 - Non-Standard Term, Not Substantially Equal
Perform R2T4 calculation when a student stops attending at any point during the payment period
If unequal disbursement schedule, use longer loan payment period and project the remaining Pell disbursement for the same period
Calculation not required if student provides notification of intent to return within 45 days unless they do not return
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R2T4 - Non-Term
Intent to return to a later module within 45 days
The payment period end date must be modified for additional coursework required due to failure
For clock hour programs, the numerator includes the scheduled clock hours to have been completed through the last day of attendance in the payment period; denominator is all clock hours in payment period
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Things to Consider
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Things to Consider
System programming considerations to accommodate non-traditional calendars:
Alternate course start and end dates within the term
Varying COA/need calculations
SAP calculations to consider all courses within the term
Transcript consistency
R2T4 considers alternative start and end dates
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Things to Consider
Drop and add periods for modules and intersession
Tracking initial attendance in all modules and intersession
Varying disbursement dates
Varying processing schedules
Crossover award tracking
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Things to Consider
Operational Considerations: Alternative billing processes and impact on institutional refund
policy
Impact on state-funded programs
New policies and procedures
Communication with impacted offices/departments
Communication with students
Implementation and compliance monitoring
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Things to Consider
Communication with students:
The possible availability of Title IV funds from the earlier award year if they start classes in a cross over period and the required application process; may need to complete two FAFSAs
The delay of disbursement of funds until their module begins
The SAP evaluation process is not impacted by modular courses – no early evaluations
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Questions?
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Thank You!Rebecca Flake
Senior Advisor Higher Education Services
Cooley, LLC202-776-2343