Systems and Procedures
A Division of The Corporate Controller's Office

Procedure AM2009 - Credit By Portfolio Assessment

Enrollment Management

Policy Steward facilitating procedure: Vice President and Dean for Undergraduate Education

Table of Contents:


In order to place students in courses commensurate with their abilities, and to recognize superior achievements, the University offers special opportunities for advanced placement credit acquisition. These include:

  1. The Advance Placement Program of the College Entrance Examination Board ( Faculty Senate Policy 42-92 ).
  2. The College-Level Examination Program of the College Entrance Examination Board (CLEP) ( Faculty Senate Policy 42-94 )
  3. Undergraduate Proficiency Examinations for Placement ( Faculty Senate Policy 42-50 [2] ).
  4. Educational Experiences in the Armed Services ( Faculty Senate Policy 42-98 ).
  5. Credit by Examination ( Faculty Senate Policy 42-50[1] ).
  6. Another method involving a fee charged by the University is:

  7. Credit by Portfolio Assessment ( Faculty Senate Policy 42-97 ). A student may prepare a portfolio of prior learning to demonstrate that he or she has the equivalent acquired learning as to what would be achieved comparable to that which would have been achieved by taking a departmental course. A faculty member assesses the portfolio and recommends the awarding of credit within academic guidelines.

This procedure covers the requirements for the collection and accountability of the student fee for Credit by Portfolio Assessment at all locations of Penn State University.



Credit by Portfolio Assessment forms ( Exhibit "A" or Exhibit "B" for the University College) may be downloaded from "Forms Locator" on GURU.

The Undergraduate Admissions Office develops and maintains a listing of courses for which academic units are willing to evaluate and award credits by portfolio assessment. The student may explore the possibilities of being evaluated for credits by portfolio assessment directly with the academic unit offering the courses.

Undergraduate students desiring to add credits by portfolio to their academic record must obtain a Credit by Portfolio Assessment form from the department or campus offering the courses to be credited by portfolio assessment and complete the area of the form designated to be completed by the student.

The student then submits the form and portfolio for assessment. Payment is made to the evaluating department or campus when the form is submitted per the designated fee schedule. (See "Fee Payment" below.)

Proper payment must be made at the time the portfolio and form are submitted to the department or campus. Upon payment of the appropriate fee, the amount of the fee is entered on the form in the "Fee Paid" block. The form is stamped "Fee Paid" and a copy is provided to the student. In addition, the department's or campus's budget number and ROCR number are entered on the form. All money must be secured, handled and deposited in accordance with University Policy FN01 .


A Report of Cash Receipts ( ROCR ) is prepared per the Office of Administrative Systems documentation detailing student names, course name and number, and individual dollar amounts.

The revenue distribution for each Portfolio review is **;

When Credit is Awarded

When credit is awarded fee schedule
Fee = $390 Budget Code
$200 (51%) 02 xxx xxXX resident instruction budget for faculty reviewer
$100 (26%) 02 xxx xxXX resident instruction budget for department, division, or campus
$ 40 (10%) 01 089 80UP University Park admissions
$ 50 (13%) 02 xxx xxXX resident instruction budget for academic services processing

When Credit is NOT Awarded

When Credit is not awarded
Fee = $390 Budget Code Use
$200 (51%) 02 xxx xxXX resident instruction budget for faculty reviewer
$100 (26%) 02 xxx xxXX resident instruction budget for department, division, or campus
$ 90 (23%) 02 xxx xxXX resident instruction budget for academic services processing
NOTE: Nursing students with RN or LPN licensure are exempt from this fee structure and will adhere to the existing fee structure established for nurses.

**Fees are to be placed initially into any general fund account until the awarding of credit is determined. Once the awarding of credit is determined, the Financial Officer completes a JV to transfer fees to the appropriate account.


The Department Head or Director of Academic Affairs designates a faculty member or committee to assess the portfolio and to recommend that credit be given based on the information provided by the portfolio.

If credit is to be awarded, the Department Head or Director of Academic Affairs signs the form. This signature assures that the portfolio has been assessed and credit granted. The form is forwarded per each college's procedure to the Undergraduate Admissions Office where appropriate credits are entered on the student's academic record.

If credit is not to be granted, the department or Director of Academic Affairs communicates directly with the student and may request that modifications or additional information be submitted. If the final resolution is that credit is not to be granted, "credit denied" will be written on the form by the person who assessed the portfolio.


Refunds will be processed on an exception basis only, upon the approval of the student's college dean. The fee paid by the student is for administering and assessing the portfolio, not for the receipt of credit. Denial of academic credit after portfolio assessment, therefore is not cause for refund.

The Refund Request form is completed at the office of the College Dean or Director of Academic Affairs and copies of the Credit by Portfolio Assessment form attached before the Refund Request is forwarded for processing.

NOTE: The budgets originally credited when the Credit by Portfolio Assessment fee was paid are to be charged on the Refund Request form.


See Procedures CR2002 - Processing Returned Checks .


The Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for working with Internal Audit when audits are being performed in the administrative area.


Record retention must be managed in accordance with Policy AD35 - University Archives and Records Management , and records schedules approved by the Records Management Advisory Committee, Office of General Counsel, and Office of the President. These retention requirements are the University's retention criteria, either derived or based upon federal, state, and local statute or regulations, industry standards, and business needs. Retention beyond recommended time periods require justifiable reasons and warrant review by the Records Management Officer or designee. All documents must be maintained in such a manner so as to provide ease of access for review, and to provide a suitable audit trail for all transactions.

Upon expiration of a stated period of time, documents must be discarded and/or destroyed, unless permission is granted by Records Management Officer or designee to retain the records. Archival records created more than 20 years prior to the current date must be reviewed before destruction. Units should also contact the University Archivist before discarding any document which may be of permanent or historical value to the University. To safeguard the privacy of individuals, documents that contain salary information, personally identifiable information (PII), or student records must also be shredded. See Policy AD53 - Privacy Policy and AD22 - Health Insurance Portability and Accountability Act for additional information regarding privacy and the protection of an individual's personal information. For documents that must be shredded, departments may arrange for Blue Bag service by contacting the Blue/White Shredding Program of the Office of Physical Plant. Exceptions to the practice are as follows:

Additional questions may be directed to the University Archivist or the Records Management Officer.



For questions, additional detail, or to request changes to this procedure, please contact the Director, Prior Learning Assessment.


Procedure Status:

Date Approved: 10/1/2002

Most recent changes:

Revision History (and effective dates:)