PROCEDURE RC2006 - CREDIT BY EXAMINATION
Systems and Procedures
A Division of The Corporate Controller's Office
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Procedure RC2006 - Credit by Examination

Enrollment Management

Policy Steward facilitating procedure: University Registrar

Table of Contents:


GENERAL:

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. Educational Experiences in the Armed Services ( Faculty Senate Policy 42-98 ).

Another method involving a fee charged by the University is:

  1. Credit by Examination ( Faculty Senate Policy 42-50 ). A student at the University who has acquired substantial knowledge in a subject area may apply to the appropriate academic department for permission to take an examination in a specific subject. Credits earned by exam may be granted only where the student attains a grade of C or higher on the examination. An examination shall not be granted for any course previously completed for which a quality letter grade has been assigned, for any course completed under the audit ( Senate Policy 34-68 ) or satisfactory/unsatisfactory ( Senate Policy 49-60 ) grading schemes, for credit awarded under Senate Policies 42-80 or 42-90 , or for credit earned through the College Entrance Examination Board's Advanced Placement Program. Credit by Examination shall not be available for any course for which a student was in scheduled status for that class after the late drop date of the course, and is available only to degree or certificate-seeking students.

This procedure covers the requirements for the collection and accountability of the student fee for Credit by Examination at all University locations.

PROCEDURE:

COMPLETING AND PROCESSING THE CREDIT BY EXAMINATION FORM

An inventory of Credit by Examination Application forms ( Exhibit "A" ) is maintained by the Registrar's Office and distributed as requested to the College Deans' Offices, campus chief academic officers or campus registrars, as applicable.

Students desiring to add credits by exam to their academic record must obtain a Credit by Examination Application form from their college dean, campus chief academic officers or campus registrars (as applicable), and complete the form with the student name and number, college and major, the course name, number, and credits.

At University Park

The student must obtain the signature of his/her dean of the college in which the student is enrolled or the director of the Division of Undergraduate Studies if the student is enrolled in that division, and by the head of the department in which the course is taught. A provisional student obtains authorization from the director of the Division of Undergraduate Studies and the head of the department in which the course is taught.

At Non-University Park Locations

The student must obtain the signature of the chief academic officer or campus registrar and the head of the department offering the desired course.

The department head completes the department budget number so a portion of the fee can be properly credited. The department head's signature will assure that a special exam will be administered and graded.

FEES

At University Park

The required fees are paid at the department that will administer the exam. (Any checks are to be made payable to 'The Pennsylvania State University').

All three copies of the Credit by Examination Application form are validated at the department, and all copies are returned to the student. One copy will serve as a receipt for the student.

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

The revenue distribution for each Credit by Examination credit is:

$20.00 to the department budget number appearing on the Credit by Examination Application form, fund 10010, object code 020
$5.00 to 01-089-63, fund 10010, object code 020, project CBE
$5.00 to 00-001-67, fund 10010, object code 020

At Non-University Park

The required fees are paid at the Finance/Business/Bursar office at the campus.

All three copies of the Credit by Examination Application form are validated by the Finance/Business/Bursar office and all are returned to the student. A Pre-numbered Receipt is prepared according to the instructions in GURU

A Report of Cash Receipts (ROCR) is prepared per Administrative Information Services documentation detailing student names, course name and number, pre-numbered receipt number, and individual dollar amounts.

The revenue distribution of each Credit by Examination credit is:

$ 20.00 to the department budget number appearing on the Credit By Examination Application form, fund 10010, object code 020.
$5.00 to 01-089-63, fund 10010, object code 020, project CBE.
$5.00 to 00-001-67, fund 10010, object code 020.

The ROCR is "copied" to the department that appears on the Credit by Examination Application.

Nursing Exams:

If the Nursing department secures an examination from an external agency/source, the current rate being charged for the examination will be paid in full by the student and the total income credited to the department's (Nursing) budget. The cost for recording the exam onto the record will not change.

PROCESSING AFTER THE EXAM

When the student is ready to take the exam, the instructor is consulted to determine an appropriate time and location to take the test. Before the test is administered, the Credit by Examination Application form (validated for proper fee payment) is obtained from the student. After the test is given, the instructor must sign the form, return part 3 to the student and forward parts 1 and 2 to his/her college dean, campus chief academic officers or campus registrars (as applicable).

The signature of the instructor's college dean, campus chief academic officers or campus registrars (as applicable) on parts 1 and 2 is a request to the Registrar's Office to provide a grade card by the end of the current semester (within specified cut-off dates). Both copies of the Credit by Examination Application form are forwarded to the Registrar's Office.

Part 1 of properly completed Credit by Examination Application form is used to produce a grade card. The grade card for Credit by Examination credits is matched to the number 2 copy of the Credit by Examination Application form and returned to the instructor's college dean, campus chief academic officers or campus registrars (as applicable).

Upon receipt of the grade card and corresponding Credit by Examination Application form, the instructor is notified, the appropriate grade is circled, and the grade card is signed. The instructor's college dean, campus chief academic officers or campus registrars (as applicable) returns the grade card to the Registrar's Office for processing. The number 2 copy of the Credit by Examination Application form is retained in the college (or at non-University Park locations, the college dean offering the course).

The grades are entered to the student record via the student information system. The grade forms are filed each semester by student number with all other grade cards.

REFUNDS

Refunds will be processed on an exception basis only, upon the approval of the students' college dean, campus chief academic officers or campus registrars (as applicable). The fee is for administering and scoring the exam, not for passing it. Failing the exam therefore, is not cause for refund.

The Refund Request form is completed (per instructions in GURU) at the college dean's office, campus chief academic officers or campus registrars (as applicable) and must have all 3 copies of the Credit by Examination Application form attached before the Refund Request is forwarded for processing.

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

PROCESSING RETURNED CHECKS

See Procedure CR2002 - Processing Returned Checks .

AUDIT COORDINATION - FINANCIAL AND PROCEDURAL

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, as well as performing an annual audit that is submitted to the Assistant Controller.

RECORD RETENTION, DISPOSITION AND DESTRUCTION:

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.

EXHIBITS:

CONTACT INFORMATION:

For questions, additional detail, or to request changes to this procedure, please contact the Registrar's Office.

CROSS REFERENCES:


Procedure Status:

Date Approved: 04/13/15

Most recent changes:

Revision History (and effective dates:)