Joint Boards Articulation Commission

Meeting Summary Notes
February 16, 2000
Chemeketa Community College
Salem, Oregon


Members Present
Jon Carnahan, Linn-Benton Community College
Jim Arnold, Oregon University System
Roy Arnold, Oregon State University
Craig Bell, Portland Community College
Liz Goulard, Chemeketa Community College
Sheldon Nord, Oregon Institute of Technology
Mark Wahlers, Concordia Universtiy
Elaine Yandle-Roth, Community Colleges and Workforce Development

Guests Present
Kathy Campbell, Chemeketa Community College
Sam Collie, Portland State University
Tamara Dykeman, Oregon Community College Association.
Jerry Berger, Chemeketa Community College


Call to Order

The meeting was called to order by Chair Jon Carnahan.

1. Summary Notes for January 19, 2000

Members agreed to accept the minutes with any changes being e-mailed to Elaine and Jim by next week. If none are received the summary shall stand as written.

2. Degree Audit Reporting System (DARS)/Course Applicability System (CAS) Demonstration

Jim Arnold presented a demonstration of the DARS/CAS software , produced by Miami University in Ohio, which allows students to do "what ifs" in planning and tracking their degree progress. CAS is the web interface for DARS, so a community college student is able to check their progress toward a four-year degree. PSU is the furthest along in Oregon in implementing DARS, but currently only advisors will have access to it. The University of Oregon has also purchased DARS. Automation of degree auditing functions is more efficient, but also makes articulation easier. Unfortunately DARS is not within the financial capabilities of all community colleges. Cost of data entry and maintenance personnel were noted as barriers in addition to the annual license cost. A separate appropriation to fund the combined systems was suggested as a solution. Banner is the software most commonly used in the state, and likely any degree audit discussion should probably start there.

3. Student Services Action Team/Financial Aid Issues

Kathy Campbell (Chemeketa Community College) and Sam Collie (Portland State University) joined the JBAC for a discussion of the Student Service Action Team's recommendation on several issues.

Co-Enrollment and Matriculation of Co-Admit Students
Linn-Benton and OSU have over 300 students in their joint program, making it the largest such program in the state. The process for developing the joint agreement began by looking at what bumps could be eliminated to smooth the process for students. Financial aid issues included: who is home and host?; business office issues: like who pays and how they are billed?; registrar office issues: like where grades are kept?; and what are the standards for satisfactory academic progress?

The Oregon Student Assistance Commission (OSAC) was tentatively approached to serve as a non-partisan entity for data-keeping purposes. It was anticipated that loading co-enrolled student data into a central database, along with what courses those students are taking, what grades they receive--and having that fed back to the colleges might be an efficient process. It is currently a manual process requiring person-by-person entry. OSAC has explored the possibility of a co-enrolled student database, and met with 35 financial aid administrators to examine what it would take to implement new processes. They have divided into two committees ("data sharing" and "legal issues"). They had come to consensus that there would need to be a student release for OSAC to be able to share student data. Colleges would have to amend their current applications. Basic philosophical differences surfaced on how this process should be structured.

Common Residency Requirement
Washington and California both have standard residency policies across postsecondary sectors. Noted for options, in Oregon, were: raising all institutions to a 12 month requirement; changing the OARs that would allow OUS institutions to lower the number of months to establish residency; and/or instituting a new policy regarding direct transfer from community colleges

Discussion of the issue should be noted in the annual report to the Joint Boards of Education stating that the issue had been researched and a workable solution has not been found given the current financial implications. Timing of such a change is not right.

Collie and Campbell were asked to draft a statement for JBAC approval. Liz Goulard stressed the value of Linn-Benton and OSU developing a model, which other colleges can learn from. It was also noted that the OSAC needs to design a screen and transport mechanism and that it isn't so important to agree on the data elements. The issue will be scheduled for an April or May JBAC meeting.

Craig Bell noted that one role for the OSAC is as a data warehouse. PIN numbers could be used to access student data when it has been released. Campbell noted that it might be possible to get special dispensation from federal and state FERPA regulations as a pilot. Both the legislature and governor are supportive.

Campbell noted that a statutory change is not needed.

HB 2993
Kathy Campbell and Jon Carnahan are both members of a new interim commission on student assistance. Elaine has been asked to draft a paper on barriers for the group. Liz Goulard noted that several JBAC documents spoke to the issue and should be referenced. Some of the issues include:

  1. A longer time period that should be covered to determine transfer status. Many students need to stop out.
  2. Amount of debt undertaken by students is a barrier to completion. Collie noted that front-end loading has been discussed nationally.
  3. The higher the cost of postsecondary education, the higher the debt. There are cultural issues dealing with debt causing some to want to pay as they go, therefore extending the time to get their degree. Collie noted that they hope to better educate student to debt management. He also noted that the goal of the students impacts their ability to pay off the loans. Computer scientists will be able to pay off their loans more easily than teachers will.
  4. Carnahan noted academic barriers to transfer. Students often take over a year to bring their skills up to college entry level taking up to 45 credits of developmental/remedial or, in the case of some program like nursing, prerequisite lower division courses before they start their degree. This uses up some of their eligibility. Campbell noted that some exceptions could be made for those students as well as major changes. It was noted earlier in the conversation

Satisfactory Academic Progress
Campbell said all campus policies were collected and it was surprising how much diversity was evident. Factors which vary between institutions include; the number of credits per term; GPA per term; and the number of terms a student can fall below the standard and still get financial. The drive to compete has in part been responsible for the increased diversity. Collie noted that computer systems are also driving the range of criteria determining satisfactory academic progress.

4. Credit for Prior Learning

The Credit for Prior Learning report has had discussion at both the community colleges Council of Instructional Administrators meeting and, more recently, the OUS Academic Council. Both groups have agreed that we need to move ahead with the concept, but need to have it reviewed on campuses and bring back the discussion to their groups and then to JBAC later in the spring. It was noted that there are philosophical differences in credit granting and acceptance of credit awarded by others. If a course were not designated as CPL on the transcript, this would not be an issue. It was also noted that transfer of courses is a different issue than satisfying degree requirements. The majority agreed that we need to limit discussion to acceptance of the credit and not colleges setting up programs to grant the credit.

5. Joint Boards Agreement

A Statesman Journal insert on OSU Statewide was discussed in relation to whether it meets the Joint Boards Agreement. The Oregon Network for Education (ONE) was also noted as an initiative that needs to be taken to the committee looking at possible update of the agreement. Members of that committee will include Holly Zanville, Terri Johanson, Ann Smart, Bruce Shepard, Elaine Yandle-Roth, and Jim Arnold.

6. Next Meeting

The next meeting will be held March 15 from 10:00 a.m. -2:00 p.m. at Chemeketa Community College.


Prepared by Elaine Yandle-Roth
Community Colleges and Workforce Development