Executive Policy 5.209 Executive Policy 5.209

Principles and Assumptions

1. Planning for student success.
   
   Campus, college, or program curricular changes must be made under a “Hold Harmless” principle. Students who maintain continuous enrollment in a program of study will not be required to modify their programs of study to accommodate changes in academic policy and curriculum at campuses, colleges, or in programs that occur during their programs of study. When conflicts or discrepancies emerge as a result of changes in the major or general education requirements between when a student begins at a campus and when they declare their major (meaning the difference between the catalog year of their matriculation and the catalog year of their major declaration) these issues will be resolved with the best interest of the student in mind while upholding requirements of the University of Hawaiʻi System. Provision may be made for medical or other emergency exceptions to continuous enrollment by appeal to the appropriate administrator at the campus involved.


2. Functioning as a System.
   
   The University of Hawai‘i System is a comprehensive statewide higher education system offering instruction in a variety of programs located at campuses on each of the major islands of the state. The University of Hawai‘i System is committed to functioning effectively as a system. This requires facilitating the informed and transparent transfer of students who desire to move among the various campuses, colleges, and schools in the University of Hawai‘i System in order to meet their educational objectives. University of Hawai‘i campuses are required by Board policy to eliminate unreasonable barriers to transfer (see BOR Policy 5.214).


3. Mission Differentiation.
   
   The higher education needs and desires of the people of Hawai‘i vary considerably and the contributions the University of Hawai‘i campuses make toward satisfying those needs and desires vary as well. The distinct contributions that campuses make toward meeting the educational needs of the state of Hawai‘i require that campuses offer courses and course selections aligned with these functions and that they employ admission and transfer criteria consistent with their distinct functions. For students wishing to transfer efficiently throughout the system, effective advising and counseling regarding such distinctions are essential.


4. Dynamic Academic Environment.
   
   An institution’s curriculum is not a static entity; as fields of study evolve, courses and degree programs are refined and changed. In addition, University of Hawai‘i programs and departments maintain active assessment processes intended to inform curriculum management. A natural byproduct of regular assessment and curriculum management is an academic environment characterized by frequent change.


5. Focus on Transparency.
   
   In order to facilitate informed and transparent transfer of students across a dynamic academic system, communication among programs and departments across the system must be regular and thorough. Accurate information about campus, college, degree and major requirements for each campus must be readily accessible to students, faculty, counselors and advisors across the system. Likewise, advising and counseling services on all campuses must be kept informed and updated of programmatic requirements across the University of Hawai‘i System.  Planned curriculum changes may impact current student’s course selection and thus it is critical that programmatic changes are made in dialogue with system counterparts to minimize the negative impact on students.


6. Campus Responsibility for Curriculum.
   
   Within the provisions of Board of Regents and University executive policies, each University of Hawai‘i campus has the authority and responsibility to determine its own curriculum, degree requirements, and related academic policies, and to ensure the integrity of its campus-based credentials. As a result, the curricula of the University of Hawai‘i campuses and colleges are a reflection of the wide variety of available programs of study and the knowledge, skills, interests and educational philosophy of their faculty, staff, and administration.


7. Role of Articulation.
   
   A primary purpose of articulation is to facilitate transfer of students and credits from one campus to another to meet core, major, degree or graduation requirements. Articulation policies and agreements are essential for a University system of campuses that operates with decentralized authority over curricula content and shared responsibility for academic policies. Such policies and procedures assist in the smooth progression of students toward degree programs in an environment of evolving curricular requirements. Articulation policy and practice must be implemented in a way that is fair to students and ensures ample time for notice and discussion with all University of Hawai‘i campuses prior to changes. Articulation is a complex matter and must involve faculty, staff, and administration.


8. Accreditation and Guidelines for Good Practice.
   
   The University of Hawai‘i System and campus policies and practices for the transfer of students and credits will conform to professional and regional accreditation standards (WSCUC, ACCJC) and, insofar as possible, will be consistent with the Joint Statement on Transfer and Award of Academic Credit adopted by the Council on Postsecondary Accreditation (COPA), the American Association of Collegiate Registrars and Admissions Officers (AACRAO), and the American Council on Education (ACE).


9. General Education.
   
   General education is fully articulated across the University of Hawai‘i System. Thus, both focus and foundation general education courses shall transfer seamlessly across the system.


10. Faculty Involvement.
    
    Articulation of curricula for the purposes of determining transfer credits is the responsibility of the faculty. The Faculty will apply their expertise to the evaluation of credits for the transfer and articulation process. Once initial evaluation of transfer credits has been completed, the faculty will be consulted regarding new course requests as needed.


11. Transfer Advising.
    
    Appropriate and timely academic advising is essential for all students and is particularly critical for students with baccalaureate degree goals who begin their careers at University of Hawai‘i Community Colleges. At the point a student at a University of Hawai‘i Community College has declared the intent to major with a four-year degree pathway, they should be provided with transfer advising jointly between the two-year and the four-year counselor/advisors to help identify the appropriate point of transfer.  The point of transfer may not always coincide with the granting of a two-year degree.


12. Coordination and Communication.
    Proposed changes in general education or degree requirements and other academic policies at one campus, college or program which affect students transferring from other University of Hawai‘i campuses must involve prior consultation with faculty and administrators affected by the changes. Consultation implies timely and active discussion with all affected parties prior to a final decision on the proposed change and the resolution of any possible articulation and transfer issues that may result from the proposed changes.


13. STAR
    STAR is the definitive source by which campuses will determine if classified, degree-seeking undergraduate students have met the degree requirements for graduation.  


14. Student Responsibilities.
    Smooth and informed transfer can only occur with the active involvement of the student. Students must be willing to avail themselves of available information. As active partners in the advising process, students are expected to seek out information regarding programs/majors, create an educational plan, and see an advisor/counselor regularly for academic advising.
    

Student Transfers

1. Upon Entry to a University of Hawai‘i Campus
   
   
   1. Transfer of Previously Earned Credits
      
      1. The University of Hawai‘i Systemwide transfer evaluation system (TES) will be utilized at each University of Hawai‘i campus to guide consistent evaluation of previously earned credits into the University of Hawai‘i System.
      2. Once evaluation and acceptance of credits earned at a regionally accredited non- University of Hawai‘i institution has been accepted by any campus, the decision will be shared with the other campuses to ensure the course aligns across both two and four year campuses. A process will be developed by a committee created to address articulation issues so that campuses coordinate decisions regarding what credits are awarded and a process for reviewing the transfer evaluation decisions. Transfer equivalency decisions will be honored by other campuses.
      3. In the case of a disagreement assessing transfer credit, a campus may request a new review of their transfer credits. In the event of a disagreement on previously awarded or unawarded transfer equivalency decisions, the decision will be made by the University Council on Articulation.
   
   
   2. Establishing a pathway or declaring a major for a four-year degree
      
      Students who begin at a two-year campus within the University of Hawai‘i System with the intent of transferring to a four-year campus and who have decided upon a four-year degree pathway shall be able to identify their intended major in STAR and lock in their degree requirements. The process of creating a four-year degree pathway is called pinning, meaning that a student can “pin” (or indicate) their future four-year major, even while at a Community College. The intent of early declaration of four-year degree pathways is to make the student transfer experience simple and predictable. Similar to four-year students declaring a major at their home institution, the intent of pinning is to create equity for transfer students. Pinning does not equate to admission to any selective admissions program with specific criteria for admission.
      
      
      1. At the point a program of study is pinned, the catalog year for the four-year degree pathway is established. The student maintains that catalog year, provided that:
         
         1. the student maintains continuous enrollment;
         2. and transfers within five years of pinning;
         3. the student does not elect to graduate under a more recent catalog;
         4. the program of study is not substantively modified by an articulation agreement;
         5. the program of study is not a selective admissions program.
      2. Only designated advisors or authorized faculty or staff are able to establish the pinned pathway including transfer advising.
      3. When a student establishes a degree path, all transfer credits and general education requirements are designed to achieve the four-year degree and STAR will identify the optimal point of transfer, which may be prior to the completion of the two-year degree. In the case of transfer prior to completion of the two-year degree, the student may be eligible for reverse transfer.
      4. Pinning at a University of Hawai‘i Community College does not impact the designation of a student’s home campus or major.
   
   
   3. Academic Suspension
      1. Students on academic suspension from a University of Hawai‘i campus may either sit out the semester they are suspended or attend another institution.
      2. Students who choose to attend another accredited college or university and wish to return to the University of Hawai‘i must meet the admission requirements of the University of Hawai‘i campus to which they wish to return.



2. Upon transfer from one campus to another within the University of Hawai‘i System
   
   
   1. Transfer students will be admitted to University of Hawai‘i Mānoa, Hilo and West O‘ahu based on the following criteria:
      
      1. Upon completion of requirements for admission and notification of acceptance; OR
      2. Upon Automatic Admission. A student may be admitted automatically from a University of Hawai‘i Community College, upon (1) completion of an Associate in Arts (AA) degree, the Associate in Applied Science (AAS) degree, or the Associate in Science (AS) degree with an articulation agreement with a four-year campus, or (2) with a cumulative GPR/GPA of 2.0 or higher for students classified as a Hawai‘i resident for admission and tuition purposes. The AA degree affords general admission to University of Hawai‘i Mānoa, Hilo or West O‘ahu with junior standing, but does not provide admission into selective admissions programs, which may require satisfaction of additional admission requirements.
         
         1. Students who accept the automatic admission offer will be exempted from paying an application fee or completing an application for admission to the four-year campus.
         2. The Office of the Vice President for Academic Planning and Policy monitors the Automatic Admission process.
         3. Automatic admission is extended to a student who:
            
            1. has 50 credits that are 100 level and above, including credits earned or in-progress;
            2. has greater than 12 or more institutional credits (at the student’s home campus) that are 100 level and above, including earned or in progress credits;
            3. has completed 45 of the 60 credits necessary to graduate with an AA degree, or are in their last semester at a University of Hawai‘i Community College.
         4. Students who have current academic actions (suspension or dismissal) at a four-year campus are not eligible for automatic admission.
         5. Students who have been offered automatic admission three times and have declined will not be eligible for automatic admission.
            
   
   
   2. Transfer between two-year campuses or between a four-year campus in the UH System to a two-year campus requires following the procedure for changing home campus.
   
   
   3. Transfer of Courses and Credits
      
      1. Courses and credits earned by a recipient of a University of Hawai‘i Associate in Arts (AA) Degree are accepted as fulfilling the lower division general education core (basic/area or foundations/diversification) requirements at all University of Hawai‘i baccalaureate degree- granting institutions. In the rare case when the credits associated with a course fulfilling a general education core requirement are not accepted for transfer by a receiving campus, the requirement is still considered to have been met.
      2. Within the University of Hawai‘i system, credits earned with a grade of “D” (not “D-“) or better will transfer.
      3. The student’s grade point average (GPA) is not transferable from one campus to another.
   
   
   4. Transfer of General Education Core Requirements
      1. Completion of general education core requirements (Foundations/Basic and Diversification/Area Requirements) at one University of Hawai‘i campus before transferring satisfies the general education core requirements at any University of Hawai‘i campus. The campus at which the student completed the requirements will verify fulfillment of the general education core.
   
   
   5. Transfer of General Education Course Designations
      1. Foundations Requirements
         1. The Multicampus Foundations Board oversees foundations requirements. It:
            1. Maintains the integrity of campus-to-campus articulation of Foundations courses through procedures that ensure that these courses meet the agreed upon hallmarks;
            2. Conducts annual reviews of approved campus Foundations programs;
            3. Consists of chairs of the campus Foundations Boards, or its equivalent;
            4. Selects a chair to serve a two-year term.
            5. The Office of the Vice President for Academic Planning and Policy (OVPAA) arranges for regular meetings of this Board.
      2. Diversification/Area Requirements
         1. University of Hawai‘i courses with diversification/area or equivalent designations that transfer to another University of Hawai‘i campus are accepted with the sending campus’ designation.
         2. A single course at any one institution can carry only one diversification/area designation, with the exception of courses with an embedded laboratory.
         3. Each campus will review its diversification/area designation criteria at least once every five years to ensure that its diversification/area categories and designation criteria remain consistent with those of other University of Hawai‘i System campuses, and will share this information with all other University of Hawai‘i campuses. The campuses will also make this information available to all campuses. The cross-campus transparency of this review will ensure that the course’s content and disciplinary methods remain consistent with its diversification/area or equivalent categorization.
      3. Writing Intensive (W) Courses
         1. Classes duly designated as Writing Intensive (W/WI) on any campuses within the UH system and numbered 100 - 499 are recognized as fulfilling W/WI requirements at all campuses within the system.
         2. In the rare case when the credits associated with a course fulfilling the W/WI requirement are not accepted for transfer by a receiving campus, the requirement is still considered to have been met.
      4. Hawaiian, Asian, and Pacific (HAP) requirements.
         1. The Multicampus Hawaiian, Asian, and Pacific (HAP) Board oversees HAP requirements. It is:
            1. Responsible for maintaining the integrity of campus-to-campus articulation of H-designated courses through procedures that ensure that these courses meet the agreed upon hallmarks;
            2. Responsible for conducting an annual review of approved campus H programs;
            3. Consists of chairs of the campus H Board, or its equivalent, from the participating campuses; and
            4. Selects a chair to serve a two-year term.
            5. The Office of the Vice President for Academic Planning and Policy arranges for regular meetings of this Board.
         2. Classes duly designated as Hawaiian, Asian, and Pacific Issues (HAP) on any University of Hawai‘i campus and numbered 100 – 499 are recognized as fulfilling H requirements at all campuses within the system.
         3. In the rare case when the credits associated with a course fulfilling the HAP class attribute are not accepted for transfer by a receiving campus, the requirement is still considered to have been met.
         4. Each campus approves its own courses for HAP designation.
      
      
   6. Courses
      
      1. Academic courses that are comparable in nature, content, and level offered by the receiving campus are transferable either as general credit or as credit for a specific course.
         1. Courses numbered 1 -– 99
            1. Unless such credit is specifically applicable to a degree, credit for courses numbered 1 - 99 are not transferable to a baccalaureate-level program within the University of Hawai‘i system.
            2. Should a student subsequently transfer into another program where such courses are not applicable, course credit will not count toward the new program and degree.
         2. Courses numbered 100 -– 499
            1. Credit for courses numbered 100 - 499 will transfer as baccalaureate-level credit within the University of Hawai‘i system.
            2. Credit may transfer as a general elective and may not always be applicable to specific degree or program requirements.
      2. If one campus changes the numbering of a system-wide articulated course, all campuses must be consulted prior to any implementation and disagreements will be resolved by the University Committee on Articulation.
   
   
   7. Reverse Credit Transfer within the University of Hawai‘i System
      1. Reverse transfer allows community college students who transferred to a University of Hawai‘i four-year institution before completing their associate of arts or associate of science degree to obtain that credential while progressing toward their bachelor’s degree. 
      2. The University of Hawai‘i Community College system will establish the criteria, guidelines, and a systematized process for automatic credit review and awarding of community college credentials to students who have met the community college program requirements after transferring to a University of Hawai‘i four-year institution.

Articulation Agreements

1. General Guidelines
   
   
   1. Campuses may enter into multi-campus articulation agreements.
   2. Committees comprised of faculty and staff from the participating programs and campuses will develop articulation agreements.
   3. The appropriate campus Chancellor/Provost must sign formal program articulation agreements between campuses.
   4. Agreements should contain provisions for periodic review and revision.
   5. Campuses implementing curricular changes must notify other University of Hawai‘i campuses when the changes are approved. There must be at least one full academic year between notification and implementation of the approved change to allow other campuses to initiate appropriate curricular changes. Notification must happen via the campus Vice Chancellor for Academic Affairs office and to the affected department on each of the campuses.
   6. Coordination and communication regarding curriculum changes must be undertaken to ensure no inter-campus conflicts are created via inconsistencies in course numbering systems.
   7. Details of the articulation agreement shall be entered into STAR so that pathways created will be clearly articulated.

Lead Responsibilities

1. Executive Responsibility
   
   The Office of the Vice President for Academic Planning and Policy has general responsibility for collaborating with and coordinating articulation and transfer procedures and policy for the University of Hawai‘i System. 
   
   
   1. The President delegates to the Chancellors/Provost executive responsibility for implementing this policy at campuses within the University of Hawai‘i System and fostering practices that facilitate informed course and student transfer, both between campuses and from a non- University of Hawai‘i campus to a University of Hawai‘i campus.
   
   
   2. Chancellors/Provost or their designees are responsible for ensuring that all relevant information is transmitted in a timely fashion to all system campuses as well as to the Office of the Vice President for Academic Planning and Policy (OVPAPP).


2. The University Council on Articulation (UCA)
   
   
   1. Charge and Purpose
      1. The University Council on Articulation is the University’s official forum for resolving operational issues related to the implementation of this policy.
      2. Recommendations of the University Council on Articulation are made to the Council of Chief Academic Officers (CCAO).
      3. The University Council on Articulation:
         
         1. Oversees and coordinates the University of Hawai‘i System articulation process;
         2. Oversees the inventory of articulated University of Hawai‘i courses and programs.
         3. Hears appeals as provided for in this policy; and
         4. Reviews this policy periodically and recommends changes to the CCAO.
   
   
   2. Articulation Issues
      1. Should any campus wish to appeal a determination on articulation of a particular course made by a second campus, the appeal should be made to the University Council on Articulation, which will provide procedures for hearing such appeals and resolving the disputes.
      2. Decisions of the University Council on Articulation that resolve specific articulation issues are final unless appealed in writing to the Vice President for Academic Planning and Policy.
   
   
   3. Policy Issues
      1. From time to time additional procedures may be needed to implement this articulation and transfer policy. The University Council on Articulation will monitor, clarify, and propose policies related to articulation and transfer as needed.
   
   
   4. Membership and Meetings
      
      1. Members of the University Council on Articulation are appointed by the Vice President for Academic Planning and Policy with the advice of the Chief Academic Officers. The campus Chief Academic Officers are encouraged to identify and recommend members from among faculty and academic administrators in consultation with appropriate campus faculty governance bodies.
      2. The Vice President for Academic Planning and Policy or designee shall convene the meetings of the University Council on Articulation at least once a semester or as needed.
      3. Representatives serve staggered three-year terms and may be reappointed.
      4. The University Council on Articulation shall include representation from registrars, STAR builders, student information system staff, transfer advisors, and others involved in transfer and articulation:
         1. Four members from the community colleges
         2. One member from University of Hawai‘i Hilo,
         3. One member from University of Hawai‘i West O‘ahu,
         4. Four members from University of Hawai‘i Mānoa,
         5. Two members from the CCAO (one representing the community colleges and one from a baccalaureate degree granting campus),
         6. One member from the Registrar’s group
         7. Two undergraduate student members (one representing the community colleges and one from a baccalaureate degree granting campus),
         8. One member from the All Campus Council of Faculty Senate Chairs, and
         9. One member from University of Hawai‘i System Academic Advising and Transfer Network (AATN). 
   
   
   5. Dissemination of decision-making
      1. The University Council on Articulation will report out to the Office for the Vice President for Academic Planning and Policy.
      2. The University Council on Articulation will also report any decisions impacting STAR to the STAR personnel. 


3. University of Hawai‘i System Academic Advising and Transfer Network (AATN)
   
   
   1. Purpose
      
      1. AATN promotes the dissemination of information among University of Hawai‘i campuses pertaining to student and credit transfer.
         
         1. AATN serves as a forum to exchange and share information about transfer practices across the University of Hawai‘i System and identify issues or concerns that may impact the smooth and informed transfer of students.
         2. This group will work with the Office of the Vice President for Academic Planning and Policy to develop common communication tools (e.g., websites, handouts) to inform and guide students in the transfer process. Recommendations of the Network are made to the CCAO.
      2. Membership
         
         1. Members of AATN are appointed by the Vice President for Academic Planning and Policy with the advice of the Chief Academic Officers.
         2. The Vice President for Academic Planning and Policy or designee shall convene the meetings of the Academic Advising and Transfer Network at least once a semester or as needed.
         3. Representatives serve two-year staggered terms and may be reappointed.
         4. AATN consists of two representatives from each University of Hawai‘i campus: one advisor/counselor and one transfer specialist.
            
            1. One representative from the University Center (UC) will be a representative, nominated from UC Directors.
            2. The Chancellor appoints the representatives for their campus.
         5. AATN selects co-chairs: one from a baccalaureate degree-granting campus and one from a community college for alternating two-year appointments.
      3. Meetings
         
         1. The Office of the Vice President for Academic Planning and Policy arranges for regular meetings of this Network.
         2. The Office of the Vice President for Academic Planning and Policy provides an opportunity for all University of Hawai‘i academic counselors, advisors, and transfer specialists to meet yearly in order to network and exchange information about degree, program, or college requirements on each system campus.
      
      


4. Campus Responsibilities
   
   
   1. Advising and Counseling
      
      1. It is the responsibility of each campus’ advising staff to be current regarding the articulation and transfer policies of programs, colleges, and campuses across the system.
      2. Campuses shall have practices in place to fully inform students about procedures for navigating smoothly through the system.
      3. Proactive Communication and Coordination
         
         1. Department/Division Chairs and coordinators of all programs, colleges, and campuses are expected to communicate and coordinate with other units in the system to discuss degree expectations and curriculum, and to exchange information on significant proposed changes in the curriculum as they are considered.
         2. Current lists of articulated University of Hawai‘i courses and those that meet General Education requirements are publicly displayed.
      4. Inter-campus Articulation Agreements
         
         1. Programs, colleges, and campuses are encouraged to enter into transfer and articulation arrangements with their counterparts at other units and to communicate these agreements widely across the UH System. These agreements form the basis for degree pathways in STAR.
            


5. University of Hawai‘i System Office Responsibilities
   
   
   1. The University of Hawai‘i System Office of the Vice President for Academic Planning and Policy supports the coordination and communication of articulation activities and practices, ensuring the transparent flow of information between campuses, and maintaining records of articulation policies and practices that are developed between campuses;
   2. It shall maintain a system-wide web- based articulation/transfer information system based on updates provided by each campus; and
   3. It shall ensure informed and smooth transfer of students throughout the University of Hawai‘i System.
   4. Coordinating articulation and transfer involves significant communication across campuses and requires regular meetings of professional and disciplinary colleagues to initiate and maintain working relationships and full understanding of program, college, and campus requirements. Communication and coordination is supported by the Office of the Vice President for Academic Planning and Policy in the form of appropriate technological assistance as well as fiscal support for needed onsite meetings.
   5. The Office of the Vice President for Academic Planning and Policy provides on-going institutional research to track patterns of student progress across the University of Hawai‘i System with special attention to the progress of transfer students to inform campus decisions.
      
      1. The responsibility for such research will be divided appropriately between the Office of the Vice President for Academic Planning and Policy and the individual campuses.
      2. The System office will track overall student movement across the system, and the individual campuses will monitor student entry into their respective programs.