University of Southern Indiana
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Administrative Guide

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Policies and Enrollment Procedures for High School Instructors, Counselors and Administrators Partnering with the College Achievement Program

Table of Contents

Program Overview

Instructor Qualifications & Training

Instructor Responsibilities

Instructor Non-Compliance Policy

Benefits of Serving as a CAP Instructor

CAP Travel & Lodging Policies

USI CAP Liaisons

Student Qualifications & Pre-Requisites

ADA Policy

Student Costs

Student Enrollment Timeline

Student Enrollment & Billing Process

Responsibilities and Benefits of Being a CAP Student

Early Graduation Policy

Withdrawals and Refunds

Applying for Admission to USI

Transferability & Requesting Transcripts

USI's Core 39 (General Education Curriculum)

FERPA Regulations

High School Agreement Program

Questions & Troubleshooting

Program Overview

USI’s concurrent enrollment, or dual credit, program is called the College Achievement Program, or CAP. Only certain advanced level courses in each high school are offered as dual credit—students can receive both University of Southern Indiana (USI) and high school credit for enrollment in the designated high school course. The coursework for each CAP class contains all components of the equivalent on-campus course. CAP online applications and student permission forms are due by the following dates:

Deadlines to submit online CAP application and Student Permission Form:
Fall Enrollment Courses: Thursday, August 31, 2017
Spring Enrollment Courses: Friday, January 19, 2018

Instructor Qualifications & Training

High school teachers should possess an academic degree relevant to what they are teaching and at least one level above the level at which they teach, except when equivalent experience is established. Instructors teaching general education courses, or courses that transfer, typically hold a master's degree or higher in the discipline or subfield. If a teacher holds a master's degree or higher in the discipline or subfield other than that in which he or she is teaching, that faculty member should have completed a minimum of 18 graduate credit hours in the discipline or subfield in which they teach.
--Requirements from the Faculty Guidelines from the Higher Learning Commission, a commission of the North Central Association, USI's accreditor

Each high school instructor applying to become a CAP instructor must be approved by the appropriate USI department chair as adjunct faculty, and attend special training at USI before teaching a CAP course. Interested instructors should contact CAP staff for an application packet which will include a copy of the on-campus syllabus. Once approved, CAP instructors are asked to attend an annual professional development workshop.

To assist teachers in attaining the necessary graduate hours in the content area, USI has developed the CAP Graduate Fee Waiver to allow teachers to earn these hours at no charge. 

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Instructor Responsibilities

New Instructors:

Prior to teaching, new instructors attend discipline-specific training and orientation to course curriculum, assessment criteria, pedagogy, course philosophy with USI faculty in the content area. New instructors also attend a separate training with CAP staff to overview administrative responsibilities and procedures.

Returning Instructors:

All CAP instructors are expected to attend an annual discipline-specific workshop. Additionally, they are expected to adhere to the USI course content and/or assessment components of the courses they are teaching. Non-compliance occurs when any of the outlined CAP instructor expectations are not adhered to. (See the CAP Instructor Non-Compliance Policy)

All instructors must…

  1. Review USI rosters monthly to identify withdrawals and work with CAP Office and student to resolve drops;

  2. Work with the faculty liaison to develop a syllabus prior to offering the course, including all necessary course content and assessment components, and including a statement about the CAP option (sample syllabi are available from your liaison);

  3. Schedule a time each year for the faculty liaison to observe the CAP class (if students enrolled for USI credit);

  4. Present CAP details to students, either personally or via USI staff visit or digital presentation available online (www.usi.edu/cap);

  5. Assist with enrollment each fall (and/or spring, if applicable to the course);

  6. Provide course syllabus to all CAP students and direct students to the online Student Guide located at http://www.usi.edu/outreach/cap/capstudentguide;

  7. Distribute Welcome Letters to enrolled students and discuss the importance of myUSI, access directions included in the letter;

  8. Become familiar with FERPA regulations, found at the end of this handbook, and complete online FERPA training;

  9. Remind students to complete the online course evaluation at the end of the term;

  10. Enter final CAP grades online through myUSI by the established deadline (date will be emailed to you prior to the end of the course);

  11. Inform CAP staff of prolonged absences from the classroom (more than two weeks), so that the liaison can work with the substitute as required;

  12. Inform CAP staff if moving to a new school (approval follows the instructor and in most cases, more than one instructor may offer the same USI course in a school);

  13. Inform CAP staff if scheduling changes occur and an approved instructor is no longer teaching the CAP course; approval does not automatically occur for the new instructor. The new instructor must meet the USI criteria to teach the course, complete the appropriate paperwork, and attend the discipline-specific orientation and training prior to offering the course for USI credit.

  14. Complete periodic online training modules pertinent to CAP instructors as deemed by USI administration. 

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Instructor Non-Compliance Policy

All CAP instructors are expected to attend an annual discipline-specific professional development workshop. Additionally, all CAP instructors are expected to adhere to the USI course content and/or assessment components. Non-compliance occurs when any of the outlined CAP instructor expectations are not adhered to.

Workshops

The CAP staff will remind instructors of past workshop attendance and indicate when instructors might be in danger of non-compliance. The occasional absence due to other obligations is understandable; if the instructor attended the workshop the year before, CAP staff and the liaison will follow up with the instructor by phone or email. With prior approval from the faculty liaison and CAP staff, other events occasionally may substitute for the annual workshop (observing the course at USI, attending a conference in the discipline being taught for CAP, etc.).

In the event an instructor misses two consecutive annual professional development workshops and does not make arrangements to meet individually with the faculty liaison during this time, the following will result:

    1. The CAP staff will contact the instructor and the liaison to coordinate a meeting and will follow up with the liaison to be certain the meeting has taken place. An individual meeting with the course liaison can substitute for the annual workshop, if all workshop content is reviewed. The typical workshop stipend may be paid for the meeting, if it occurs outside the instructor's regular school hours.

    2. If the CAP instructor is unable to meet with the liaison, cancels the meeting, or is unwilling to find a time to meet, the CAP staff will advise the instructor that his/her course is in jeopardy of being cancelled, and CAP staff will again attempt to set up a time for the instructor to meet with the liaison.

    3. If the instructor misses two consecutive annual professional workshops and DOES NOT meet with the USI faculty liaison prior to the start of the succeeding academic year, the instructor will be put on probation for a one year period.  During the probationary period, the CAP instructor MUST meet with the liaison and/or attend the next professional development opportunity. The high school principal and liaison will both be informed of the probationary period and consequences of non-compliance.

    4. If, at the end of the probationary year, the instructor is still non-compliant, the CAP course is cancelled and the instructor is no longer considered a CAP instructor for that course. 

Workshop attendance is tracked for each discipline. For an instructor approved to offer CAP courses in more than one discipline, cancellation of one CAP course due to non-compliance does not automatically cancel other CAP courses the instructor offers. 

Course Content

If the faculty liaison and academic department have concerns regarding a CAP instructor’s adherence to the USI course content and/or assessment components, instructional issues will be addressed on a case-by-case basis, with the goal of assisting the CAP instructor in addressing the concerns. Concerns raised by liaisons will be addressed in the following manner: 

    1. The written documentation of the faculty liaison's concerns will be included in the annual site visit report that is submitted to the CAP Office. The report will be sent to the department chair and the instructor as well. 

    2. The CAP Office will coordinate a meeting between the instructor and the liaison to allow discussion of the concerns raised by the liaison. 

    3. The faculty liaison will follow up with the instructor, either through another meeting or through a classroom observation, to determine if the concerns have been addressed. An instructor stipend will NOT be paid for these meetings.

    4. If the concerns have not been resolved after the second meeting or classroom observation, the CAP Office and the academic department will place the instructor on a one-semester probationary period, and the faculty liaison will create an instructor improvement plan. Further meetings and classroom observations will follow as needed. The high school administration will be notified of the probationary status and the substance of the instructor improvement plan.

    5. At the conclusion of the one-semester probationary period, if the faculty liaison determines that the instructor has addressed, or has made significant progress toward the improvement plan, probationary status will be rescinded. The faculty liaison will continue to work closely with the instructor through meetings, classroom observations and the annual discipline-specific workshop. 

    6. If the faculty liaison determines that the instructor has not made progress toward addressing the concerns in the improvement plan, and the academic department determines that the course does not maintain University quality, USI credit will be withdrawn from the course for the subsequent academic year, and the instructor will lose his/her status as a CAP instructor in that discipline. The high school administration will be informed of the University's decision, and the CAP Office will work with the high school to identify another instructor, if appropriate.

If an instructor has been approved to offer CAP courses in more than one discipline, the faculty liaison for each area will assess adherence to course content and/or assessment components. Cancellation of one CAP course due to non-compliance does not automatically cancel other CAP courses taught by the instructor. 

An instructor who can no longer offer a CAP course due to non-compliance may reapply to be reinstated as a CAP instructor for the course, understanding he/she must go through the entire application and orientation process again.

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Benefits of Serving as a CAP Instructor

CAP instructors receive an Eagle Access ID Card; for more information, visit https://usi.sodexomyway.com/eagle/index.html 

Cardholders…

Instructor Stipends

Professional Development Stipends:

Stipends for attending CAP professional development outside of normal school hours are paid directly to the instructor. Attendance at a program lasting between 1 and 5.75 hours is paid at $25/hour. Attendance at a program lasting 6 hours or more is paid at $150/day.

Enrollment Stipends:

Enrollment stipends are paid at the end of the course (either January or July), payable to either the CAP instructor or to his/her school, as determined by the corporation’s policy. Stipends are based on the number of paying students who are enrolled in the USI course and the number of credit hours associated with the course. If, due to extenuating circumstances, a student is added to a year-long course in the spring, that student will be added to the fall enrollment numbers when enrollment stipends are processed. Students eligible for the Free/Reduced Lunch fee waiver are subtracted from the total number of students enrolled when determining enrollment stipends.

Enrollment Stipends 

0-9 CAP student  enrolled                                              $0 per course
10 - 30 CAP students enrolled                                        $100 per course
31 – 50 CAP students enrolled                                        $200 per course
51 - 70 CAP students enrolled                                        $300 per course
71+ CAP students enrolled                                             $400 per course

JRN & RTV sections running concurrently in the same semester with the same students enrolled will be paid as if a single section.


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CAP Travel & Lodging Policies

Mileage Reimbursement Policy for CAP Instructors When Attending Required Professional Development:
Mileage will be reimbursed if the traveler’s permanent home address (or other departure destination) is 30 miles or more away from campus or from the location of the workshop, if held off-campus. The traveler must email odometer readings and departure/return locations to the CAP office in order to be reimbursed.

Lodging Policy for CAP Instructors When Attending Required Professional Development:

One night’s lodging will be paid if the traveler’s permanent home address is 150 miles or more away from campus or from the location of the workshop, if held off-campus. The traveler must make lodging arrangements through the CAP office. Per diem will not be paid, unless a meal is not provided as part of the workshop.

USI CAP Liaisons

Below find the courses currently being offered through CAP, along with the USI faculty liaison assigned to each course. If you have questions pertaining to the course curriculum, contact the USI CAP liaison for the appropriate course. 

ACCT 201 - Dr. Tim Schibik, , 812-464-1880

HP 115 & 211 – Dr. Ethel Elkins, eaelkins@usi.edu
812-461-5329

BIOL 105 –  Dr. Brent Summers, bsummers@usi.edu
812-461-5405

HIST 101, 102, 130 – Dr. Cacee Hoyer, 
choyer@usi.edu, 812-228-5154

BIOL 133 – Dr. Henri Maurice, hmaurice@usi.edu
812-461-5231

HIST 140 – Dr. Tamara Hunt, tlhunt@usi.edu, 812-465-1202

BIOL 251 – Dr. Brent Summers, bsummers@usi.edu
812-461-5405

JRN 180 – Ms. Erin Gibson, emgibson@usi.edu
812-465-1125

CHEM 107/141/261 – Dr. Jeff Seyler, jseyler@usi.edu, 812-464-1923

KIN 281 & 282 – Dr. Renee Frimming, rfrimming@usi.edu, 812-465-1065

CMST 101/107 – Dr. Wesley Durham, wdurham@usi.edu,  
812-464-1739

MATH 111 & 112 – Ms. Carrie Andersen, clandersen@usi.edu
812-461-5432

ECON 175 – Mr. Tim Mahoney, tmahoney@usi.edu
812-464-1947

MNGT 141 – Dr. Tim Schibik, tschibik@usi.edu
812-464-1880 

ENG 101 – Ms. Brianne DiBacco, bmdibacco@usi.edu, 812-228-5135

PHYS 101 – Dr. Kenneth Purcell,  kmpurcell@usi.edu
812-461-5337

ENG 103 – Ms. Yu-Li Alice Shen, yashen@usi.edu, 812-228-5081

POLS 102 – Dr. Nicholas LaRowe, nllarowe@usi.edu
812-464-1727

ENG 105 – Dr. Julia Galbus, jgalbus@usi.edu
812-465-1225

PSY 201 – Dr. Amie McKibban, armckibban, 812-465-1222

FIN 208 - Dr. Tim Schibik, , 812-464-1880

RTV 150 – Mr. John Morris, jmmorris@usi.edu
812-461-5201

FREN 203 & 204 – Dr. Abigail Alexander, aalexander@usi.edu, 812-465-7027

SOCW 224 – Mr. Scott Wylie, rswylie@usi.edu, 812-422-1245

GERM 203 & 204 – Dr. Silvia Rode, sarode@usi.edu
812-465-7026 & Dr. Bartell Berg, bmberg@usi.edu
812-464-1738

SPAN 203, 204 – Dr. Manuel Apodaca Valdez, mdapodacav@usi.edu, 812-228-5038  

GEOG 112 – Dr. Jim Durbin, jdurbin@usi.edu, 812-465-1208

THTR 101 & 251 – Mr. Eric Altheide, eaaltheide@usi.edu
812-464-1750


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Student Qualifications & Pre-Requisites

Students enrolling in CAP should have a cumulative high school GPA of 2.5 (based on a 4.0 scale) and be junior or senior status. Also, students previously in CAP must have attained a USI grade of C or better to enroll in further coursework in the same subject area (i.e. English 101 and English 105).

Some courses have additional criteria. Those prerequisites can be found on our CAP prerequisites page.

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ADA Policy

Students with disabilities who meet the eligibility standards described above are invited and encouraged to enroll in CAP. Each high school retains the responsibility for providing and coordinating any accommodations or services as described in the student’s current IEP, 504 Plan, or similar educational plan. However, the disability-rights laws that apply to colleges and universities are significantly different from the special education laws that apply to high schools, and all of the accommodation that students currently receive may not necessarily be appropriate or legally required for a college-level class. To avoid any potential barriers to a student’s ability to earn full college credit for participation in CAP, the student is encouraged to contact the high school’s special education service provider, case conference committee, or similar entity about making any necessary modifications to a current educational plan before enrolling in CAP. To learn more about the differences between high school and college, take a moment to review the U.S. Department of Education’s publication “Students with Disabilities Preparing for Postsecondary Education: Know Your Rights and Responsibilities at: http://www2.ed.gov/about/offices/list/ocr/transition.html

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Student Costs

Students enrolling in CAP pay $25 per credit hour for the Dual Credit Priority Liberal Arts and Technical Education Courses as authorized by the Indiana Commission for High Education and Indiana Department of Education. All other CAP courses are $80 per credit hour, which is a fraction of USI's undergraduate hourly tuition.

Each USI course is designated a specific numbers of credit hours which determines the amount paid for each class. For example, enrollment in English 101, a three credit-hour course on the Priority List, costs $25 x 3 or $75.  Enrollment in Chemistry 107, a four credit-hour course NOT on the Priority List, costs $80 x 4 or $320.

A complete listing of USI CAP courses with total cost and course descriptions is available online.

USI is not responsible for purchasing required textbooks and materials. 

Tuition Waiver for Students Eligible for Free and Reduced Lunch

Academically qualified students who are also eligible for free or reduced lunch may enroll in CAP at no cost. When completing the online student application, status must be indicated; CAP will verify with the local school district. Once verified, CAP tuition will be waived. If eligibility is not verified by the school district, students will be billed the normal per credit hour fee.

University of Southern Indiana Payment Policy for CAP Students

Once the CAP Student Permission Form is signed by a parent or guardian and approved by the College Achievement Program Office, the student and financially responsible guardian are responsible for the tuition associated with the course(s) chosen. Owed tuition will be in the student's name as the tuition pertains to the student's account. The same applies to any refunds processed during the refund window, regardless of who paid. 

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Student Enrollment Timeline 

Note: Particulars of this process vary from school to school. Approved CAP instructors and counselors should work together to develop a smooth internal process. One suggestion for schools with three or more CAP courses is to designate a representative as CAP Building Coordinator. The building coordinator is responsible for organizing the enrollment process among the school’s various instructors and receives a modest stipend each semester.

The 2017-2018 building coordinators are: Stacey Flamion (Boonville HS), Sarah Elaman (Castle HS), Tammy Vick (Central HS), Ryan Preci (Harrison HS/Shepard Academy), Todd Wilkerson (Heritage Hills HS), Shea Reneer (Mater Dei HS), Kelli Walker (Mt. Vernon HS), Maren Smith (North HS) and Megan Baker (Reitz HS).

The CAP Fall 2017 enrollment online application and student permission form deadline is Thursday, August 31 , 2017. The CAP Spring 2018 enrollment online application and student permission form deadline is Friday, January 19, 2018. All Student Permission Forms must arrive to CAP Office by the deadlines above.

Student Enrollment & Billing Process 

Students should commit to a year-long CAP course during fall registration
. Spring registrations for year-long courses will be accepted only under extenuating circumstances and must be pre-approved by the instructor and CAP staff. High school courses that meet only in the spring will have a spring registration.

  1. The instructor distributes online application and course enrollment information several weeks prior to the online application and registration deadline. Students complete the online application (if new to CAP) and online course request form by the deadline. Students must complete the process each semester if enrolling in a new course. 

  2. A parent/guardian must sign the Student Permission Form (SPF) and the form must be turned in at school.

  3. The SPF contains language allowing the high school to release a student transcript to USI. This language is in the area parents and students read and sign. Either the instructor or students must request official transcripts from the high school counselor to accompany the SPF; transcripts also may be sent electronically to USI through Parchment. The instructor and/or counselor should verify that the student’s GPA meets or exceeds the CAP minimum requirement of 2.5 on a 4.0 scale and that the student meets or exceeds the course prerequisites, if applicable.

  4. Once all student SPFs are submitted and transcripts attached (if not requested digitally), the building coordinator or CAP instructor should alphabetize all forms and double check that all signatures are in place. Payments should NOT be submitted to the school or enclosed with the applications.

  5. SPFs and transcripts should be emailed or mailed in the provided postage paid envelopes to: USI Outreach & Engagement, 8600 University Blvd., Evansville, IN 47712. If unable to mail packets to ensure arrival at USI by the due date, call one of the CAP staff to pick up the materials from the school. Emailed SPFs are preferred as they allow for quicker processing. 

  6. The bill for fall CAP tuition will be mailed home on September 22, 2017 and spring enrollment tuition bills will be mailed on February 7, 2018. Students should be aware of drop dates that affect refund amounts (exact dates available on the Billing, Withdrawal and Refund Calendar. Bills may be paid online, through myUSI, or by sending a check or money order to the Bursar’s Office. All credit card payments will be assessed a 2.75% convenience fee.

    All parking, activity, lab and late fees are waived for CAP participants. If a student is having trouble meeting the payment deadlines, encourage him/her to contact the USI Bursar’s Office (812-464-1868) to make special payment arrangements.  

    Students who have a past-due balance from a previous semester will not be allowed to enroll in CAP until the balance has been paid, nor can a transcript be released. Long term non-payment results in the account being sent to a collection agency. Not paying CAP tuition does not remove the student from the CAP course nor the financial obligation made when registering.

  7. Each CAP instructor will be asked to access the USI course roster through myUSI and review it for accuracy. 

  8. Copies of each school's CAP course rosters are available for the school to access through a designated contact (typically a counselor).

  9. About four weeks after the enrollment deadline, each CAP instructor will receive a packet of envelopes of CAP Welcome Letters to distribute to enrolled students.

    Each student’s envelope contains a Welcome Letter with more information about CAP and directions for accessing myUSI for official course registration, transcript requests, grades and bill payment details as well as the Rice Library online databases. BE SURE THE STUDENTS REALIZE HOW IMPORTANT THIS LETTER IS, and encourage students to put the letter in a safe place for future use to request transcripts. If you don’t receive an envelope for a CAP student, he/she is probably enrolled in another CAP course and will receive the envelope from the instructor of that class.

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Responsibilities and Benefits of Being a CAP Student

Student Conduct

While students are enrolled in USI’s College Achievement Program, they are expected to abide by the academic rules of behavior befitting a university student. CAP requests that CAP students read the policies regarding student behavior and academic dishonesty, available in the pdf booklet, Student Rights and Responsibilities: A Code of Student Behavior. Of particular note are the definitions for cheating, fabrication, plagiarism, and interference with another student’s work and the penalties related to these activities. This booklet is available to view or download at the following web site: www.usi.edu/deanofstudents/student-conduct.

Benefits

CAP students have access to the USI online student portal called myUSI. Students are able to request transcripts, view grades as well as print an unofficial transcript for freshman orientation and class registration. CAP students also receive a USI email account they will need to check for important reminders and notifications from the CAP Office. Students can forward this email address to one they check more frequently. MyUSI login information as well as email forwarding directions are included in each CAP student's Welcome Letter.

CAP students have the privilege of checking out materials from the Rice Library on USI’s campus. The student can obtain a CAP library card at the library front desk by showing a state-issued photo ID (driver’s license or ID card). The library card may be used to check out materials during the semester(s) in which the student is enrolled in the CAP course. CAP students can accrue library fines if books are overdue; library fines will prevent students from registration in further CAP or USI courses and also will prevent access to transcripts. Because CAP students do not pay the same on-campus activity fees, they are not able to use the Recreation and Fitness Center.  

Students also have access to success series workshops from USI’s Academic Skills’ Office as well as tutoring in the course they are taking through CAP (if tutoring is available for that course). CAP students must come to Academic Skills at the time the tutoring is offered (only certain times). Call 812-464-1743 for details as well as view the tutoring schedule on Academic Skills’ website (http://www.usi.edu/university-division/academic-skills/tutoring).

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Early Graduation Policy

A student who will complete high school one semester early may choose to enroll in a fall-only CAP course, if he/she meets the criteria. However, if the CAP course is year-long, the student should not enroll for USI credit, as he/she will miss half the USI content. However, if a CAP instructor believes a student to be highly motivated and capable, the instructor can petition the CAP Office to allow the student to enroll, providing details as to how the instructor and student will cover the entire course content in one semester.

Withdrawals and Refunds

Once enrolled, CAP students must abide by the Billing, Withdrawal and Refund Calendar. Enrolling in a college course is a financial and academic commitment. Unless requested by the high school instructor due to a situation beyond the student’s control, no refunds will be made after the 9th week of USI’s semester. 

If a CAP student is considering withdrawal from the high school course, responsibility is shared by the instructor and counselor to be certain the student understands that withdrawal from the high school course does not automatically qualify for withdrawal from the USI course, nor will fees automatically be excused.

If a student is determined to drop the CAP course, he or she must make the request through the CAP office after consulting with the instructor and counselor and complete withdrawal paperwork from the CAP office by the last day of classes preceding final exam week. But, the student still will be expected to pay USI for the course (unless withdrawing before the end of the 75% refund period) and still will receive a ‘W’ on the transcript (if withdrawing during the Withdrawal Without Evaluation period). For this reason, it is recommended that high school staff advise students to remain in the high school course associated with the CAP credit. Again, the instructor or counselor should share the CAP office contact details with the student to request the paperwork and contact CAP staff immediately to make them aware of the student’s expressed interest in dropping the course.

Drops that occur on or before the last day to drop without evaluation will result in a ‘W’ on the transcript. Once in the Drop With Evaluation period, those passing the course at the time of withdrawal may still earn a ‘W’. If the student was failing at the time of the withdrawal, the instructor may assign a letter grade of ‘F’. See the Billing, Withdrawal and Refund Calendar for details.

Extreme circumstances may warrant a medical withdrawal. Medical withdrawal documentation includes a physician letter explaining the impact of the illness on the student's ability to complete the CAP coursework as well as other forms. The final decision to allow a medical withdrawal is made by a University committee. For more information, contact the CAP office at 812-228-5022. 

If No Withdrawal Paperwork is Completed

Students who depart from the high school section of the CAP course by the Friday before their high school's finals week but do not complete the USI withdrawal paperwork will receive a default failing grade of “F” in the USI system. The financial commitment remains.

No Withdrawals Permitted

Starting with the first day of the high school’s final exam week – December for fall courses and May or June for spring or year-long courses (exact dates vary by district and school), students may no longer complete paperwork to withdraw from a USI course. Students will be held responsible for all academic and financial obligations.

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Withdrawal with 100% Refund/Excusal of Fees (CAP “Grace Period”)

If a CAP-enrolled student departs from the high school section of the CAP course through the fifth Thursday of USI’s semester:

  • An emailed or written request to be removed from the course can come from the student, counselor, or instructor, but will be verified with the student, parent, and instructor.
  • No additional paperwork is required; the course will be struck from the CAP application by USI staff, and the written request will be electronically filed for future reference.
  • The course will not appear on the USI transcript.
  • No bill will be sent; the student’s academic and financial obligation is excused.

Withdrawal with Tiered Refund of 75%/50%/25%/0% (Refund Based Upon When Student Contacts CAP Office to Initiate Refund; see Billing, Withdrawal and Refund Calendar)  

If a CAP-enrolled student departs from the high school section of the CAP course from the fifth Friday of USI’s semester through the end of the eighth week of USI’s semester:

  • An emailed or written request for a withdrawal can come from the student, counselor, or instructor, but will be verified with the student, parent, and instructor.
  • Withdrawal forms are available upon request from the CAP office and will be sent to the counselor or teacher.
  • If enrolled in and withdrawing from a single USI CAP course, the student must complete a Withdrawal From All Classes Form. If withdrawing from a portion of the USI CAP courses in which a student is enrolled, the student must complete an Add/Drop Form, which also requires an instructor signature.
  • Withdrawal paperwork must be completed and submitted to USI by the last day of classes preceding the high school’s final exam week (in December for fall courses; in May for year-long or spring courses).
  • Once paperwork has been returned to USI and processed, the course will appear on the USI transcript with a grade of ‘W’ (or Withdrawal).

Withdrawal with No Refund and Withdrawal With Evaluation

If a CAP-enrolled student departs from the high school section of the CAP course starting the ninth week of USI’s semester through the last day of classes preceding the high school’s final exam week:

  • An emailed or written request for a withdrawal can come from the student, counselor, or instructor, but will be verified with the student, parent and instructor.
  • No refunds will be issued for situations that are within a student’s control. This determination is made collaboratively by the CAP instructor, the guidance counselor, and the CAP office.
  • Withdrawal forms are available from the CAP office and will be sent to the counselor or teacher.
  • If enrolled in and withdrawing from a single USI CAP course, the student must complete a Withdrawal From All Classes form. If withdrawing from a portion of the USI CAP courses in which a student is enrolled, the student must complete an Add/Drop Form, which also requires an instructor signature.
  • Withdrawal paperwork must be completed and submitted to USI by the last day of classes preceding the high school’s final exam week (in December for fall courses; in May for year-long or spring courses).
  • 100% of CAP tuition will be billed.
  • Once paperwork has been returned to USI and processed, the course will appear on the USI transcript with a grade of ‘W’ or (Withdrawal), if passing the course at the time of withdrawal. If failing at the time of withdrawal, the student may receive an ‘F’, at the discretion of the CAP instructor. This option is referred to as a withdrawal with evaluation.

Withdrawal with Full Refund Due to Circumstances Beyond a Student’s Control

If a CAP-enrolled student departs from the high school section of the CAP course starting the fifth Friday of USI’s semester, through the last day of classes prior to the high school’s final exam week, the student may be entitled to a full refund if due to circumstances beyond a student’s control.

  • Requests for a withdrawal with a full refund must come from the CAP instructor and/or the guidance counselor and be caused by circumstances beyond the student’s control, such as serious illness or moving. The request will be confirmed with the student, parent and counselor. Extreme circumstances may warrant a medical withdrawal. Medical withdrawal documentation includes a physician letter explaining the impact of the illness on the student's ability to complete the CAP coursework as well as other forms. The evidence is then evaluated by a University committee to deem if the situation warrants a medical withdrawal. Students granted a medical withdrawal would need a release from a healthcare provider in order to register for future coursework. A student who might qualify for a medical withdrawal should contact the CAP office at 812-228-5022.  
  • Withdrawal forms are available from the CAP office and will be sent to the counselor or teacher.
  • If enrolled in and withdrawing from a single USI CAP course, the student must complete a Withdrawal From All Classes Form. If withdrawing from a portion of the USI CAP courses in which a student is enrolled, the student must complete a Drop/Add Form, which also requires an instructor signature.
  • Withdrawal paperwork must be completed and submitted to USI by the last day of classes preceding the high school’s final exam week (in December for fall courses; in May for year-long or spring courses).
  • Based on instructor recommendation, tuition may be completely excused. If any part of the bill has already been paid, the CAP office will process a 100% refund.
  • Refund checks issued by USI are payable to the student and sent to the home address on file.

Once paperwork has been returned to USI and processed, the course will appear on the USI transcript with a grade of ‘W’ (or Withdrawal).

No Withdrawals Permitted

Starting with the first day of the high school’s final exam week – December for fall courses and May or June for spring or year-long courses (exact dates vary by district and school), students may no longer complete paperwork to withdraw from a USI course. Students will be held responsible for all academic and financial obligations.


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Applying for Admission to USI

Students who plan to formally apply for admittance to the University should be certain to complete a regular USI Application for Undergraduate Admission. To be eligible for scholarships and/or financial aid, this process must be completed no later than March 1 of the year the student plans to enter the University.  

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Transferability & Requesting Transcripts

Recognition of credit attained at another university is always the choice of the receiving institution. Refunds will not be issued if USI credits are not accepted. It is the student’s responsibility to determine transferability of USI credits before enrolling in CAP courses.

In most cases, USI credits transfer to other colleges for comparable courses or as elective hours. Students should contact the Registrar’s Office of the college they plan to attend to ensure transferability. Reading the USI course description or emailing the description to the credit transfer analyst will usually provide enough information for the college to determine transferability. (All descriptions are listed on the CAP web site.) Students may also wish to ask the receiving institution how transferred course grades come into the institution. Some institutions accept credit with the grade and some accept only the credits without factoring the grade into a student’s GPA.  It is wise for students to retain portfolios of their CAP coursework and copies of course syllabi to take when they meet with their college advisors, before enrolling in their freshman year.

Students pursuing certain pre-planned, specialized programs (such as physical therapy, nursing, or engineering) will want to research degree requirements and determine if the program requires the USI course or allows for elective hours.

The CAP web site contains a list of how various colleges and universities across the country have accepted transfer credits in the past. Remember that because this list changes by the minute, it is simply available as a starting point for students in determining transferability and is not to be taken as a guarantee of future credit acceptance.

The Indiana Core Transfer Library (CTL) is a guarantee of articulation of specific courses among Indiana’s public institutions. The CTL is available at the Transfer Indiana web site (www.transferin.net/CTL.aspx). If the USI course is listed as part of the CTL, students should check the web site to determine if comparable courses are offered at the institutions they plan to attend. How the particular course applies to each degree program remains the prerogative of the receiving institution.

Following is a suggested script for students who wish to call another university to check on transferability: “I’m considering taking a three credit hour history class offered by the University of Southern Indiana. Before I enroll, I want to be sure the credits will transfer to your institution. I can read you a course description....” Remind students to request written verification (email or letter) of the credit transfer, if a university employee states that the institution will accept USI credits.

If a student attends USI, no verification of transfer is necessary. However, the student should educate him/herself about USI's Core 39 general education curriculum and particular degree requirements in the anticipated major. The same CAP course could fill a major requirement for one student and an elective for another student, based on majors. Grades earned for CAP courses will become part of the student’s GPA and transcript at USI, unless the student chooses to retake the course. The initial course remains on the USI transcript, but the repeated course grade is calculated into the GPA, even if the grade earned was lower than when the initial course was taken.

Requesting Transcripts

The student’s CAP courses and grades will appear on his/her USI transcript as courses are completed. A student who enrolls at USI as a degree-seeking student does not need to request a USI transcript but should mention having earned USI credit to his/her faculty advisor, to be assured of proper placement in subsequent courses. A student who enrolls in another university should request an official USI transcript after high school graduation by visiting the Registrar’s transcript request link: http://www.usi.edu/registrar/transcripts. This transcript must be sent directly from USI to his/her college or university to be considered an official record. Due to the method in which USI processes spring grades, transcripts are not able to be sent until mid-June; students should keep this in mind when scheduling advising visits and should print an unofficial transcript from MyUSI as proof of completion of a college course.  

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Core 39

As part of a bachelor's degree, students at USI must complete courses in the general education course list called Core 39. You can learn more about Core 39 requirements by visiting: www.usi.edu/core39

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FERPA Regulations

What is FERPA?

The Family Educational Rights and Privacy Act of 1974 (FERPA) helps protect the privacy of student education records.  The intent of the legislation is to protect the rights of students and to ensure the privacy and accuracy of education records.  The Act provides for the right to inspect and review education records, the right to seek to amend those records and to limit disclosure of information from the records.  FERPA applies to all schools that receive funds under an applicable program of the Department of Education. Maintaining confidentiality of student records is everyone’s responsibility whether you are faculty, staff or student worker. 

What can I release for students who did not waive their FERPA rights?

Only data defined as "Directory Information" may be released (when appropriate) without the express written permission of the student. No other information contained in a student's educational records may be released to persons or organizations without the student's prior written approval.

What does USI consider “Directory Information”?

  • name
  • mailing address
  • telephone listing
  • email address
  • curriculum information (majors, minor, degrees, or certificates)
  • dates of attendance
  • enrollment status (i.e. full-time, part-time, etc.)
  • classification (i.e. freshman, sophomore, etc.)
  • awards received
  • most recent educational institution attended
  • date and place of birth
  • parents’ names
  • participation in sports or activities
  • height and weight of athletic team members

What about disclosing information to parents?

When a student turns 18 years of age or enters a postsecondary institution at any age, all rights afforded to parents under FERPA transfer to the student.  However, FERPA also provides ways in which schools may share information with parents. 

  • Students who did not waive their FERPA rights on the Student Permission Form may fill out a disclosure form and specify what information can be shared and with whom it can be shared. 
  • USI may disclose educational information to parents if they can present tax records proving the student is their dependent. Parents must contact the Office of the Registrar to establish proof of dependency.

When in doubt, DO NOT release information to others; consult the Office of the Registrar at 812-464-1762. For additional Do’s and Don’ts visit http://www.usi.edu/registrar/academic-records/privacy

High School Agreement Program

For students who wish to take courses on USI’s campus, visit http://www.usi.edu/admission/high-school-agreement for more information and an application. Students should be prepared to pay full USI undergraduate tuition plus the cost of books and additional fees. No tuition waivers are given for students on free/reduced lunch or 21st Century Scholars program.   

Questions & Troubleshooting

All correspondence regarding CAP should be addressed to the CAP Office, USI Outreach & Engagement, 8600 University Blvd, Evansville, IN 47712. If you require any additional forms or have a question concerning CAP, email Jaclyn Dumond jddumond@usi.edu, Dana Drury dedrury@usi.edu, or Erin Hollinger ebhollinge@usi.edu or call 812-228-5022 or toll-free 800-467-8600.

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