Administrative Guide

                 

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	Procedures for CAP World Language Courses
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:

General deadlines to submit online CAP application and Student Permission Form: Fall Enrollment Courses: Friday, September 2, 2022 Spring Enrollment Courses: Friday, January 20, 2023 *Deadlines vary for schools on trimester calendars.

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

Each high school instructor applying to become a CAP instructor must be approved by the appropriate USI department chair as adjunct faculty, and receive training from the faculty liaison before teaching a CAP course. More details are found on the page for prospective instructors. Once approved, CAP instructors are asked to attend an annual, discipline-specific professional development workshop.

To assist teachers in attaining the necessary graduate hours in the content area, USI has developed the CAP Graduate Fee Waiver.

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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 required to attend an annual discipline-specific workshop or make-up event. Additionally, they are required 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 utilize and update USI CAP course syllabus prior to offering the course.

3. Schedule a time at least once every two years for the faculty liaison to observe the CAP class (if students enrolled for USI credit);

4. Present CAP details to students, either personally, via USI staff visit or online videos;

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

6. Provide CAP course syllabus (from provided template) to all CAP students and direct students to the online Student Guide located at usi.edu/outreach/cap/capstudentguide;

7. Distribute enrollment verification 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 Perception Survey 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 required to attend an annual discipline-specific professional development workshop or make-up event. Additionally, all CAP instructors are required 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 usi.sodexomyway.com

Cardholders…

• can be admitted for free to baseball, soccer, softball, and volleyball games, or receive a discount on basketball season tickets. Discounts are not available for individual basketball games. Visit gousieagles.com
• can utilize USI’s Recreation Fitness and Wellness Center; visit usi.edu/rfw/
• have faculty check-out privileges at USI’s Rice Library; visit usi.edu/library/services-for-faculty
• receive discounts at area businesses; visit USI Employee Discounts

USI's Rice Library has LibGuides available to assist CAP students with research. The library staff can work with CAP instructors to set up specific LibGuides for your course, if interested. Visit usi.libguides.com/c.php?g=665358&p=4677246 for information on the resources available to CAP instructors and students.

Instructor Stipends

Professional Development Stipends:

Stipends for attending CAP professional development outside of normal school hours are paid directly to the instructor. Attendance is paid at $25/hour.

Enrollment Stipends:

Enrollment stipends are paid at the end of the fall for fall length courses and the spring for spring length courses. The enrollment stipend for year-long CAP courses are paid in two installments with one payment issued after the fall semester and another at the conclusion of the spring semester. Stipends are 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 students who are enrolled in the USI 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. 

Enrollment Stipends 

1 - 30 CAP students enrolled                                         $100 per course
31 – 50 CAP students enrolled                                       $200 per course
51 - 70 CAP students enrolled                                        $300 per course
71 - 90 CAP students enrolled                                        $400 per course
91 - 110 CAP students enrolled                                      $500 per course
111- 130 CAP students enrolled                                     $600 per course
131 - 150 CAP students enrolled                                    $700 per course
151 - 170 CAP students enrolled                                    $800 per course
171 - 190 CAP students enrolled                                    $900 per course
191+ CAP students enrolled                                          $1,000 per course 

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

Core 39 Assessment Stipends:

As a CAP instructor teaching a course that is part of the University of Southern Indiana’s (USI) general education curriculum (Core 39), every three years Core 39 course instructors are asked to complete the formal Core 39 assessment process. This process can entail gaining approval for, administering, and scoring a key assignment on a provided rubric as well as uploading each student’s scores to the Tk20 system.

Core 39 course instructors may receive a stipend for additional work associated with the University’s Core 39 assessment process, in the years in which the named course is undergoing assessment. Instructors who teach a course in both fall and spring only undergo formal Core 39 assessment once and therefore only qualify for one Core 39 stipend that year. 

An additional stipend is available to CAP instructors when the course being taught is undergoing formal Core 39 assessment; the Core 39 stipend is in addition to the enrollment stipend which is paid every year. The Core 39 stipend total is based upon the total number of students enrolled and completion of the following tasks:

1. Administering and grading the key assignment using the Core 39 rubric, as well as electronically or physically providing the CAP Office with the graded student work for archival purposes.
2. Uploading student scores into the Tk20 system by the last day of May. (Note: this is a separate process from entering final grades into myUSI.)

*Should a CAP instructor prefer, the CAP Office can upload students’ scores into Tk20, but the instructor would not receive the portion of the stipend affiliated with Tk20 data entry.

Total Number of CAP Students Enrolled for USI Credit	Stipend Rate for Core 39 Facilitation, Grading & Submission of Graded Student Work	Stipend for Tk20 Data Entry (Optional; Paid to Instructor Upon Completion of Data Entry in Tk20 System)	Total Possible Stipend for Core 39 Work (To be Paid to Instructor Upon Completion of Tasks in First Two Columns)
1 – 30 Students	$50	$50	$100
31 – 50 Students	$100	$100	$200
51 – 70 Students	$150	$150	$300
71 – 90 Students	$200	$200	$400
91 – 110 Students	$250	$250	$500
111 – 130 Students	$300	$300	$600
131 – 150 Students	$350	$350	$700
151 – 170 Students	$400	$400	$800
171 – 190 Students	$450	$450	$900
191+ Students	$500	$500	$1,000

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CAP Travel & Lodging Policies

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) per state law (see 21-43-4-15).

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 (usi.edu/cap/capprereqs/) 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 reviewing current accommodations and making any necessary modifications to a current educational plan (including any transition plan) before enrolling in CAP. To learn more about the differences between high school and college for students receiving disability-related academic accommodations, please 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 in the current academic year may enroll in CAP at no cost. When completing the online student application, status must be indicated; CAP will verify with the local school corporation or 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 2022-2023 building coordinators are: Laura Walton (Bedford North Lawrence HS), Elizabeth Rohl (Boonville HS), Sarah Elaman (Castle HS), Ali Henson (Central HS), Holly Simms (Evansville Christian HS), Brooke Tilley (Harrison HS/Shepard Academy), Todd Wilkerson (Heritage Hills HS), Shea Reneer (Mater Dei HS), Tina McCloud (Mt. Vernon HS), Maren Smith (North HS) and Rachel Ferguson (Reitz HS).

Student Enrollment & Billing Process 

Students should commit to a year-long CAP course during fall registration. High school courses that meet only in the spring will have a spring registration.

1. The instructor distributes the course enrollment brochure and information several weeks prior to the online application and registration deadline. Students complete the online application (if new to CAP) and submit the signed Student Permission 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 and the form must be turned in at school.
   
   
3. The Student Permission Form 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. 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. Transcripts may only be required if course prerequisites include standardized test scores (ACT, SAT). .
   
   
4. As Student Permission Forms are collected, the building coordinator or CAP instructor should alphabetize forms and double check that all signatures are in place. Payments should NOT be submitted to the school or enclosed with the applications.
   
   
5. Student Permission Forms and transcripts (if applicable) should be emailed to the CAP inbox. Forms should not be sent via postal mail. 
   
   
6. In general, the bill for fall courses will be mailed home around October 9, and spring bills will be mailed home around March 9. (Dates vary for schools on trimester calendars.) Students should be aware of drop dates that affect refund amounts. Exact billing and refund dates available on each school's customized 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 2.85% 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 course enrollment verification letters to distribute to enrolled students. In addition, paper acceptance letters are mailed home. 
   
   The enrollment verification and acceptance letters contain 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 students realize how important this information is, and encourage them to save these letters for future use.
   
   

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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 acceptance and enrollment verification messages.

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 either virtual or in-person tutoring in the course they are taking through CAP (if tutoring is available for that course). Call Academic Skills (812-464-1743) to schedule a tutoring session; 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 9^th 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.

The student must complete the online drop request form by the last day of classes preceding final exam week. Depending on timing, the student may be fully responsible for the USI tuition (unless withdrawing before the end of the 75% refund period). Also, the student will receive a final grade of ‘W’ on the USI transcript, if withdrawing during the Withdrawal Without Evaluation period. A counselor or instructor can also make the drop request, but ultimately the student must sign the form Drop Form that will be sent via email with appropriate school officials copied.

Withdrawals that occur during the Drop With Evaluation period mean that 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.

Students Leave Classroom without Completing Withdrawal Paperwork

Students who depart from the high school section of the CAP course by the Friday before their high school's finals week did not complete the course content and cannot be assigned a letter grade. It is the instructor's responsibility to notify the CAP Office about students who are no longer in their classroom but are officially enrolled prior to grade entry. Students who leave the classroom but are still officially enrolled are not to be assigned a failing grade in the course. Students who are withdrawn from the CAP course after the refund window ends still are financially obligated to pay the CAP course tuition (unless eligible for free/reduced lunch).

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 during the 100% refund period (dates vary by district):

• A request to be removed from the course can come via email from the student, counselor, or instructor but will be verified with the student 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.
• View the current year's Billing, Withdrawal and Refund Calendars, organized by school calendar type. 

Withdrawal with Tiered Refund of 75%/50%/25%/0%

If a CAP-enrolled student departs from the high school section of the CAP course during the tiered refund windows:

• The refund percentage is based upon when the student contacts the CAP Office to initiate the refund. 
• A request for a withdrawal can come from the student, counselor, or instructor but will be verified with the student and instructor.
• A withdrawal form will be generated by the CAP Office and sent to the student, with the counselor and instructor copied.
• 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).
• View the current year's Billing, Withdrawal and Refund Calendars, organized by school calendar type.  

Withdrawal with No Refund and Withdrawal With Evaluation

If a CAP-enrolled student departs from the high school section of the CAP course starting at the 0% refund period through the last day of classes preceding the high school’s final exam week:

• A request for a withdrawal can come from the student, counselor, or instructor but will be verified with the student 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.
• A withdrawal form will be generated by the CAP Office and sent to the student, with the counselor and instructor copied.
• 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 or June for year-long or spring courses, depending on high school calendar).
• 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.
• View the current year's Billing, Withdrawal and Refund Calendars, organized by school calendar type.  

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

If a CAP student departs from the high school section of the CAP course after the end of the 100% refund period 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 moving. The request will be confirmed with the student, instructor 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, but a full refund might not be awarded. Students granted a medical withdrawal will be required to obtain a release from a healthcare provider to register for future coursework. A student who might qualify for a medical withdrawal should contact the CAP Office at 812-228-5022.  
• A withdrawal form will be generated by the CAP Office and sent to the student, with the counselor and instructor copied.
• 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).
• 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

If a student attends USI, no verification of transfer is necessary. However, even while in high school, the student should contact a USI advisor to help plan CAP courses into a future degree. The student should also 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.

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 linked from 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 Indiana Core Transfer Library (CTL) is a guarantee of articulation of specific courses among Indiana’s public and some independent institutions, as long as the course is completed with a grade of C or higher. The CTL is available at the Transfer Indiana web site (transferin.net/earned-credits/core-transfer-library/). If the USI course is 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.

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 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: usi.edu/core39

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FERPA Regulations

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 visithttp://www.usi.edu/registrar/academic-records/privacy. 

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Procedures for CAP World Language Courses

The following information outlines the procedures to be followed by the University of Southern Indiana's College Achievement Program (CAP) when offering dual credit world language courses. This agreement allows USI-bound students the opportunity to earn 12 credit hours toward college graduation, which includes 6 credit hours that apply to a language major or minor at USI. These students earn departmental credit for 101 and 102 after successful completion (A or B) of the 203 level course. Students who plan to attend other colleges/universities can earn 6 hours of transferable USI world language credit. 

World Language Procedures:

1. Student enrolls in a world language 203 course.
2. If the final grade in 203 is an A or B, the student earns 6 hours departmental test-out credit for 101 and 102 plus the 3 hours seat time credit for 203.  The student may then enroll in 204.
3. If the final grade in 203 is a C or lower, the student earns 3 hours seat time for 203 ONLY. The student will then need to meet with their instructor to decide if moving to 204 is appropriate. If so, the student may enroll in 204 at the start of the spring semester.
4. If the student earns a D or better in 204, they earn those 3 hours of seat time in addition to any previously earned seat time.

Departmental credits, while honored by USI for students involved in CAP, may not be honored by other institutions. For a more detailed chart of the world language process, click here.

High School Agreement Program

For students who wish to take courses on USI’s campus, visit 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 21^st 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, call 812-228-5022 or use the email link on the left side of the page.