Clock-to-Credit Hour Conversion

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Clock-to-Credit Hour Conversion
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No Conversion Required - 668.8(k)(1)

• An undergraduate GE program may use credit hours
  as defined in 600.2 without applying the
  conversion formula if one of two conditions is
  met
• Condition 1 is that the GE program is at least
  two academic years in length and provides an
  associate degree, a bachelor's degree, an
  undergraduate professional degree, or an
  equivalent undergraduate degree as determined by
  the Secretary

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No Conversion Required (cont.)

• Condition 2 is that the GE program is an
  undergraduate non-degree program with
• Each course in the program being fully acceptable
  toward a degree program at the institution, and
• The institution being able to demonstrate that
  students enroll in, and graduate from, that
  degree program

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No Conversion Required (cont.)

• A GE program not meeting condition 1 or 2 must
  use either
• The conversion formula, or
• Clock hours
• A program may always use clock hours
• If using the conversion formula
• The program must be eligible to use it, and
• The conversion must be properly implemented

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New Conversion Ratios (cont.)

• Conversion Formula Default option
• Using these ratios based only on clock hours in
  class is always acceptable
• Generally must apply by individual class or
  program activity

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New Conversion Ratios Exception - 668.8(l)(2)

• Conversion Formula Full Formula option
• Option takes into account out-of-class work
• Credit hours must meet new definition
• Accreditor, or state approving agency, has
  identified no deficiencies
• Out-of-class student work determination Is
  based on individual coursework components, e.g.,
  classroom study versus practica with little
  outside study (NPRM, Preamble, p. 34810)

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New Conversion Ratios Exception

• Regardless of the amount of out-of-class work
  required, must meet these minimums
• One semester or trimester credit hour must
  include at least 30 clock hours
• One quarter credit hour must include at least 20
  clock hours
• May need to use greater than 30 or 20 clock hours
  per semester or quarter hour if insufficient
  out-of-class student work in a course to support
  at least 37.5 or 25 hours of student work per
  semester or quarter hour

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ConversionCase Study(from semester hours to
clock hours then to converted Title IV Semester
hours)
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What is an Eligible Program

• An Eligible Program at Institutions of Higher
  Education must be one of the following
• Associate, bachelors graduate or professional
  degree, or
• At least a 2-year program acceptable for full
  credit toward a bachelors degree, or
• At least a 1-year training program that leads to
  a degree or certificate (or other educational
  credential) and prepares students for gainful
  employment in a recognized occupation.

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Case Health Care Assistant

• To be an Eligible Program (Title IV Financial
  Aid) at either a Proprietary Institution of
  Higher Education or a Postsecondary Vocational
  Institution, the program must provide training
  that prepares students for gainful employment in
  a recognized occupation and contain a minimum of
• 16 weeks instruction 600 clock hours, 16
  semester, or 24 quarter hours.
• 10 weeks of instruction 300-599 clock hours,
• 70 completion/placement rate in existence for
  one year (eligible for Direct Loans only)

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Case Health Care Assistant

• The 16 week program that consists of 4 courses
  that equate to 416 clock hours of instructional
  time (144, 144, 80, and 48 clock hours
  respectively).
• Basic Health Care Assisting (5 sch 2 hrs
  lecture, 4 hrs lab, and 3 hrs internship).
• This course has 32 hrs lecture, 64 hrs lab, and
  48 hrs internship.
• Special Care Procedures (5 sch 2 hrs lecture, 4
  hrs lab, and 3 hrs internship).
• This course has 32 hrs lecture, 64 hrs lab, and
  48 hrs internship.
• Body Structure and Function (4 sch 3 hrs
  lecture, 2 hrs lab).
• This course has 48 hrs lecture and 32 hrs lab.
• Home Health Aide and Homemaker Services (2 sch 1
  hr lecture and 2 hrs lab)
• This course has 16 hrs lecture and 32 hrs lab

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Case Study Default Option

• So using the default 37.5 clock hours per
  semester hour, ignoring the out-of-class work
• Always calculate on a course-by-course basis
• Always round down any fraction course-by-course
•  

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Case Study Two Options

• If you use the Default option You convert only
  on clock hours and ignore any out-of-class work
• The first two courses, you divide the total
  instructional clock hours for the course by 37.5
  you get 3.8 credit hours. (144 hrs/37.53.8
  credits)
• You must round down regardless so that would give
  you only 3 Title IV credits for the 5 semester
  credit course.
• The third course, you divide the total clock
  hours for the course by 37.5 you get 2.1 credit
  hours. (80 hrs/37.52.1 credits)
• You must round down regardless so that would give
  you only 2 Title IV credits for the 4 semester
  credit course.
• The fourth course, you divide the total clock
  hours for the course by 37.5 you get 1.3 credit
  hours. (48 hrs/37.51.3 credits)
• You must round down regardless so that would give
  you only 1 Title IV credits for the 2 semester
  credit course.
• Only 9 Title IV Credits (3321 Title IV
  Credits) for the program does not meet
  requirements for eligible programs under Title
  IV. (15 weeks instruction and 16 semester hours.)

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Case Health Care Assistant

• The institution determines that for
• For first two courses, a student generally is
  required to perform 96 hours of out-of-class work
  for each course
• 2 lecture credits(2 hrs per week X 2 lecture
  credits X 16 wks64 hrs out-of-class work )
• 2 lab credits(1 hr per week X 2 lab credits X 16
  wks32 hrs out-of-class work )
• 0 out-of-class work for Internship hrs
• For the third course, a student generally is
  required to perform 64 hours of out-of-class work
  for the course
• 1 lecture credit(2 hr per week X 1 lecture
  credit X 16 wks32 hrs out-of-class work)
• 2 lab credits(1 hr per week X 2 lab credits X 16
  wks 32 hrs out-of-class work)
• The fourth course, a student generally is
  required to perform 48 hours of out-of-class work
  for the course.
• 1 lecture credit(2 hr per week X 1 lecture
  credit X 16 wks32 hrs out-of-class work)
• 1 lab credit(1 hr per week X 1 lab credit X 16
  wks16 hrs out-of-class work)

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Case StudyFull-Formula Option

• If you use Full formula option you convert to
  clock hours first, then convert the instructional
  clock hours to Title IV credits based on both
  clock hours and the allowable out-of-class work
  to determine the maximum allowable Title IV
  Credits.
• Remember, to be eligible for Title IV Financial
  Aid, a program must meet at least 15 weeks and
  have at least 16 semester credits (Title IV
  credits) to be an eligible program.

• Must meet thirty clock-hour minimum
• There is no carry over of out-of-class work
  between courses

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Case Study Full Formula Option
Prefix Course 16 week certificate Health Care Assistant Semesters are considered 16 week semesters excluding exams and breaks Semesters are considered 16 week semesters excluding exams and breaks Semesters are considered 16 week semesters excluding exams and breaks Semesters are considered 16 week semesters excluding exams and breaks Semesters are considered 16 week semesters excluding exams and breaks Semesters are considered 16 week semesters excluding exams and breaks Semesters are considered 16 week semesters excluding exams and breaks        
        SCH Breakdown of actual In-Class Student Work Lecture (SCH 16 weeks) Lab (SCH X 2 X 16 weeks) Clinical (SCH X 3X 16) In Class Clock hours for the course   Allowable out-of-class prep hours. Divide In-Class-Clock hours by 30 hours and then multiply by 7.5 hours to get allowable Out-of-Class Prep time Total clock and prep hours Semester hours (Total clock and prep hours divided by 37.5) Notes and Results if Not using Rounding Semester hour (rounded) If Rounding must round down by course
    (1st semester courses) 16 weeks (1st semester courses) 16 weeks (1st semester courses) 16 weeks (1st semester courses) 16 weeks (1st semester courses) 16 weeks (1st semester courses) 16 weeks (1st semester courses) 16 weeks (1st semester courses) 16 weeks (1st semester courses) 16 weeks        
HCA 1115 5 sch Course 1 Basic Health Care Assisting 5 sch 2 hr. lecture, 4 hr. lab, 3 hr. clinical 32 64 48 144 36 180 4.80 (A) (B) 4
HCA 1125 5 sch Course 2 Special Care Procedures 5 sch 2 hr. lecture, 2 hr. lab, 6 hr. clinical 32 64 48 144 36 180 4.80 (A) (C) 4
HCA 1214 4 sch Course 3 Body Structure and Function 4 sch 3 hr. lecture, 2 hr. lab 48 32 0 80 20 100 2.67 (A) (D) 2
HCA 1312 2 sch Course 4 Home Health Aide and Homemaker Services 2 sch 1-hr. lecture, 2-hr. lab 16 32 0 48   12 60 1.60 (A) (E) 1
    16 sch           416.00   104.00 520.00 13.87   11.00
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Financial Aid and IT

• What does all this mean in terms of Financial Aid
  and Information Technology?