Standards Showcase – Section 10: Educational Policies, Procedures, and Practices

The institution makes available to students and the public current academic calendars, grading policies, cost of attendance, and refund policies. (Public information)

U.S. Department of Education Requirement

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How does MTSU demonstrate compliance with this standard?

MTSU publishes current academic calendars, grading policies, cost of attendance, and refund policies in multiple locations to ensure they are available to the public and all students, as outlined in the table below: 

Information	Summary of Compliance
Academic Calendars	Academic calendars are reviewed and approved by the Academic Scheduling Committee. Upon approval, the academic calendar is published in undergraduate and graduate catalogs and numerous university webpages, including those for the University Provost, Veterans Center, Parent and Family Association, and MTSU Online.
Grading Policies	Grading policies are published in the Academic Policies and Procedures sections of both the undergraduate and graduate catalogs, as well as in MT One Stop resources and the Blue Raider Planner and Handbook. Faculty can also access grading information through links in the Faculty Handbook.
Cost of Attendance	The MTSU Board of Trustees approves tuition, fees, and room and board rates. Updated cost information is published on the What Does It Cost? webpage, which links to detailed documents and the Net Price Calculator. The Office of Financial Aid and Scholarships includes a Cost of Attendance link on each of its webpages, and MT One Stop webpage provides information on discounts and waivers. General tuition and fee information is also shared in print recruitment materials, which are published in both English and Spanish.
Refund Policies/ Fee Adjustments	Refund and fee adjustment policies are published in several locations: undergraduate and graduate catalogs, Blue Raider Planner and Handbook, and multiple webpages, including MT One Stop, Office of Financial Aid and Scholarships, and Institutional Disclosures for Consumers.

All distance education and off-campus courses follow the same academic calendar, grading policies, and refund/fee adjustment policies as on-campus programs. MTSU also provides dedicated webpages for distance, off-campus, and dual enrollment students, with links to information about online course fees, dual enrollment tuition rates, and available state-funded dual enrollment grants.

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What questions might the On-Site Review Committee ask during their visit to confirm MTSU’s compliance with this standard?

• How does the institution make current academic calendars, grading policies, and refund policies available to students and other constituents?
• Are these policies made available across all delivery locations and modes of instruction?
• Are there separate policies for graduate and undergraduate students?

The institution:

(a) publishes admissions policies consistent with its mission;

(b) ensures that its recruitment materials and presentations accurately represent the institution’s practices, policies, and accreditation status; and

(c) ensures that independent contractors or agents used for recruiting purposes and for admission activities are governed by the same principles and policies as institutional employees. (Admissions policies and practices)

U.S. Department of Education Requirement

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How does MTSU demonstrate compliance with this standard?

MTSU publishes admissions policies consistent with its mission, accurately represents its policies, practices, and accreditation status in recruitment materials, and ensures independent recruitment contractors or agents follow the same policies and principles as university employees. To fulfill its mission as a comprehensive public institution with exceptional undergraduate and graduate programs, the university offers “a broad array of high-quality, affordable academic programs grounded in a common core of arts and sciences” and “enhances access through unique programs, distance learning, and advising to meet the needs of a diverse student population.”

MTSU publishes admissions policies and procedures consistent with the mission and purpose for all academic programs in catalogs and on admissions and program webpages. The university evaluates undergraduate applicants based on academic preparation, including high school coursework, grades, and standardized test scores. The undergraduate catalog also outlines admissions criteria for academically qualified high school students who seek to enroll in undergraduate dual enrollment courses. At the graduate level, admission standards are set by the College of Graduate Studies (CGS) and published in the graduate catalog and on the CGS website. Additional application requirements, such as test scores, interviews, or portfolios, are determined by individual academic programs. 

All recruitment pieces and presentations are reviewed and approved by Creative and Visual Services to ensure materials accurately reflect university policies, practices, and accreditation status. The Office of Undergraduate Recruitment hosts campus tours, special events, school visits, and the True Blue Tour to engage with prospective students and families. Recruiters receive formal training, and materials are regularly reviewed for accuracy and consistency. Graduate recruitment materials are jointly reviewed by CGS, Marketing, and Communications to ensure accuracy and institutional alignment. Institutional and program accreditation information is clearly and consistently published across university websites and catalogs.

MTSU partners with independent contractors, such as Education Advisory Board (EAB) and AllCampus, to support prospective student recruitment. External organizations follow the same admissions and marketing policies as university employees, and the university retains full control over admissions criteria and recruitment materials to ensure accuracy and adherence to institutional standards.

The university applies and publishes the same admissions policies and procedures regardless of whether students enroll in courses or programs offered on-campus, online, or off-campus instructional sites. Recruitment materials used for distance education and off-campus programs, including those produced by external partners, are reviewed to ensure accurate and consistent representation of MTSU policies and procedures.

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What questions might the On-Site Review Committee ask during their visit to confirm MTSU’s compliance with this standard?

• What are the basic admissions requirements that apply to all students?
• What are the admission policies for specific programs and how are these policies based on widely accepted standards for undergraduate and graduate applicants?
• Are admissions policies consistent with the mission of the institution?
• Are policies clear and consistently implemented?
• How are exceptions to admissions policies controlled and documented?
• How does the institution disseminate admissions policies and are they uniform in all publications?
• If admission policies differ for various delivery methods or across various campus sites, what are the programs and why are they different (e.g., dual enrollment, branch campuses, online programs)?
• Do recruitment materials and presentations accurately represent the institution’s practices, policies, and academic programs?
• What is the approval process for recruitment materials and presentations, and is it followed?
• How are recruitment personnel (staff, volunteers, contractors) trained?
• What are the guidelines for using independent contractors or agents in recruiting students? Do these guidelines assure that independent contractors and agents are governed by the same principles and policies regarding admissions activities as are institutional employees? Are these guidelines enforced?
• How does the institution oversee recruiting activities at branch campuses and at international sites?

An institution that offers distance or correspondence education:

(a) ensures that the student who registers in a distance or correspondence education course or program is the same student who participates in and completes the course or program and receives the credit

(b) has a written procedure for protecting the privacy of students enrolled in distance and correspondence education courses or programs

(c) ensures that students are notified in writing at the time of registration or enrollment of any projected additional student charges associated with verification of student identity. (Distance and correspondence education)

U.S. Department of Education Requirement

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How does MTSU demonstrate compliance with this standard?

MTSU ensures that a student registered in its distance education courses and programs is the same student who takes the course and receives the credit, is protected by a written procedure for student privacy, and is notified of any additional student charges, specifically for verification of student identity. The university’s compliance with each requirement is summarized in the table below:

Requirement	Summary of Compliance
Verification of Online Student Identity	Online students must validate their identity using their unique user ID, password, and multifactor authentication to access coursework in MTSU’s learning management system. For distance courses requiring proctored exams, students may test at the MTSU Testing Center or through the university’s third-party online testing service, both of which require student authentication and monitoring. Students taking exams at an off-campus location must present photo identification to confirm that the enrolled student is the one completing the exam.
Written Privacy Procedures	Student privacy protections are outlined in University Policy 318, which defines educational records, specifies when information may be shared, and establishes students’ rights to access their educational records and to file complaints concerning failure to comply with FERPA requirements. MTSU prohibits releasing personally identifiable information without a student’s consent, except for legitimate academic purposes. The university provides annual FERPA training through the Office of Compliance and Enterprise Risk Management, as well as additional tutorials through the Records Office.
Notification of Projected Additional Charges	MTSU does not charge additional fees for identity verification for students using the MTSU Test Center or online proctoring service, but students choosing an off-campus proctor may incur fees set by the external provider. Students are informed of these potential charges prior to course enrollment in course schedule listings and via email when requesting an off-campus proctor. While not related to student identity verification, online students are assessed a per-credit-hour distance education fee that supports online student services. Information about the fee is published on the What Does it Cost? webpage, MTSU Online webpage, and course registration materials.

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What questions might the On-Site Review Committee ask during their visit to confirm MTSU’s compliance with this standard?

• How does the institution demonstrate that the student who registers in the distance or correspondence education course or program is the same student who participates in and completes the course or program and receives credit?
• If the distance or correspondence education student never comes to campus, how is the student’s identity initially confirmed?
• If the institution utilizes just a username and password, how does the institution ensure this information is not shared by the student when taking online examinations?
• Because the institution is obligated to select a verification method for identifying students enrolled in such courses or programs, how does the institution protect the privacy of students enrolled in distance or correspondence education?
• Do the institution’s written procedures for notifying students of any projected additional student charges associated with verification conform to this standard?
• What office(s) is responsible for ensuring that the provisions of this standard are enforced?

The institution publishes and implements policies for determining the amount and level of credit awarded for its courses, regardless of format or mode of delivery. These policies require oversight by persons academically qualified to make the necessary judgments. In educational programs not based on credit hours (e.g., direct assessment programs), the institution has a sound means for determining credit equivalencies. (Policies for awarding credit)

U.S. Department of Education Requirement

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How does MTSU demonstrate compliance with this standard?

MTSU awards academic credit according to federal and SACSCOC definitions, requiring one hour of instruction plus two hours of student work per week for a 15‑week semester, with laboratory and studio courses earning credit based on additional contact time. These credit‑hour standards apply to all course levels and delivery methods, with undergraduate, graduate, and doctoral courses distinguished by their numbering system. University Policy 294 also permits zero‑credit courses in limited cases to support accreditation and licensure requirements, and to support student progression without increasing program length. 

Academically qualified persons make the necessary judgments and oversee implementation of course credit hour policies. Course student learning outcomes are the same whether courses are taught on campus, online, or through non-traditional methods such as independent study or internships. During the course development and revision process, faculty determine appropriate course credit hours based on several factors, including learning outcomes and course level. Proposals undergo a multi-level review and approval process to ensure alignment with credit-hour standards. Oversight is shared by the department curriculum committee, department chair, college curriculum committee, college dean, undergraduate curriculum committee, general education committee, and graduate council, depending on course level. New programs follow the same internal review and approval process as courses and are also subject to external review by the Tennessee Higher Education Commission (THEC) through the New Academic Program Proposal process.

Credit‑hour standards apply to all delivery methods, including online courses, which undergo additional review by an instructional designer and the department chair to ensure alignment with learning outcomes and equivalency with on‑campus versions. Faculty receive support in estimating student workload to match credit‑hour expectations, and courses cannot be offered until all feedback is addressed and approved. Although MTSU currently has no active approved off‑campus instructional sites, the same curricular and credit‑hour processes apply to any off‑campus or dual‑enrollment sections.

The university schedules courses according to standard meeting times to ensure compliance with credit-hour requirements across fall, spring, summer, and accelerated terms. Online courses must adhere to defined contact-hour guidelines, with synchronous sections following standard meeting times and asynchronous sections meeting workload and engagement expectations set by the academic department.

Credit hours also serve as the basis for determining students’ semester course loads, regardless of location or method of delivery. Undergraduate students normally enroll in 15-16 credit hours per semester, with a maximum of 18 hours unless approved for an overload. A typical graduate student’s course load is 9-12 credit hours, while graduate assistants are considered full-time at six credit hours. 

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What questions might the On-Site Review Committee ask during their visit to confirm MTSU’s compliance with this standard?

• What is the institution’s definition of a credit hour, or its equivalent? Is this definition consistent with commonly accepted practices in higher education?
• What are the institution’s policies related to assigning amount and level of credit for undergraduate and graduate courses?
• Are these policies and procedures published in an accessible manner?
• What is the institution’s course numbering and naming system?
• If the institution awards credit for courses delivered in format other than semester credit hours, how does the institution ensure that the process for determining the amount of credit is equivalent to the credit earned in the same or similar courses delivered in other formats?
• What are the policies that determine the level and amount of credit awarded for undergraduate and graduate coursework delivered through distance learning technology?
• What is the oversight structure for course approval?
• What is the role of faculty in reviewing academic credit awarded?
• Do those persons responsible for course approval have appropriate academic qualifications?
• In developing policies related to the amount and level of credit awarded, how does the institution use the standards of professional organizations or the practices of peer institutions?
• Are practices under this standard consistent with the institution’s own credit hour policies and with the SACSCOC policy on Credit Hours?