FAQs and Additional Resources Regarding COVID-19

Length of Academic Year
Assignment of Grades
Waiving Graduation Requirements
Distance Education and Accelerated Formats
Transfer Opportunities
Additional Resources

HLC is aware of the challenges brought on by the coronavirus outbreak and offers the following guidance for members, addressing a few common questions, particularly following the U.S. Department of Education's issuance of its March 5, 2020 memorandum Guidance for Interruptions of Study related to Coronavirus (COVID-19), and its March 17, 2020 memorandum Information for Accrediting Agencies Regarding Temporary Flexibilities Provided to Coronavirus Impacted Institutions or Accrediting Agencies.

On May 15, 2020, the U.S. Department of Education issued UPDATED Guidance for interruptions of study related to Coronavirus (COVID-19), extending the temporary flexibilities until December 31, 2020.

In January 2021, the U.S. Department of Education issued an electronic announcement further clarifying that "in many circumstances, that means that the waiver will extend through the end of the academic term that begins after the term (or break between terms) during which the federally declared national emergency related to COVID-19 is rescinded."

The most common questions at this time are in regard to reducing the length of the academic year, assignment of incomplete or pass/fail grades, waiving graduation requirements, offering distance education and accelerated classes. HLC recognizes all these considerations as potential solutions an institution might contemplate as it navigates the unique circumstances of maintaining academic integrity during a public health emergency. Temporary alterations to policies and procedures permits institutions to document decisions that allows them to retrace their steps when the crisis has passed, while allowing their students to move forward.

Length of Academic Year

The March 5 memorandum indicates that the U.S. Department of Education is authorized under 34 CFR § 668.3 to approve a reduced academic year. If at any point an institution determines it will close as the result of a campus health emergency, it should contact its assigned School Participation team at the U.S. Department of Education to request a temporary reduction in the length of its academic year. This is because of the Title IV implications associated with such decisions, including possible return of Title IV considerations and calculating satisfactory academic progress.

Institutions should provide advance notice to HLC if they intend to seek such approval from the Department and upon receiving any approval from the Department for a reduced academic year.

Assignment of Grades

HLC does not opine on institutional decisions related to the assignment of grades beyond its more general requirements related to academic integrity and academic rigor.

The assignment of grades is within the discretion of an institution's faculty. Institutions wishing to make decisions that would contravene their own policies should be prepared to document their decision-making process and articulate that rationale in a manner that demonstrates a commitment to academic integrity and student achievement. Within its Criteria for Accreditation, HLC has articulated requirements related to integrity in academic functions (Core Component 2.A) and academic rigor (Core Component 3.A) as well as in Assumed Practice C.1, all of which presume an institution's commitment to the achievement of carefully designed student learning outcomes for its programs at every level.

Waiving Graduation Requirements

In some instances, institutions may be considering whether to waive graduation requirements for certain students. The elimination of a graduation requirement for students currently enrolled constitutes a waiver and an institution considering issuing waivers should be prepared to document its decision-making process as well as their issuance. Institutions offering academic programs that prepare students for a licensure, certification or other qualifying examination are responsible for exploring other relevant authorities' requirements prior to making any decision to waive graduation requirements. This is because waivers may compromise a student’s ability to achieve licensure or certification.

Distance Education and Accelerated Formats

Likewise, if considering offering courses via distance education or accelerated formats, institutions preparing students for a licensure, certification or other qualifying examination must take into account other relevant authorities' requirements or accommodations for similar reasons.

Reminder: Institutions that need to adjust normal operations to protect the health and safety of their campus communities, while providing alternative methods of instructional activity should notify HLC of the adjustment, including the steps it takes to ensure quality and continuity in its instructional activity.

Transfer Opportunities

During this global crisis, HLC is asking its member institutions to make additional efforts to assist students affected by the closing of the Illinois Institute of Art and the Art Institute of Colorado to the furthest extent possible consistent with your institution's capacity. The Institutes closed abruptly in December 2018.

Every institution determines its own policies and procedures for accepting transfer credits, including credits from accredited and non-accredited institutions, from foreign institutions, and from institutions that grant credit for experiential learning and for non-traditional adult learner programs in conformity with any expectations in HLC’s Assumed Practices. HLC policies for institutions on transfer of credits are Assumed Practice A.5 (CRRT.B.10.020) and Publication of Transfer Policies (FDCR.A.10.040).

Institutions also have the flexibility, consistent with their policies and procedures for maintaining the integrity of their academic functions, to provide modifications that have been determined by their faculty to be appropriate under exigent circumstances. Any such modifications, while permissible, must be appropriately documented along with the institution's rationale for purposes of future HLC evaluations.

HLC Endorses Statements on Transfer of Credit

HLC has endorsed the following statements that offer guidance for institutions on the transfer and award of credit:

Statement of Principles on Acceptance of Credit: This statement describes eight principles for managing and evaluating academic credit and assessing student transcripts impacted by the coronavirus pandemic. It was issued by the American Association of Community Colleges, Association of American Universities, American Association of State Colleges and Universities, Association of Public and Land-grant Universities, American Council on Education, and National Association of Independent Colleges and Universities.
Joint Statement on the Transfer and Award of Credit: This statement offers guidelines and considerations for the development of credit transfer policies. It was issued by the American Association of Collegiate Registrars and Admissions Officers, American Council on Education, and the Council for Higher Education Accreditation.