Ownership of Advanced Standing Portfolios Procedure

Ownership of Advanced Standing Portfolios Procedure


Office of Academic Affairs


College Registrar





Effective Date:


Implementation History:

November 1981 (original implementation), April 1996



Background Information:


This is a statement of procedure for the disposition of the student portfolio materials. 


Definitions are embedded within the procedure statement.


Since the College retains ownership of the portfolio from the time of its submission to the Office of College-wide Academic Review (OCAR), any articles of value to the student not required for OCAR review, should be returned to the student by the Center Assessment Office, when concurrence is received from the OCAR. Students should request the return of any portfolio materials they desire to keep. The requests should be made in writing to the Center Director at the time the portfolio is submitted. Materials to be returned should be retained at the Center. In such cases, duplicates can be sent to OCAR; if necessary, the Center Assessment Office can indicate on the duplicate copy that the original copy has been retained at the Center.

The student’s portfolio becomes the property of the College when it is submitted to OCAR by the Center. It then should contain only those items necessary for OCAR’s tertiary review. The College is then responsible for the retention and/or disposal of the contents of the portfolio.

The portfolio submitted to OCAR must contain the degree program application form, student essay, and sufficient documentation to support each advanced standing request. This documentation consists of official transcripts, expert evaluations, and other primary evidence supporting the components in the advanced standing request, such as collegiate and test score transcripts, licenses, certificates, military papers, expert evaluations, etc. In some cases, expert evaluators reply upon materials such as original artwork, published papers, musical scores, lengthy specialized essays, etc., to arrive at their recommendations. Such items generally need not be included in the portfolio at the time of its submission to OCAR; the evaluator’s report, which usually refers to such material, provides sufficient documentation to support the credit award in most cases.

The term documentation covers a wide diversity of material; the following is a listing of some of the most commonly occurring kind with suggestions on handling:

  1. Original manuscripts, works of art, diplomas, publications, photographs, certificates, letters of commendation, playbills, programs, licenses, etc., should be retained at the Center to return to the student when assessment is complete. Photocopies of any documents crucial to the final review (e.g., insurance license if sole basis for credit) should be included in the portfolio submitted to OCAR.
  2. Personnel information of a confidential nature (which is generally extraneous to the assessment procedure) should be returned to the student immediately to protect both the student and the College.
  3. Confidential material relating to other people is occasionally included in the portfolio. Such material is usually merely illustrative and should be returned to the student. If such material is required for the assessment decision, be sure to delete all names and other identifying information before the portfolio is sent to OCAR.
  4. Manuals, reports, ledgers, sample business forms, receipts, canceled checks, minutes of meetings, and the like, which give background information only and thus are peripheral to the assessment decision, should not be sent to OCAR.
  5. Items which relate to subjects not credited on the degree program should never be included. These increase the expense of sending the portfolio, waste space in filing cabinets, and waste the time of the tertiary reviewer who will otherwise read the material if only to determine that it doesn’t apply.
  6. Portfolio dressing (special separators, folders, plastic page covers, construction paper, special mounting for documents) often make the portfolio readable and attractive; however, they do increase costs and add unnecessary bulk to the portfolio. Such "dressing" may be returned to the student rather than being sent to OCAR.


Applicable Legislation and Regulations

Related References, Policies, Procedures, Forms and Appendices