Docstoc

Implementation Guidelines

Document Sample
Implementation Guidelines Powered By Docstoc
					                                             Implementation
                                             Guidelines
                                             Best practices for processing NSE students through
                                             admissions, fee payment, financial aid, and registration


              TUITION RECIPROCITY - Selecting a Tuition Payment Plan
The National Student Exchange uses two plans for the payment of tuition and fees. The institution may use either
or both plans. Using both plans offers more flexibility to the student in selecting an NSE location which best fits
financial considerations as well as the probabilities for placements. Current institutional, board, or state policies,
including existing international exchange or other reciprocity models, may set a precedent for and/or govern the
utilization of one or both of these tuition payment plans.

  FUNCTIONAL                  PLAN A                       PLAN B                       NSE                  CAMPUS
     AREA                   (HOST PAY)                   (HOME PAY)                  QUESTIONS              RESPONSE
                        The exchange student         The exchange student         • Is there an institu-
Vice President          pays the RESIDENT            pays normal tuition            tional precedent for
For Finance             (in-state or in-province)    and mandatory fees             either or both
or                      tuition and mandatory        (e.g. health services,         payment plans?
Administration          fees of the host college     student activities,
                        or university directly to    technology fees) to          • Is there any problem
                        that host institution.       their home college or          with use of either or
                                                     university. No tuition or      both payment plans
                        At most NSE member           mandatory fees are             for outgoing
                        campuses, Plan A is          paid to the host               students or
                        generally more flexible      campus.                        incoming students?
                        (the campus accepts
                        more incoming                Some Plan B                  • Will either or both
                        students than those          campuses require an            plans need to be
                        sent).                       even exchange (the             restricted to an
                                                     campus accepts no              EVEN (not
                                                     more incoming                  accepting more
                                                     students that those            students than sent)
                                                     sent).                         exchange?
                        Is the campus able to        Is the campus able to
                        bring in the student at      bring in the student at      • Can either or both
                        in-state/in-province         no cost for tuition/fees       payment plans be
                        tuition without having       without having to use          OPEN to accepting
                        to use scholarship or        scholarship or other           all eligible incoming
                        other funds to off-set or funds to “pay” tuition            students?
                        “pay” the differential       for the student? Funds
                        between in-state and         collected from outgoing      • Can the institution
                        out of state tuition?        students should off-set        manage its program
                                                     incoming Plan B who            without having to
                                                     do not pay tuition/fees.       use “real dollars” to
                        Under both payment plans, exchange students                 fund incoming
                        will pay to their host campus those fees which              students on Plan A
                        are assessed as a condition of enrollment                   and Plan B?
                        (e.g., laboratory fees, art and photography
                        supplies, course surcharges, computer fees,
                        internship or student teaching surcharges).
                        Under both payment plans, students pay room
                        and meal costs directly to their host university.

Key Contacts and Written Procedures – NSE recommends that the campus identify an NSE contact in each
key processing office: admissions, bursar/comptroller, financial aid, records/registration. Working with the NSE
campus coordinator and using this document as a guideline, these officers should develop written procedures for
NSE and review periodically to fine-tune where needed.
                                                    NSE Implementation – page 1
                               OUTGOING STUDENTS
  FUNCTIONAL           PLAN A                      PLAN B                      NSE                  CAMPUS
     AREA            (HOST PAY)                  (HOME PAY)                 QUESTIONS              RESPONSE
                  The designated home NSE Coordinator                    • Will you impose any
NSE               determines the eligibility of outgoing NSE               additional
                  students utilizing NSE requirements as well as           restrictions or
                  any additional criteria which may be imposed by          requirements on
Student           the home campus or the host campus.                      your outgoing
Eligibility                                                                students?
Criteria          NSE REQUIREMENTS – Applicable at the time
                  of application and at the completion of the term       • Will you permit
                  prior to exchange.                                       seniors to
                  •    full-time enrollment at your home campus            exchange?
                  •    minimum home campus cumulative GPA of
                       2.5 (4.0 scale)                                   • Will you waive
                  •    good academic standing as defined by the            residency require-
                       home institution                                    ment for seniors?
                  •    no incomplete grades from previous terms
                  •    no current or pending probationary status         • Will you treat NSE
                       due to academic dishonesty or misconduct            coursework as
                  •    no outstanding financial obligations to the         resident credit?
                       home institution
                  •    no current or pending probationary or             • Will you permit
                       disciplinary action for violation of codes of       international (F-1
                       student conduct                                     visa) students to
                  •    must not be on probation, parole, or have           exchange? (Note:
                       any pending legal judgments                         the home campus
                                                                           SEVIS reports these
                  Campus profiles identify any additional home             students.)
                  campus criteria (e.g., language proficiency,
                  higher GPA, class standing, audition).
                  Students should maintain their home campus             • Is your campus able
Registration      status as registered full-time, degree-seeking           to create a holding
                  students. NSE suggests that outgoing students            course for NSE?
                  be registered in an NSE specific holding course.
NSE               Such a course keeps the student tied to the
Holding Course    home institution and establishes appropriate           • How will this be
                  audit trails through registration,                       implemented for
                  bursar/comptroller, and financial aid.                   Plan A?
                  The Plan A holding           The Plan B holding
                  course (i.e., NSE 450A course (i.e., NSE 450B
                  for 12 hours/semester        for 12 hours/semester
                  or 15 hours/quarter)         or 15 hours/quarter)      • How will this be
                  should have a code           should have a code          implemented for
                  which generates no bill which generates a bill           Plan B?
                  or a bill of zero.           for normal, full-time
                                               tuition/fees.
                  Campuses need to be able to code outgoing              • What will you do for
Registration      students on both Plan A and Plan B so they can           Plan A?
                  be identified, by payment plan, for tracking,
                  billing, and reporting needs.
Coding/Tracking
                                                                         • What will you do for
                  Usually this is accomplished through creation of         Plan B?
                  an attribute for Plan A and an attribute for Plan B
                  in the student information system.
                  NSE students can be counted toward FTE or              • How does your
Registration      eliminated from the count depending on the               institution count its
                  reporting requirements of the institution.               students: by
                  Reporting may differ depending upon                      enrollment, fee
Reporting         Plan A or Plan B.                                        payment, other?
                                                                         • Will you count
                                                                           outgoing Plan A?
                                                                         • Will you count
                                                                           outgoing Plan B?



                                           NSE Implementation – page 2
                      OUTGOING STUDENTS, continued
  FUNCTIONAL          PLAN A                       PLAN B                       NSE                  CAMPUS
     AREA           (HOST PAY)                   (HOME PAY)                  QUESTIONS              RESPONSE
                Plan A students apply        Plan B students apply        • Is there any problem
Financial Aid   for federally-funded         for financial aid in the       in implementing
                financial aid at their       usual manner at the            these procedures for
                host campus.                 home campus – and              either Plan A or Plan
Application                                  only at the home               B?
                Students list on their       campus.
                FAFSA form all NSE
                campuses where there
                is the potential of being
                accepted on Plan A.
                They also list their
                home campus in case
                their plans change.

Award           The award is based           The award is based
                on a real budget (host       on a real budget
                campus tuition/fees;         (home campus
                travel to the host           tuition/fees; travel to
                campus; and room,            the host campus; and
                meals, and incidentals       room, meals, and
                of the host campus).         incidentals of the host
                                             campus). Campus
                                             Budgets are available
                                             at both the Coordinator
                                             and Student site of
                                             www.nse.org.

Disbursement    Disbursement is             Disbursement can be           • When can financial
                made in the same            made on the basis of            aid be disbursed for
                manner as students          the holding course.             outgoing Plan B
                native to the campus.       Some campuses prefer            students?
                                            to wait until receiving
                                            the enrollment
                                            verification prior to
                                            disbursement, but this
                                            may disadvantage the
                                            student by not having
                                            aid available to pay
                                            host campus room and
                                            meals in a timely
                                            manner.
Canada          Exception: Students going to, or coming from,
                Canadian member universities, apply for
                financial aid at their home campuses.
                Federally-funded financial aid disbursement is covered under a one-time, single consortium
Financial Aid   agreement completed with the National Student Exchange Central Office. This NSE Membership
                Agreement complies with U.S. Department of Education regulations for disbursement of federally-
                funded financial aid to students exchanging under a consortium agreement and conforms to the
Consortium      requirements of written agreements between two or more eligible institutions. Individual agreements
Agreement       between NSE member colleges and universities are not necessary.
                Can institutional scholarships, campus waivers, or state tuition grant
Financial Aid   programs be applied to exchange for Plan A? For Plan B?

Other Sources
                Electronic enrollment verification through NSE’s web site will be provided by the host campus
Financial Aid   coordinator to the home coordinator by the end of the third week of each host term. A copy should be
                immediately sent by the home campus coordinator to the designated contact in the home campus
                financial aid office.
Enrollment
Verification


                                            NSE Implementation – page 3
                             OUTGOING STUDENTS, continued
  FUNCTIONAL                 PLAN A                    PLAN B                      NSE                 CAMPUS
     AREA                  (HOST PAY)                (HOME PAY)                 QUESTIONS             RESPONSE
                       Prior to departure for exchange, students             • Who is authorized to
Advising               complete a written advising agreement to identify       approve such an
                       how each course the student might take at the           agreement?
                       host institution will fit into the home degree
Advising               program.
Agreement
                       Advising agreements should contain twice as
                       many courses as the student will actually take
                       while on exchange.

                       Copies of the agreement should be retained by
                       the student, authorized signator, NSE
                       coordinator, and records office.


Other Issues or Questions Related to Outgoing Students
• Must outgoing students purchase home campus health insurance? ___Yes ___No
• Will your campus restrict its outgoing non-resident and/or international students to using only Plan B in order to
  retain non-resident tuition? ___Yes ___No
• Will you permit exchange with other NSE campuses within your state? territory? province? ___Yes ___No
• An NSE application fee must be assessed to all students for whom a placement is attempted. Students should
  not be entered on NSE’s on-line placement form until the fee has been collected by the home campus. This is an
  application fee and is due regardless of placement outcome, placement declined, withdrawal after placement
  acceptance, or subsequent ineligibility to participate. What amount will you assess your outgoing NSE students?
  Note that most campuses assess a fee $50 higher than what is due the NSE Central Office.
  Campus Amount $_________________



                                  RETURNING STUDENTS
  FUNCTIONAL                 PLAN A                    PLAN B                      NSE                 CAMPUS
     AREA                  (HOST PAY)                (HOME PAY)                 QUESTIONS             RESPONSE
                       Following exchange, host institution courses,
Registration/          credit hours and grades replace the holding           • Can you include the
Records                course (see page 2) and should be recorded on           NSE designator
                       the home transcript with the designation that they      along with the name
                       were taken at a particular host campus through          of the exchange
Transcripting          the National Student Exchange program.                  campus?
Exchange Work
                       The NSE designator is important because it
                       shows that the student participated in a campus-
                       based program (as opposed to transferring out
                       and back). Like study abroad, showing the work        • How will host
                       as part of a program demonstrates to employers          courses appear on
                       and graduate schools that the student has gone          your transcript?
                       beyond the expected. See example below.

                                 National Student Exchange
                                     Generic University
                                      Course listing…….
                                                                             • Can grades earned
                       NSE strongly recommends that work completed             from the NSE host
                       on exchange be included in the student’s                campus be included
                       cumulative GPA at the home campus.                      in your cumulative
                                                                               GPA?




                                               NSE Implementation – page 4
                                 INCOMING STUDENTS
  FUNCTIONAL             PLAN A                     PLAN B                       NSE                  CAMPUS
     AREA              (HOST PAY)                 (HOME PAY)                  QUESTIONS              RESPONSE
                   The home campus NSE coordinator has determined the eligibility of the
Admissions         student using NSE criteria (see page 2).

                   When the host NSE coordinator agrees to accept the student, there is no
Eligibility        further admissions review by the host campus unless otherwise indicated in
                   the campus profile (e.g., portfolio for studio art courses, audition for music
                   performance, higher GPA in some areas). In essence, the home NSE
                   coordinator makes the admissions decision for the host campus.
                   The host campus may limit, restrict, or close           • Which programs or
Academic           courses, majors and/or programs to incoming                majors will be
                   NSE students. This must be communicated in the             closed to incoming
                   campus profile which is published a year in                students?
Course or          advance of the student’s actual exchange period.
Program
Restrictions

                                                                           • Which programs or
                                                                             majors require a
                                                                             higher GPA for
                                                                             incoming students?




                                                                           • What other restric-
                                                                             tions or limitations
                                                                             will be imposed?




                   Following acceptance of their placements,               • Will the campus
Admissions         incoming students complete forms needed to                need a full applica-
                   generate registration eligibility. A basic data form      tion or will a single
                   or application along with housing information is          page with basic
Enrollment         sent at this time with specific directions for            information on the
Materials          completion and return. Most campuses will                 student be
                   request an unofficial transcript due at the               sufficient?
                   completion of the term prior to exchange.
                                                                           • How will incoming
                   NSE recommends that all materials be sent by              students be
                   the host coordinator to the student and returned          classified on each
                   by the student to the host coordinator who can            plan?
                   then forward to the appropriate campus office.
                   Plan A students must       NSE suggests that            • Can Plan A students
Classification     be matriculated as         Plan B students should         be classified as
                   degree-seeking             also be classified as          degree-seeking
                   students to be eligible    matriculated.                  students?
                   for financial aid.
                   Admissions application fees are waived by most          • What is the amount
Application Fees   NSE member universities.                                  of the fee?

                                                                           • Can the fee be
                                                                             waived?




                                             NSE Implementation – page 5
                           INCOMING STUDENTS, continued
  FUNCTIONAL           PLAN A                      PLAN B                      NSE                    CAMPUS
     AREA            (HOST PAY)                  (HOME PAY)                 QUESTIONS                RESPONSE
                  Students are advised of institutional requirements     • Will you require
Health Matters    governing health records, immunization and               health records?
and Insurance     health insurance.
                                                                         • Will you accept the
                                                                           records from the
Health Records                                                             home campus or
                                                                           must the student
                                                                           submit forms from a
                                                                           new physical exam?

Immunizations                                                            • Which specific
                                                                           immunizations are
                                                                           required?

                                                                         • At what stage of
                                                                           enrollment are
                                                                           immunizations
                                                                           required (e.g., prior
                                                                           to registration, prior
                                                                           to moving into the
                                                                           residence hall, prior
                                                                           to class attendance,
                                                                           prior to enrollment
                                                                           for second term)?
Health                                                                   • Is health insurance
Insurance                                                                  required? If so, must
                                                                           students purchase
                                                                           your institutional
                                                                           policy or is proof of
                                                                           comparable own,
                                                                           home campus, or
                                                                           parents’ policy
                                                                           acceptable?
                  Campuses need to be able to code incoming              • What will you do for
Registration      students on both Plan A and Plan B so they can           Plan A?
                  be identified, by payment plan, for tracking,
                  billing, and reporting needs.
Coding/Tracking                                                            What will you do for
                  Usually this is accomplished through creation of         Plan B?
                  an attribute for Plan A and an attribute for Plan B
                  in the student information system.
                  Priority registration is welcome. At minimum,          • When will NSE
Registration      incoming NSE students should register for                students register?
                  courses with currently enrolled, degree-seeking
Course            students of their same class standing.                 • What priority can
                                                                           NSE students be
Registration      Some member campuses code all incoming                   given for
                  students as juniors to allow for registration            registration?
                  immediately following currently enrolled seniors.
                  Exchange students are expected to be enrolled full time and meet all course pre-requisites of the host
Registration      institution.

Enrollment
                  NSE students can be counted toward FTE or              • Will you count
Registration      eliminated from the count depending on the               outgoing Plan A?
                  reporting requirements of the institution.
Reporting         Reporting may differ depending upon                    • Will you count
                  Plan A or Plan B.                                        outgoing Plan B?




                                           NSE Implementation – page 6
                       INCOMING STUDENTS, continued
  FUNCTIONAL           PLAN A                       PLAN B                       NSE                 CAMPUS
     AREA            (HOST PAY)                   (HOME PAY)                  QUESTIONS             RESPONSE
                 Incoming Plan A              Incoming Plan B              • Are you able to
Comptroller/     students are billed for      students are not billed        waive mandatory
Student          resident (in-state or in-    for tuition and fees.          fees such as health
                 province) tuition/fees.                                     services and student
Accounts                                      Note, since mandatory          activities fees for
                                              fees (e.g., general            incoming Plan B
Billing                                       fees, health services,         students?
                                              student activities) have
for                                           been paid to the
Tuition                                       student’s home college       • Are there other fees
And Fees                                      or university, exchange        which cannot be
                                              students should not be         waived for Plan B?
                                              billed for these by the
                                              host campus.
                 Under both payment plans, exchange students
                 will pay to their host campus those fees which            • Are there fees that
                 are assessed as a condition of enrollment                   both Plan A and
                 (e.g., laboratory fees, art and photography                 Plan B students will
                 supplies, course surcharges, computer fees,                 be assessed (e.g.,
                 internship or student teaching surcharges).                 book rental fee,
                                                                             laptop fee) that
                                                                             cannot be waived?
                 Federally-funded            Federally-funded              • Is there any problem
Financial Aid    financial aid for           financial aid for               in implementing this
                 Plan A is applied for,      Plan B is awarded and           procedure for either
                 awarded, and                disbursed by the                Plan A or Plan B?
Application      disbursed in the same       student’s home
Award            fashion as other native     institution based on the
Disbursement     students enrolled at the    tuition/fees of the home
                 campus.                     campus and the
                                             room/meals and
                                             incidentals of the host
                                             campus.
                 Exception: Students going to, or coming from,
Canada           Canadian member universities, apply for
                 financial aid at their home campuses.
                 Federally-funded financial aid disbursement is covered under a one-time, single consortium
Financial Aid    agreement completed with the National Student Exchange Central Office. This NSE Membership
                 Agreement complies with U.S. Department of Education regulations for disbursement of federally-
                 funded financial aid to students exchanging under a consortium agreement and conforms to the
Consortium       requirements of written agreements between two or more eligible institutions. Individual agreements
Agreement        between NSE member colleges and universities are not necessary.
                 The host campus coordinator provides electronic enrollment verification through NSE’s web site to the
Financial Aid    home coordinator by the end of the third week of each host term.

Enrollment
Verification

                 Students pay room and meals to the host                   • Will NSE students
Residence Life   campus if campus housing is selected.                       be able to live on
                                                                             campus?




                                                                           • What assistance is
                                                                             provided for off-
                                                                             campus housing?




                                             NSE Implementation – page 7
                             INCOMING STUDENTS, continued
  FUNCTIONAL                 PLAN A                    PLAN B                       NSE                         CAMPUS
     AREA                  (HOST PAY)                (HOME PAY)                  QUESTIONS                     RESPONSE
                                                 Deferred payments            • Can deferments be
Billing                                          are appreciated for            given? Under what
                                                 students exchanging            conditions?
                                                 on Plan B who will be
Deferments                                       receiving a financial
                                                 award from their home
                                                 college or university to
                                                 pay for their room and
                                                 meals. In such case, a
                                                 copy of the award letter
                                                 from the home campus
                                                 should be requested.
                       What kind of payment
Billing                plans are available for
                       tuition?
                       What kind of payment plans are available for
Payment Plans          room and meals?
                       The host institution generates a transcript for the exchange student in the
Registration/          same manner as any other currently enrolled student.
Records

Transcripts


Other Issues Related to Incoming Students
• Will you limit incoming students to a full-year rather than single term exchange? ___Yes ___No
• Do you prefer single term exchanges to begin in the fall or in the spring? Or may they begin in any term?
  Will you accept incoming International (F-1 visa) students? (NOTE: SEVIS reporting for international students is
  the responsibility of the student’s home campus.)
  On Plan A? ___Yes ___No
  On Plan B? ___Yes ___No
• Will you accept incoming students for exchange in the summer?
  On Plan A? ___Yes ___No
  On Plan B? ___Yes ___No
• Will you accept incoming post-baccalaureate students? ___Yes ___No
• Will you accept incoming graduate students? ___Yes ___No
• Will you participate in any of the following?
        o Resident Assistant Exchange ___Yes ___No
        o International Linkages (make one or more of your own study abroad programs available to incoming
          students) ___Yes ___No
        o Honors Exchange (allow incoming students to enroll in honors courses) ___Yes ___No
        o Exchange with Canadian Partners (must be willing to both send and receive students) ___Yes ___No
        o Special Summer and Inter-term programs. ___Yes ___No


                                           For further information:
                                      NATIONAL STUDENT EXCHANGE
                                                       www.nse.org
                                            Bette Worley, President
                                      260-436-2634 • bworley@nse2.org
                                       Wendel B. Wickland, Vice President
                                  716-878-4328 • wicklawb@buffalostate.edu


                                                                                                 Handbook06\ImplementationGuidelines2010.doc


                                                NSE Implementation – page 8

				
DOCUMENT INFO