North Dakota University System
Policies and Procedures

NDUS Procedures




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SUBJECT: 400s: Academic affairs EFFECTIVE: September 12, 2012
Section: 404.0 Collaborative Student Procedure

  1. Definitions

    Home Institution
    - The Institution where the student is fully admitted in a degree program.

    Provider or Host Institution - The institution where the student is registered as a collaborative student and is enrolled as a non-degree student.

    Collaborative Student - A fully admitted student in good academic standing at the home institution who is taking an approved course with a provider institution.

    Collaborative Student Report - An NDUS report that provides information to both the home and provider institution listing the collaborative students at their institution.

    DSO - The Designated School Officer for Immigration purposes.

    Remote Credit - Placeholder credits recorded on the collaborative student's FA Term at the home institution, used to determine FA load.

    Good Academic Standing - Students will be considered in good academic standing if they meet the grade point average requirements for their home institution.

    Collaborative Withdrawal - Student is dropping all courses at the provider institution but keeping courses at the home institution or dropping all courses at the home institution but keeping courses at the provider institution. This will be indicated with a "Retroactive" on the "Withdrawal Cancel Reason" and "Collaborative Withdrawal Adjustment Code" on the "Override Withdrawal Schedule".

    Collaborative Charges - Tuition and fees associated with collaborative courses at the provider institution, which are billed to the student by the home instituion.

    Collaborative Charge Date - The end of the 2nd business day after the 100% drop date of the regular session.

    Enrollment Status - Menu options on the Collaborative Student Info page.
    • Adm. Drop - a drop requested by the home or provider institution (i.e. student is no longer in good academic standing, cancellation for non-payment, drop for non-attendance, etc.)
    • Drop Cancl - a drop before the course begins
    • Drop Enrl - a drop after the course begins
    • Enrolled - student is enrolled in the course
    • Not Approv - provider institution has denied the collaborative request (i.e. course is full, student is not in good financial or academic standing at the provider institution, etc.)
    • Not Enroll - home campus has requested a collaborative enrollment, but provider has not processed the request yet.
    • Wait List - the course is full and student is on the wait list
    • Withdrawn - student has been withdrawn from the entire semester at both the home and provider institutions

    Collaborative Student Course Work Report
    - An NDUS report that provides information to both the home and provider institution listing the collaborative students and their fees at the provider institution.

    Collaborative Student Info Page - Students who have requested collaborative status and been approved will be entered on this page. Only students entered will be reported as Collaborative students.

  2. Approval

    1. A student who wishes to enroll in a course at another NDUS institution as a collaborative student must contact the home institution for approval to register as a collaborative student. Only fully admitted undergraduate students in good academic and financial standing are allowed to enroll collaboratively. International students must receive approval from the home institution's DSO. NDUS institutions are not required to allow students to enroll on multiple institutions as collaborative, but an if institution permits students to enroll as collaborative students, this procedure must be followed.

    2. The student must complete a collaborative request form at the home institution itemizing the following. Every institution will use this standard format for completing collaborative requests.

      Name (first, middle initial, last)

      EMPLID

      DOB

      Mailing address (street, city, county, state, zip code, country)

      Do you now or have you live(d) in North Dakota? If yes, list years (e.g 1900-present or 1990-2009); If no, or not currently a ND resident, in what state are you a resident? List years (e.g. 1997-present). If you have lived in ND less than one year, in what state did you most recently reside? List Years.

      Primary phone number & type (i.e. home, cell, work, etc.)

      Secondary phone number & type (i.e. home, cell, work, etc.)

      Campus email address (no other email addresses will be accepted)

      Institution where they will receive their degree

      Are you participating in any third party arrangements to pay your tuition and fees (i.e. military tuition assistance, voc rehab, job service, etc.)? Yes/No

      Semester to enroll

      Provider institution

      Collaborative course information

      Signature indicating that "I have read and understand all criteria and deadlines as presented on this page. I certify that all statements in this registration are true to the best of my knowledge. I also authorize my home institution to email my EMPLID # to the provider campus I have chosen. This is just a request and I understand that my registration is not completed until I receive confirmation from the provider campus."

      This form may also be completed online. The home institution must approve this request.

    3. The home institution will deteremine at the time of the collaborative request if the approved course(s) constitute repeated coursework that the student previously completed at the home institution or through previous collaborative enrollments. Collaborative enrollment requests that appear to constitute repeated coursework will be reported to the financial aid office at the home institution for evaluation for aid eligiblity prior to approval.

    4. If a student requests to add a regular academic session course or courses as a collaborative student after the home institution 100% refund date for regular term classes, the home institution may require pre-payment or not approve collaborative status.

  3. Registration:

    After a student is approved to be collaborative, the home institution will enter the student on the Collaborative Student Info Page and send to the provider institution the form and all information, i.e., tuition residency and prerequisites.

    1. Students may not enroll as a collaborative student if they are not registered on the home campus, unless approved by the home campus as an exception.
    2. The provider institution will verify that the student is in good academic and financial standing at their institution.
    3. The provider institution will process the admission with an admit type of collaborative (COL) and an academic program and plan as non-degree.
    4. The provider institution will document the last school attended as the home institution for the student.
    5. The provider institution registers the student in the approved course(s).
    6. The provider institution will place a collaborative service indicator on the student's record so the student may not change the student's registration, or register for future terms.
    7. The provider institution will then send a copy of the registration to the student's campus email address and to the home instituion.
    8. The home financial aid office will enter the enrolled credits as remote credits on FA Term based on the Collaborative Student Report and in conjunction with other campus tracking reports.

    If the home institution has a cap on all tuition and fees billed, the cap will not apply to the collaborative charges.

  4. Enrollment/Course Drops/Withdrawals

    If the student decides to not complete the collaborative course(s), the student must work with the home institution. Course drops or withdrawals will be completed in accordance with SBHE Policy 830.2.

    1. The home institution's academic and financial dates and deadlines supersede the provider institution's dates and deadlines. Exceptions may apply based on irregular course start dates.
    2. The home institution will submit the drop or withdrawal information to the provider institution with the date of submission from the student. When a drop or withdrawal results in a refund, the provider campus will notify the home campus immediately.
    3. If a student drops to zero credits at the home or provider institution, but keeps the course(s) at the other institution, this will be processed with the course withdrawal schedule of the "Collaborative Withdrawal". Refunds for course drops will be completed in accordance with SBHE Policy 830.2.
    4. The Return of Title IV Funds federal regulations apply to the home institution if a financial aid recipient withdraws from all courses at both the home and provider institutions.
    5. If a student is withdrawing from only one of the institutions (either home or provider), it is considered a drop for financial aid purposes.
    6. The provider institution will forward a transcript for every collaborative student (whether the student completed the course or withdrew) to the home institution at the end of each term. If the provider institution has a business office hold on the student, the provider institution shall override the hold in order to send a transcript to the home institution.
    7. All collaborative credits attempted will be included on the student's academic record with the GPA included for financial aid purposes at the home institution.

    Grades, along with the attempted and completed credits for collaborative courses, will be monitored by the home institution according to the institution's Academic and Financial Aid Satisfactory Progress policies.

  5. Billing/charges

    1. Prior to the end of business of the 2nd business day after the 100% drop date of the regular session (to be known as the Collaborative Charge Date), the provider institution will have reconciled collaborative report charges against the students' accounts.
    2. If the student pays the provider institution directly or has a third party authorization, the providing institution will not bill the home institution. However, the provider institution must notify the home institution's Student Finance office of the third party authorization for financial aid purposes.
    3. The home institution will update the students' accounts based on the collaborative report charges. If the home institution updates prior to the Collaborative Charge Date, the charges need to be reviewed for accuracy and updated.
    4. The provider institution will contact the home institution to determine whether additional charges and/or credits will be submitted to the home campus after the Collaborative Charge Date relating to tuition and fees and/or any other mutually agreed upon charges.
    5. The home institution will remit payment of the actual amount collected to the provider institution, after financial aid has been returned at the end of the semester.
    6. It is the home institution's responsibility to collect payment from the student for all collaborative tuition and fees as of the 100% refund date for regular session courses. These charges will be posted to the Collaborative Student Info Page by the provider campus by the end of business on the Collaborative Charge Date.
    7. If the home and provider institutions mutually agree, the home institution may also collect payment from the student for housing, books, and other miscellaneous charges from the provider institution as of the 100% refund date of regular session courses. In this case, the provider institution will update the Collaborative Student Info Page prior to the end of business on the Collaborative Charge Date with these charges. No charges, with the exception of tuition and fees, will be entered on the page unless mutually agreed upon in advance.
    8. If the home institution refuses to collect all of the provider institution's charges as of the 100% refund date for regular session courses, the provider campus will not be responsible for returning any refunds to the home campus for those charges.
    9. Payments received from the student will be allocated to all of the student's charges based on PeopleSoft's allocation upon receipt of the payment.
    10. If the home institution deems the receivable to be uncollectible, the home institution will notify the provider institution. The uncollectible receivable may include returned financial aid.
    11. The home institution will submit collaborative charges to a collection agency based on the home institution's collection policy. Any amount collected by the collection agency will be paid from the home institution to the provider institution on a prorated basis less the collection fee.
    12. It is the home institution's responsibility to collect from the student any financial aid paid back to the federal government that results in a receivable from the original excess financial aid refund, which occurs when it is determined a student has officially or unofficially withdrawn resulting in a Return of Title IV calculation.

Reference: SBHE Policy - 404.1   805.3.1  

Reference: NDUS Procedure - 805.3.1  

History:
New Procedure, Chancellor's Cabinet Meeting, October 22, 2008
Chancellor's Cabinet Meeting, March 28, 2012.
Chancellor's Cabinet Meeting, September 12, 2012.

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