FINAL –August 25, 2004 Revised 03/17/05

MODULE(S) COORDINATION REQUEST

TRACKING NUMBER: 4

TITLE OF REQUEST: Information/fact gathering/recommendation for issues first identified in PCR 21 Summer of 2003  Cancellation of students who early registered but did not attend a single class (No-Shows)  Administrative withdrawal for students who did not pay, or who failed to make a commitment to pay, by the census date or by the 19th class day of the term. (No- Pays)  Last Date of Academic Activity for students who leave the Regental system but do not formally withdraw (Walk-Aways).

DATE REFERRED TO MODULE(S) BY COORDINATOR: January 26, 2004

MODULE(S) TO WHO REFERRED: Registrar, Fin Aid, AR/CR, Technical

DATE DUE FROM MODULE(S): Initial Discussion by MOCC 1-30-04, Finalized by the end of February, 2004 (Note: MOCC discussions were completed on 3/19/04).

DATE RECOMMENDATION WAS SENT TO THE SYSTEM DATA ADMINISTRATIOR AND/OR AC GROUP FOR APROVAL, (IF APPROPRIATE): MCR 4 will require AAC, BAC, SAC review/approval – recommendation submitted by MOCC coordinator on March 31.

RECOMMENDATION APPROVED X YES NO

EFFECTIVE DATE OF CHANGE Fall Semester 2004 Also refer to BOR Policy 5:5 and 5:7 Title of Request: __Information/fact gathering/recommendations for issues first identified in PCR 21 Summer 2003.

Origination Point of This Request From the PDT by Ranny Jones, MOCC Coordinator ______

Final Implementation Decisions for MCR #4 for Fall Semester 2004 (August 25, 2004)

These statements from the STUDENT Service Model Requirements guide the recommendations:  Students will enjoy consistent, non-conflicting deadlines for billing and payment periods.  The student will encounter consistent policies for the Universities dropping students whose accounts are not paid.  Students will enjoy consistent policies, timetable and procedures related to registration (i.e. registration dates, registration availability, drop/add, withdrawal).

The original Recommendation from the Module Coordinator (below) was discussed by the Senior BOR Staff in consultation with the SAC, BAC, AAC and Dr. Tad Perry. The following objectives and procedures reflect the final MCR #4 decisions. They should be implemented by all Regental universities beginning Fall 2004.

Objectives

1. Basis for Decisions a. Students will encounter “common business practices” in enrollment services. b. Students will experience consistent application of BOR Policy across all universities. c. Procedures will be guided by approaches that accommodate multi- institutional students. d. There will be continued adherence to the Regents’ STUDENT Service Model Requirements. e. Limitations of Colleague software to apply only one approach will be determined.

2. Payment or arrangement to pay a. A standard system-wide statement will be printed at the top of the student’s billing notice (XRST – Registration Statement). This statement will reinforce Board policy, requiring payment or an arrangement to pay, by the third day of classes for the term.

b. A late fee, if any, will be consistent. Consistent deadlines and amounts will be assessed for all students, including multi-institutional students.

3. Cancellation of no-pays for students who did not attend class a. The Home University should cancel a student no sooner than 6PM on the 3rd class day of the term and complete these cancellations by the census date of the term if possible, but no later than the census extract freeze date. Cancellations will be for those students who (i) did not attend classes, and (ii) did not pay or make arrangements to pay. For exceptions to this, the student’s extenuating circumstances will be documented on Colleague. By default, this process requires a method to determine if a student attended classes.

4. Withdrawal of no-pays for students who attended classes a. The Home University should withdraw students no later than 19th class day for the term. Administrative withdrawals should be completed for students who (i) attend classes, and (ii) do not pay or make arrangements to pay. For exceptions to this, the student’s extenuating circumstances will be documented on Colleague. By default, this process requires a method to determine if a student attended classes.

5. Late-Payment Arrangements for students with extenuating circumstances (Each university will make its own arrangements with students who have extenuating circumstances.) These “financial arrangements to pay” for students who have not made full payment for all charges for the term, will be documented on Colleague by the end of the 19th day of class for the term using the following restriction codes: a. CDEF – Non Student Cntrl Defer Trkg b. CDFA – FA Professnl Judgmnt Tracking c. CPA – Bus Office Prof Jdgmnt Tracking d. CPAY – Payment Plan Tracking

6. Consistent Definition of Last Date of Academic Activity (“LDAA”): (LDAA as withdrawal date, and involvement of faculty in determining LDAA) a. Each university “must” have in place a (possibly unique) practice for determining LDAA, whenever reporting a final grade of F, U, or RU. This will be done in compliance with SDBOR and U.S. ED policies. (Note, this does not necessarily require faculty involvement in determining LDAA, nor will it result in a consistent Systemwide definition of LDAA in the database.) b. WebAdvisor software will be modified to require that a LDAA must be posted when reporting a final grade of failing. ______Footnote: The matter of ‘confirmation of enrollment’ is no longer an ‘unresolved’ question. All parties seem to agree that enrollment confirmation information will be determined and provided by each individual university, via a method that is locally appropriate.

Procedures

Also refer to the official procedural documentation (1) 3.4 Administrative Withdrawals/Cancellations and (2) 3.14 Entering Student Restrictions.

The following will guide the implementation of the approved objectives recorded above:

1. Initial billing to students a. A XRST (Registration Statement) will be sent to the early registered students by the student’s Home University: (1) Fall - No later than two weeks prior to the Fall Term (2) Spring - Before the last class day of the Fall Term (3) The HOME University should be accurately assigned by the batch process for all students enrolled for Fall, with the exception of some students that are enrolled for Summer that transferred to another Regental University. b. Each student will receive a common message (printed at the top of the XRST, Registration Statement) as follows: (1) All students are required to make payment in full, or make financial arrangements to pay for all charges for the term no later than mm/dd/yy or be subject to a late fee or cancellation of courses. (2) The Board of Regents has approved a portion of the FY05 General Activity Fee increase to be used for Title IV – Equity in Athletics. c. A student may receive additional messages on the Registration Statement that are unique to their Home University.

2. Cancellation of Students, by the Home University, for non-payment or no arrangement to pay:

 A student’s enrollment will be cancelled by the Home University if the student has not attended class(es) during the term. o Cancellation, by the Home University, will occur no earlier than 6:00 p.m. CT on the third day of classes. o The Home University will complete student cancellations prior to census date, if possible, but no later than the census extract freeze date for the term. o If a student’s course enrollment for a term consists of all courses that have a begin date after the census date of the term, the university will not cancel the student’s enrollment until the end of the add/drop period of the course with the earliest start date..  The Home University will determine, in collaboration with the faculty, if the student did or did not attend class.  The Home University will write their own queries to determine which students should be cancelled for non-payment or no arrangement to pay.  When a student’s enrollment is cancelled, no tuition or fees are due to the Regental system.  Students, who did not pay or make an arrangement to pay, and who did not attend class(es), should be cancelled by the census extract freeze date on Colleague by the Home University.  If a student’s course enrollment for a term consists of all courses that have a begin date after the census date of the term, the university will not cancel the student’s enrollment until the end of the add/drop period of the course with the earliest start date..

 When a student’s enrollment is cancelled, no entry will be made on the student’s academic transcript. 3. Administrative Withdrawal of Students, by the Home University, for non- payment or no arrangement to pay:

 A student’s enrollment will be administratively withdrawn by the Home University if the student has attended class(es) during the term. o Administrative Withdrawal, by the Home University, will occur no earlier than 6:00 p.m. CT on the third day of classes for the term. o The Home University will complete administrative withdrawals prior to the end of the 19th day of class for the term.  The Home University will determine, in collaboration with the faculty, if the student did or did not attend class.  The Home University will write their own queries to determine which students should be administratively withdrawn for non-payment or no arrangement to pay.  When a student’s enrollment is administratively withdrawn, the student will owe the Regental system for tuition and fees assessed as of the date of the administrative withdrawal. The date of the administrative withdrawal is the last date of academic activity determined by the institution in collaboration with the faculty.  When a student’s enrollment is administratively withdrawn, the comment “Withdrew/Date” will be entered on ASTR and this comment will appear on the student’s academic transcript.  The student, who did not pay charges in full (a student with an account balance due at the end of the 19th day) and did attend class(es) is: o Administratively withdrawn by the Home University by the end of the 19th day of class, OR o One or more of the four tracking restrictions below is entered indicating the “financial arrangement to pay” as determined by the Home University. A tracking restriction does not prevent registration or the receipt of a transcript ordered.  Other guidelines for entering restrictions and for additional billing: o The begin date should reflect when the restriction is entered and the end date should reflect the date when the reason for the restriction is expected to be resolved and any account balance will be paid in full (i.e. when second disbursement if made). o Charges incurred after the 19th day of class will be billed when they are incurred. o Students who were billed prior to the 19th day of class with a due date after the 19th day of class should have a CDEF restriction entered with an end date that is the same as the due date given. o If the student passes the end date of the 19th day restriction, and has not made payment in full, the student should be  Administratively withdrawn OR  Rebilled (if the university believes an extenuating circumstance still exists) and a new restriction entered giving the reason for an additional extension.  A CAR restriction should also be entered. This restriction will hold registration and will deny a printed transcript.

 The four “Arrangement to Pay” restrictions are:

CDEF - Non Student Cntrl Defer Trkg  Restriction is entered for (1) expected aid that is delayed due to federal mandates (30 day delayed Stafford Loans and single term dual disbursement requirements); (2) Non-standard enrollment dates and aid disbursement eligibility causing loan delayed disbursements dates (ie. SDSU accelerated Nursing).  Restriction may be entered any time after the restriction is determined (may be entered beginning prior to the start of the term) but should be entered no later than the 19 day of class for the term on student accounts with a balance due.  Restriction is entered by the Financial Aid Office via a batch process (with uniform begin and end dates and common comments*). For exceptions a one by one load to PERC is also acceptable.  The begin date should reflect when the restriction is entered and the end date should reflect the date when the reason for the restriction is expected to be resolved and any account balance will be paid in full (i.e. when second disbursement is made).

CDFA – FA Professnl Judgmnt Tracking  Restriction is entered as a result of a professional judgment decision made by the Financial Aid Office (i.e legitimate reasons that preclude the student from making payment in full such as FAFSA application in process, federal verification, federal loans needing promissory note signatures, alternative loans in process, approved non-institutional scholarships not yet received, and other aid requiring non-campus approval such as BIA and JTPA.).  Restriction may be entered any time after the restriction is determined (may be entered beginning prior to the start of the term) but should be entered no later than the 19th day of class for the term on student accounts with a balance due.  The begin date should reflect when the restriction is entered and the end date should reflect the date when the reason for the restriction is expected to be resolved and any account balance will be paid in full (i.e. when pending aid will be approved)  A specific university-determined comment* should be entered that describes the “arrangement to pay”.

CPA – Bus Office Prof Jdgmnt Tracking CPA

 Restriction is entered as a result of a professional judgment decision made by the Business Office (i.e. agency approved sponsored billings and third party payments when authorizations have not been received such as Vocational Rehabilitation, Veterans Vocational Rehabilitation, WIA, ROTC, and other agency. Also entered for students for whom an employer or other approved entity pays tuition and fees.  Restriction may be entered any time after the restriction is determined (may be entered beginning prior to the start of the term) but should be entered no later than the 19th day of class for the term on student accounts with a balance due.  The begin date should reflect when the restriction is entered and the end date should reflect the date when the reason for the restriction is expected to be resolved and any account balance will be paid in full. (i.e. when third party payment authorizations have been received).  A specific university-determined comment* should be entered that describes the “arrangement to pay”.

CPAY – Payment Plan Tracking  Restriction is entered to track students on payment plans.  Restriction may be entered any time after the restriction is determined (may be entered beginning prior to the start of the term) but should be entered no later than the 19 day of class for the term on student accounts with a balance due.  The begin date should reflect when the restriction is entered and the end date should reflect the date when the reason for the restriction is expected to be resolved and any account balance will be paid in full  A common “third party payment” comment* should be entered. *The standard procedure to enter comments is: Insert blank lines, date and time stamp the first line and enter the comment on the second line.

4. Mid-Term Grading and LDAA a. Faculty members, who record a deficient progress grade (DEF), may at the discretion of the individual university, record a last day of academic activity at the time they record the DEF grade. WebAdvisor will not require a last date of academic activity when a “DEF” grade is issued. b. Financial Aid will utilize this data to assist with Return to Title IV processing. c. This data will also be helpful for retention purposes by identifying the students who may no longer be attending class but did not formally withdraw.

5. Final Grading and LDAA a. At the time a final grade of F, U, or RU is given, a last date of academic activity will be determined by the University. b. WebAdvisor will be modified to require that a LDAA be posted when a final grade of F, U, or RU is recorded. c. Financial Aid will utilize this data for students, who receive all “F”, “U” or “RU” grades for the term, in their Return to Title IV processing. d. This data will also be helpful for retention purposes giving the capability to follow up with students who discontinued attendance, and did not formally withdraw, prior to the end of the term.

The following documents are attached to provide additional clarification:  Recommended changes to BOR Policy 5:7, Refunds.  Recommended changes to BOR Policy 5:5, Tuition and Fees.  Relevant Data Definitions.  Recommended changes to Common Business Practices- Chapter 3.

End of Objectives and Implementation Procedures (August 25, 2004, Revised 3/17/05) ______