Transcript Consortiums - The Ins & Outs

Consortiums- The Ins and Outs
WASFAA Fall 2013- Elkhart Lake
Presented by:
Coral Taylor – Marquette University
Mary Rowe – Alverno College
Brooke Sumner – Fox Valley Technical College
What is a consortium agreement?

Definitions per the Handbook:
 Consortium agreement—a written agreement
between two or more eligible schools.
 Contractual agreement—a written agreement
between an eligible school and an ineligible
school.
 Home school—the school where the student is
enrolled in a degree or certificate program.
 Host school—the school where the student is
taking part of his or her program requirements
through either a consortium or contractual
agreement.
Types of Consortium Agreements
Case by case for a student or group of
students
 A separate agreement with a host school
 A blanket agreement with a school or
group of schools

Eligible Program Criterion
In general, student’s academic program
under consortium agreement is an eligible
program for Title IV purposes if:

Home school’s program meets eligible
program requirements in 668.8

Host school provides part of student’s
program offered by home school
Points to know
Home school can decline to accept the
credit if grade is less than its standard
 Grades do not have to be calculated into
the GPA
 Credits must be counted in the
quantitative SAP calculation

Study Abroad Programs
Program does not have to be a required
part of the home school program for FSA
funds.
 Credits earned must be accepted toward
graduation at home school.
 Expense should be reflected in cost of
attendance.
 If program is approved for credit, home
school must disburse FSA

What we will cover today
How different schools utilize the
agreement to fit the specific needs of their
institution (Study abroad versus domestic)
 Processing procedures (checking in and
follow up)
 Transfer credit involvement
 Impact on SAP

Marquette University

Undergraduates – Non Marquette Study
Abroad Programs

Law Students – Domestic Study Away and
Non-Marquette Study Abroad Programs
Agreement (Marquette)

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Be enrolled in a degree program at Marquette
Maintain Satisfactory Academic Progress
Take courses at the Host School which are
transferable to his/her Marquette University
degree, as certified by his/her Marquette
academic advisor
Notify the Marquette University Office of
Student Financial Aid if he/she does not begin
attendance in the courses listed in Section II
of the agreement
Agreement Cont. (Marquette)

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Immediately inform Marquette University and
Host School of any change in enrollment status,
including withdrawing from all courses or
substitution of approved courses
Ensure that the Host School provides Marquette
University with an academic transcript upon
completion of the consortium period.
File a FAFSA and complete the required financial
aid process prior to all applicable deadlines.
Pay tuition, fees, and other expenses as charged
by Marquette University and/or Host School.
Process (Marquette)
Study Abroad Office/College of Business/
Law School
 Department/Academic Advisor approval
 Study Abroad Office
 Office of Student Financial Aid (OSFA)
 Host School
 Office of Student Financial Aid (OSFA)
 Registrar, Bursar and Study Abroad Office

FAO Procedure (Marquette)
Update Cost of Attendance
 Update Financial Aid Award – No MU Gift
Aid
 Notify Registrar’s Office
 Notify Study Abroad Office
 Notify Student

Student Procedure (Marquette)
Financial Aid Award updated and available
 File FAFSA by March 1 priority deadline
 Need to meet all other deadlines
 They will be notified to register for
placeholder course
 Recommend Direct Deposit
 Aid disburses to Marquette; they need to
pay Host School

Follow Up (Marquette)
Transcripts
 SAP
 R2T4

Alverno College

Processes primarily “exports”, both
undergraduate and graduate students
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Needed course not available
Work conflict
Summer class at home
Study Abroad (Alverno)

Formal exchange agreements with 18
foreign universities

Students register on campus

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Course prefix denotes Study Abroad
Retain all aid, including institutional
Appear to be “on campus”
Non-consortium Study Abroad
(Alverno)
Requires individual consortium with the
host school
 Institutional aid is not available for these
programs

Agreement (Alverno)
No money is transferred by Alverno to the
host school
 Payment of tuition/fees to the host school
is according to its timetable
 Refunds are processed by Business Office
according published policy
 Future aid in jeopardy w/o proof of
completion
 Course included in SAP calc

Student’s Procedure (Alverno)
Permit for off-campus course approved by
academic advisor
 Completed consortium agreement from
host school
 Submit transcript or grade report to the
FAO at semester’s end

FAO Procedure (Alverno)
Personal explanation of the process (form
is not available on-line)
 Enter a pending consortium in the
student’s record
 Change to “Accepted” when consortium is
received. Mail code is entered
 Chief concern---making it as obvious as
possible to staff that there is a consortium
for the term

Follow Up (Alverno)
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Study Abroad- transcripts always late so
students are usually put on Warning or worse
SAP may need to be re-calculated when
transcript is received.
R2T4 possible if coursework not completed
All enrollment reporting is handled by the
Registrar
Fox Valley Technical College

Fairly even number of “exports” and
“imports”
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Convenience
Classes not available at home school
Cost savings from a UW or private
Agreement (FVTC)
Student:
 All courses must be required for the student’s degree
 Agreement does not pay visiting school. Student is
responsible for paying tuition fees and books at visiting
school and must wait for reimbursement check for those
financial aid funds.
 An official transcript is required at the end of each term.
 All credits will be included in SAP.
Visiting School:
 Provide courses (copy of schedule) and tuition information
 Notify FVTC of any course credit changes or withdrawals
Student Procedure (FVTC)
Consortium form is printable off of the
FVTC forms page
 Student fills out their portion and signs
agreeing to the stipulations of the contract
 Student submits to visiting school where it
is reviewed and sent back to the FVTC
FAO
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FAO Procedure (FVTC)
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Credits are reviewed to determine if they qualify,
and the Transfer Credit Office (TCO) is consulted
if needed. Student is notified by phone if credits
will not be covered.
Credits are registered by FA Specialist into the
“consortium class” which is visible to other staff
student under class schedule. The system is set
up to read these credits as part of the FA credit
load.
An indicator is added to the student account to
alert the TCO that student fall under the
consortium
Follow Up (FVTC)
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Exports
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Other schools may notify of drops/withdrawals at which time
credits are immediately adjusted to prompt R2T4 or CSC
Transcript is received and processed by TCO. Enrollment row
is removed, or adjusted if a C- or lower (see handout). The
TCO will notify once this has been completed so SAP can be
updated.
Student are often placed on Warning/Suspension until grades
are received. SAP/R2T4 is processed as required.
Imports

A reminder is set for 10 days after the start of the term to
review all imports for drops/withdrawals and home school is
notified.
Thank you for joining us!
Questions?
Resources

2013 – 14 FSA Handbook, Volume 2,
Chapter 2

NASFAA Consortium/Contractual
Agreement Worksheet