Appendix C: Consortium Reciprocity Agreement

To successfully accomplish the goals of the new CVC Exchange, the Participating Colleges agree to adhere to the following policies:

Online Cross-Enrollment Application & Residency Considerations

  1. In order for students to benefit from online cross-enrollment, colleges and students will agree to participate in and consent to sharing all required student record data - to include but not limited to: student enrollment data sourced from the CCC-ID application registration data (e.g., open registration date, course data), student transcript data, student final grade, and add/drop data from Teaching College.
  2. With regards to residency determination, colleges will accept the determination of another community college district pursuant to California Education Code Chapter 9.7 Section 68101: “Cross-Enrollment in Online Education between Campuses of the California Community Colleges.”
  3. The college where, within a given term, a student successfully completes matriculation, is enrolled in courses, and/or receives financial aid prior to registering for CVC Exchange courses at a Teaching College; shall be considered the student’s Home College.

Online Cross-Enrollment & Course Registration Considerations

  1. A student is qualified to participate in online cross-enrollment pursuant to California Education Code Chapter 9.7 Section 68101: “Cross-Enrollment in Online Education between Campuses of the California Community Colleges,” if he or she is enrolled at a Home College. 
  2. A student shall acknowledge understanding that the CVC Exchange course is being offered by another college ("Teaching College")  and agree to CVC Exchange policies/guidelines before the student can register for the online course.
  3. In order to utilize online cross-enrollment, a student should have a current application on file at a Home College. 
  4. A student may obtain access to register for a CVC Exchange course through the student’s Home College registration system or the CVC registration portal at cvc.edu.
  5. When registering for an Exchange course using online cross-enrollment; students may only register during the Teaching College’s open registration period. For Home College course registration, and consistent with Title 5 Section 58108 registration and enrollment procedures, students will use the priority registration dates assigned to them by their Home College. 
  6. The Home College shall be responsible for verification of matriculation completion (as defined by Title 5 and the Student Success and Support Program) for any student utilizing online cross-enrollment.
  7. A student will not be allowed to register for a CVC Exchange course if he/she has been determined by the Home College to fall into one of the following categories:
    1. Students with an out of state address
    2. Students with a GPA below 2.0
  8. Via the Exchange, a student will only be allowed to register for a maximum of two additional courses per term at a Teaching college. If a seat is available and all other criteria are met, a student registering for a CVC Exchange course shall receive preliminary acknowledgment of successful registration and notification of next steps including fees to be paid and applicable institutional policy and regulations related to grading, enrollment, drop, and withdrawal. 
  9. From a student’s perspective, the Teaching College is responsible for providing information and responding to inquiries associated with its courses once the student is registered in that class. All other information and inquiries arising from participation in online cross-enrollment are the responsibility of the Home College.
  10. For students registering for CVC Exchange courses through online cross-enrollment, the Teaching College shall waive any non-essential campus-specific fees or provide the opportunity for students to opt-out of local non-tuition related fees of the Teaching College.
  11. The Add/Drop/Withdrawal deadline for a CVC Exchange course is determined by the Teaching College offering the course.
  12. Attempted and completed CVC Exchange courses registered via online cross-enrollment will appear as transferred and articulated courses in the student’s academic history at the Home College.
  13. Requirements for certificates and degrees to be awarded shall be determined by the Home College.
  14. The Home College’s student academic history shall also be updated within a timeframe deemed reasonable by the participating Home College.

Cross-Enrollment DSPS Business Processes

Colleges’ Disabled Student Programs and Services (“DSPS”) offices  are encouraged to collaborate with each other to ensure that students utilizing online cross-enrollment receive appropriate DSPS services. 

  1. The Home College will provide any qualified student with on-campus student support services, and accommodations as described in the required Academic Accommodations Plan (AAP) identified in Title 5 Section 56022.
  2. The Teaching College will provide qualified students in-class academic accommodation for CVC Exchange courses being taught by the Teaching College as described in the Academic Accommodations Plan (AAP).
  3. The Teaching College shall be responsible for notifying its course instructors regarding any classroom accommodations approved by the Teaching College’s DSPS Services.
  4. The Home College shall be responsible for notifying its course instructors regarding any necessary classroom accommodations approved by the Home College DSPS Services..

DSPS Process:

  1. The request for accommodations is usually initiated by the student and officially processed through a campus DSPS office.  
  2. Once a student contacts the Teaching College to seek accommodations, the Teaching College DSPS Office is expected to follow its usual process for approving and determining DSPS accommodations.  
  3. DSPS classification/status data for cross-enrolled students are not included in either MIS SB or SX data reporting, therefore the CCCCO does not require any additional data regarding cross-enrolled DSPS students.

Financial Aid Considerations

  1. All colleges will participate in a Federal Financial Aid Consortium Agreement. Under such agreement, the Home College shall be responsible for including CVC Exchange course units in its determination of financial aid, and for any associated processing and financial aid distributions. The Home College reserves the right to exclude CVC Exchange course units from the determination of Financial Aid should there be a conflict with Title IV Federal requirements.
  2. To be considered eligible, students requesting the combining of units under the Federal Financial Aid Consortium Agreement must be enrolled in at least six (6) semester units or the equivalent quarter units at the participating Home College.
  3. To request a tuition waiver for courses taken at the Teaching College, a CVC Exchange student will be required to complete a separate California College Promise Grant Application at the Teaching College. The link for the CCPG application will be available as a payment option at the time of registration.  A loss of the CCPG at the Home College or within the Home College's District will have no impact on a Teaching College’s determination of eligibility for CCPG.
  4. Teaching College agrees to a waiver or an opt-out option of duplicate non-tuition fees such as health fee and other campus-based fees as fits local policy. With regards to non-tuition fees, the teaching college agrees to abide by the rules of the CVC Exchange in accordance with Education Code.
  5. Teaching College will electronically share post-registration data regarding census attendance, number of enrolled units, withdrawals, drops, and grades to Home College in order to ensure that financial aid requirements are up to date.
  6. The Home College is responsible for reflecting students’ CVC Exchange progress in the Satisfactory Academic Progress report (SAP). The Teaching college will electronically transfer transcripts data at the end of the term within a reasonable timeframe to allow for successful processing of SAP at the Home College.
  1. All colleges will participate in a Federal Financial Aid Consortium Agreement. Under such agreement, the Home College shall be responsible for including CVC Exchange course units in its determination of financial aid, and for any associated processing and financial aid distributions. The Home College reserves the right to exclude CVC Exchange course units from the determination of Financial Aid should there be a conflict with Title IV Federal requirements.
  2. To be considered eligible, students requesting the combining of units under the Federal Financial Aid Consortium Agreement must be enrolled in at least six (6) semester units or the equivalent quarter units at the participating Home College.
  3. To request a tuition waiver for courses taken at the Teaching College, a CVC Exchange student will be required to complete a separate California College Promise Grant Application at the Teaching College. The link for the CCPG application will be available as a payment option at the time of registration.  A loss of the CCPG at the Home College or within the Home College's District will have no impact on a Teaching College’s determination of eligibility for CCPG.
  4. Teaching College agrees to a waiver or an opt-out option of duplicate non-tuition fees such as health fees and other campus-based fees as fits local policy. With regards to non-tuition fees, the Teaching College agrees to abide by the rules of the CVC Exchange in accordance with Education Code.
  5. Teaching College will electronically share post-registration data regarding census attendance, the number of enrolled units, withdrawals, drops, and grades to Home College in order to ensure that financial aid requirements are up to date.
  6. The Home College is responsible for reflecting students’ CVC Exchange progress in the Satisfactory Academic Progress report (SAP). The Teaching college will electronically transfer transcripts data at the end of the term within a reasonable timeframe to allow for successful processing of SAP at the Home College.

Reconciliation

  1. The CVC Exchange provides students with their Teaching College student ID number as well as their CCCID number in their Profile. 
  2. The CVC-OEI shall provide assistance to the Participating College to determine how and in what timeframe its local data is synchronized with the CVC Exchange and/or other associated databases.
  3. Collection of Teaching College CVC Exchange course enrollment fees is handled through the CVC Exchange’s integration with the Teaching College’s payment processor. Refunds are the responsibility of the Teaching College.  
  4. The Home College is responsible for any applicable student financial aid processing for the combined enrolled units.
  5. The Home College shall be responsible for determining financial aid eligibility.
  6. The Home College shall receive credit for degree completion and/or transfer attainment.
  7. Teaching College shall receive apportionment for CVC Exchange course enrollment.
  8. Third-party (including student) claims shall be the responsibility of the District which employs the instructor, administrator, or other employee alleged to have caused the injury or loss.  
  9. The initial implementation of the CVC Exchange may require some manual processes to perform reconciliations between colleges.

Updated: January 29, 2020

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