These resources are intended to help facilitate the cross registration of students between SUNY campuses. Click on the links below to download the documents.
Cross Registration Memorandum to Presidents, Vol. 17, No.1
This memorandum provides guidance on implementing the SUNY Board of Trustees’ Resolution 2016-65, Cross Registration Policy, adopted on November 3, 2016. The MTP provides implementation guidance and details on a range of issues, including approvals, data and reporting, tuition and state support sharing, billing, and financial aid. Published in July, 2017, Cross Registration MTP Vol. 17, No. 1 supersedes the previous Cross Registration MTP, Vol. 13, No. 1 published in January, 2013.
Financial Aid Consortium Agreement
The Financial Aid Consortium Agreement establishes a university-wide financial aid consortium that enables any SUNY student who is eligible for aid, matriculated in an eligible program, and enrolled at any SUNY campus within the Consortium to register for academic credit with any other SUNY campus(es) within the Consortium and combine the program-applicable credits for financial aid purposes. The Agreement includes eligibility and procedural guidelines for the student, home campus, and host campus.
The Board of Trustees Cross Registration Policy Resolution
The resolution approves principles to guide updates to SUNY’s cross-registration policies and the establishment of a system-wide financial aid consortium.
If a student is not utilizing consortium, will they still need to submit a request using the cross-registration application?
Yes, the cross-registration application should be completed anytime a student is pursuing an activity that requires financial aid. In addition, the cross-registration application is provided to confirm course articulation and the applicability of courses to the degree.
If a student doesn't need a class for timely completion and the campus denies the request, may the student still utilize the financial aid consortium?
The cross-registration approval process is a consortium requirement. students may not utilize consortium if cross-registration is not approved unless the transaction is among the exceptions listed in the Memorandum to Presidents.
May students matriculated at a campus that does not offer a winter term, cross-register at another campus in the winter term?
Student requests for cross-registration in a term that is not offered in the Home campus academic year are excluded from the policy.
If the student isn't registered at the Home campus for a particular semester, are they still able to cross register?
Anytime a student is matriculated and active at one SUNY campus and is taking a course(s) at another SUNY campus, they should be considered for cross registration.
When a student's cross registration application is approved by their Home campus Advising Office, should the Host campus registrar approve immediately or wait until the student receives financial aid approval?
The Host campus should not approve and/or register the student until the Home campus records office has approved the application regardless of the financial aid status.
Should campuses identify students who have registered as visiting/non-matriculated students at a Host campus and process cross registration retroactively?
Campuses are not required to retroactively apply cross-registration or the consortium agreement to student enrollment. Students who register outside the cross-registration process are not covered by the policy.
Are admissions or records offices required to ask if a student is matriculated at another SUNY campus and direct them to cross-register?
Students who register outside the process or apply/register directly at a campus are not considered cross registered and are not covered by the policy. Campuses are not required to identify students that do not adhere to the policy.
If a Host campus denies a cross-registration request, how will this impact the student's application?
An application is closed if at any step in the process it is denied by the Home or Host campus. The student will be required to apply again, if they wish to take the course at a different Host school.
Does SUNY place limits on how many credits students can take in a single term? Can campuses limit the number of credits a student takes to be assured they are not taking an excessive number of credits?
Most campuses have maximum credit and/or credit overload policies. Campuses may still require students to adhere to those policies when they are cross-registering.
Is there a limit to how many times a student can cross-register?
There is not a specific limit in place in the policy, however each campus will have its own residency requirements or transfer credit limits that may impact a student’s eligibility.
Can students request multiple courses in a single application for cross-registration?
Effective with the March 2019 update, students must complete an application for each course.
What fees are applicable to cross registration transactions?
Applicable fees may include course-level fees and voluntary fees. Course-level fees may only be charged if all students in the course are charged the same fees (both native and cross-registered students), while voluntary fees may only be charged if the student uses the service (e.g. parking fees). Host campuses may only charge broad-based fees if the student is solely registered at the Host campus for the term in which they are cross-registering.
If a student withdraws from a cross-registered course, is the Host campus still able to bill the Home campus for applicable charges?
If the Home campus has approved the cross-registration request, they are required to adhere to the billing and payment guidelines. Therefore, if a student withdraws at a point where they would incur a charge, the Host may elect to bill the Home.
If a student performs a transaction that results in a late fee or other fee for an exceptional transaction should the Host campus bill the Home for the fee?
If a student incurs fees or fines for late transactions or other exceptions to the policies of the Host school, the student is directly responsible for the fee.
When sending money to a Host campus would the Home campus generate a check or perform a journal transfer?
EThe 'Campus Profiles' section of the application lists payment instructions for each campus. Campuses should utilize the mechanism that is most convenient to process the transaction.
During the registration period, students can add/drop credits. What is the responsibility of the home campus once they enter the number of credits the student is enrolled in?
The student is responsible for notifying the home and host of any enrollment changes immediately. Once campuses are notified, they may make appropriate adjustments (if required) based on local campus policies and any resulting change to their billing or aid status.
As a best practice, it’s advisable to have standing reporting that shows the enrollment of your current home and host cross-registered students in the event students do not report changes to their enrollment.
Will a student be responsible for tuition and fees if they fail to follow the requirements of the cross-registration policy or consortium agreement?
Students who fail to comply with the agreement, fail to inform the home or host of enrollment changes that impact billing or aid, or students who do not register or apply through the cross-registration application may be made responsible for the balance of tuition or fees in accord with SUNY and campus policies.
Are SUNY campuses required to participate in cross registration during the summer and winter terms?
Campuses are encouraged to participate in the summer and winter terms to avoid extending a student’s time to degree. Where time to degree is not prolonged, campuses may opt-out of cross registration for the summer and winter mini-terms.
If our campus does not participate in cross registration for the summer and winter terms, may we utilize the consortium agreement for students wishing to take course work at other campuses during those terms?
No. Unless the transaction is explicitly noted in the exceptions section of the Cross Registration Memorandum to Presidents, Vol. 17, No. 1 ('MTP’) campuses may not deny cross registration and still utilize the consortium agreement.
If a student wants to cross register for summer to graduate early (i.e. sooner than the normal time to degree for the academic program in which they are enrolled), are campuses required to approve it?
Campuses may limit cross registration by the guidelines set in Section IV in the Cross Registration MTP as long as the student is not in a situation where denying the request would lead to an increased time to degree completion beyond the normal time to completion for the credential in which they are enrolled at the Home campus (e.g. two years for an associate degree or four years for baccalaureate degree).
Is the 'on-time' completion determined by their enrollment date or by their status at the time of cross registration request?
Typically, on-time completion would be determined by their first date of matriculation
Please clarify "increasing time to completion" if typical core requirements are fall/spring offerings, but student finds course during summer/winter at another SUNY.
Increasing time to completion occurs when a lack of access to a course in a given term would result in additional terms to completion in the academic program in which the student is currently enrolled at the Home campus. According to the Memorandum to Presidents, these cases include situations where the course is not offered during a particular term, the course is offered but there are no available seats, or the course is available but conflicts with another required course, such that delaying completion of either course would result in increased time to degree. Home campuses are not required to approve cross-registration requests in cases where the course is available on the Home campus, but the student wishes to take the course at a different time due to non-academic conflicts.
Who determines whether a cross-registration request will affect a student's time to degree?
Each Home campus must decide what office or individual is responsible for the determination on their campus.
How are transcripts to be sent after a student completes a course? Is the student to be directed to request an official transcript based on the Host campus policy?
Students who are approved for cross-registration/consortium should not be required to request a transcript. Campuses should upload transcripts for those students directly to the application.
How do I get campus administrative (approver) access to the cross-registration application?
Permission is granted by your campus BI administrator. This individual is usually in your IT or IR office. They will need to assign you 'CAMPUS' level permissions to the cross-registration application
I was added as a contact for the application but cannot access the administrative area.
The campus contacts within the application are utilized solely for the messages from student and administrative input. Administrative permission is granted by your campus BI administrator. This individual is usually in your IT or IR office. They will need to assign you 'CAMPUS' level permissions to the cross-registration application.
There is a record on the application that I am not able to access. I am receiving the error message 'The application encountered a critical error. Please contact the sysadmin for more information'.
Please log out, close your browser, and ensure that no other user is accessing the student's request. If the error persists, please open a help ticket with the Open SUNY Help Desk.
Who do I contact for other technical assistance with the cross-registration application?
If you encounter technical problems with the cross-registration application or encounter an error in the application, please open a help ticket with the Open SUNY Help Desk.
Can a student cancel/close the request online after submitting?
Students cannot close the application online. To avoid errors and duplicate requests, students should contact their home or host school to properly close the application and/or seek guidance if they determine they will not cross-register.