CHAPTER 600: Introduction to Enrollment Management
600.01 GENERAL PURPOSE
Enrollment management is administered by the associate provost for enrollment management (APEM) and is comprised of the following departments: admissions, advisement and transition, financial advisement and registrar.
Enrollment management includes a comprehensive set of activities designed to help SUNY Cortland achieve and maintain the optimum recruitment, retention and graduation rates of students. It is an institution-wide process.
CHAPTER 625: Registrar's Office
625.01 GENERAL PURPOSE
The Registrar's Office is committed to offering quality, accurate, and confidential service to students, faculty, alumni, and outside agencies. The focus is on the maintainance of the integrity of all academic records, the verification of enrollment status of students and the execution of operational procedures as prescribed by established College policy and the Family Educational Rights and Policy Act (FERPA) guidelines.
625.02 SERVICES AND FUNCTIONS
- Provides academic transcript service.
- Coordinates registration and changes of schedule.
- Distributes final grade reports.
- Verifies student status and attendance for scholarship awards, social security benefits, and NDSL loans.
- Schedules classrooms 8 a.m.-9 p.m., Monday-Friday
- Prepares and distributes the schedule of final examinations.
- Maintains personnel records for attending (current) students.
- Prepares and distributes all official college forms to transact Registrar's Office business.
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Form
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Distributed by
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Application for Teaching Certificate (permanent or professional)
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Graduate Studies/Registrar
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| Application for Master's/C.A.S. Degree and Certificate |
Graduate Studies
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| Permission to Transfer Credit from Another Institution |
School Associate Dean/Registrar/Graduate Studies
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| Withdrawal from College |
School Associate Dean/Registrar/Graduate Studies |
| Leave of Absence |
School Associate Dean/Registrar/Graduate Studies |
| Withdrawal from Course |
School Associate Dean/Registrar/Graduate Studies |
| Pass/No Credit |
Major Department/Registrar/Graduate Studies |
| Change of Major |
Major Department/Registrar |
| Drop/Add (Post Web) |
Department Chair/Registrar/Graduate Studies |
| Audit Form |
Registrar/Graduate Studies
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| Retake a Course |
Registrar/Graduate Studies |
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Application for Teaching Certificate (provisional or initial)
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Graduate Studies/Registrar
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| Degree Order Card (Bachelor's) |
Registrar
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| Incomplete/Change of Grade/Original Grade Card |
Registrar
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| Extension of Incomplete |
Registrar/Graduate Studies |
| Transcript Requests |
Registrar
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| Room Request Form |
Registrar
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| Enrollment Verification |
Registrar/Graduate Studies
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CHAPTER 635: Admissions Office
635.01 GENERAL PURPOSE
The Admissions Office seeks to recruit and enroll an academically strong and diverse student body. A member of the Enrollment Management Office, the Admissions Office also engages in activities that provide various constituencies within the campus community important information relating to new students.
635.02 SERVICES AND FUNCTIONS
SUNY Cortland participates in the common application program of the State University of New York. Admissions recruitment efforts consist of mail, e-mail and telephone communications, high school and community college visits, and a variety of on-campus recruitment programs. Throughout the year several group information sessions, mini Open House and campus-wide Open House programs are available to prospective students. Individual appointments with a member of the Admissions Staff are also available to visitors by reservation. Students entering SUNY Cortland with prior college credit, Advanced Placement credit, or CLEP credit receive an evaluation from the Admissions Office identifying equivalent Cortland credit.
CHAPTER 640: Advisement and Transition
640.01 GENERAL PURPOSE
Advisement and Transition offers services and programs to assist students with academic planning and decision making and with the overall transition to college. The office serves as a general comprehensive advisement resource for students and faculty and coordinates several transitional programs for all students.
640.02 SERVICES AND FUNCTIONS
The office provides advising information and support to all students and directly advises a case load of pre-major students and students on the childhood/early childhood education wait list. Orientation for first year and transfer students, COR 101: The Cortland Experience, non-traditional and adult student support, transfer student support, new student Academic Convocation, learning communities, advising workshops and faculty development workshops are provided through the office. In addition, the office contributes to relevant campus-wide initiatives.
640.03 SUNY CORTLAND ADVISEMENT PHILOSOPHY AND GUIDELINES
Each student at SUNY Cortland is assigned an academic advisor. Students who are undecided about what they eventually will choose for a major are assigned an advisor by advisement and transition. Advisors for students with majors are assigned by the academic departments.
A. Advisement Mission Statement
SUNY Cortland views academic advisement as serving two functions. First, the advisement process helps the student to satisfy immediate, short-term needs for selecting courses, scheduling and registration. Second, academic advisement endeavors to assist students to develop meaningful educational plans that are compatible with their life goals. A successful advisement process must represent a balance of these two components, registration and student development. Students come to Cortland with differing academic experiences, varying needs and diverse backgrounds. Advisement plays a crucial role in helping students move toward becoming "independent learners living enriched lives," which is one of the major goals of the College's mission. Students and advisors have important responsibilities in this process. Students must seek guidance, be knowledgeable about their programs and assume responsibility for degree completion. Advisors must provide sufficient time for advisement, have a comprehensive understanding of the student's course of study and College policies, and be ready to guide the development of students academically and as related to potential careers.
B. Guiding Principles
Advisement at Cortland is based on the premise that academic advisement should:
- help students develop a sense of responsibility for their academic program and progress toward their educational goals
- assist students in becoming independent learners
- assist students in the process of selecting appropriate educational experiences and planning for the future
- help students in their pursuit of academic and personal development
- guide students through their degree and help them clarify academic goals
- provide students with information about college services that can assist in addressing academic issues and personal concerns
- help students understand College policies and academic expectations
- assist students to identify, clarify and assess alternatives as well as potential consequences of academic decisions
- guide students in becoming a part of a diverse and supportive academic community
C. Responsibilities
1. Responsibilities of the Student
- To assume progressively the leadership role in academic program planning and to recognize that the advisor's role is one of mentor and facilitator.
- To recognize that the student is ultimately responsible for meeting academic deadlines, developing a workable schedule and fulfilling financial obligations.
- To understand and comply with College policies.
- To commit a reasonable amount of time, both independently and in meetings with an academic advisor, to plan and implement one's own academic program.
- To be familiar with the department advisement manual (where available), the undergraduate catalog and other College/department advisement materials.
- To come to scheduled meetings with the advisor prepared with necessary registration materials, suggestions for courses to be completed and a plan for meeting graduation requirements, as well as questions to clarify prospective problems.
- To seek out the advisor or department chair, in a timely manner, for assistance in negotiating difficulties or changes in academic program plans.
- To identify and assess alternatives and the consequences of decisions made during one's academic career.
2. Responsibilities of the Advisor
- To work with each student advisee to achieve an academic program consistent with the student's preparation, interest and plans for the future.
- To help students become familiar with college and departmental requirements as well as campus resources (e.g., Counseling Center, Academic Support and Achievement Program, Career Services).
- To help students recognize their academic strengths and weaknesses, establish realistic education goals and identify the courses necessary to achieve these goals.
- To be available during regularly scheduled office hours or by appointment to meet with students for academic advisement.
- To schedule sufficient time in the office during critical periods such as registration and drop/add to assist with academic advisement problems of students.
- To be sensitive to the special needs of students as they develop academically and personally at Cortland.
- To help develop sensitivity toward students of diverse backgrounds in order to build a strong multicultural community.
(Approved by the Faculty Senate, May 9, 2000 and by President Taylor, July 10, 2000)
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CHAPTER 650: Financial Advisement Office
650.01 GENERAL FUNCTION
The SUNY Cortland Financial Advisement Office exists to support the financial success of Cortland's students. The office's mission is: To provide a broad range of financial services, advice and education to our students, their families and the Cortland-area community. This mission is achieved through a strong focus on the needs of students and families and in conformity with the highest standards of ethics, regulatory compliance and technical competence.
650.02 APPLICATION PROCEDURES
The majority of New York State and federal financial aid programs require annual submission of the Free Application for Federal Student Aid (FAFSA) to initiate the application process. In order to be assured of consideration for all possible funding and timely availability of funds, students must submit their completed FAFSA to the federal processor by March 1 prior to the award year. Most students will apply online, but paper applications remain available.
650.03 AWARD PROCESSING
The Financial Advisement Office processes application data, collects and analyzes documentation, determines eligibility and communicates with outside agencies to ensure the timely arrival of funds. Once payment has been authorized by the Financial Aid Office, all disbursements, refunds and overage checks are processed by the Bursar/Student Accounts Office. Students are responsible for carefully reading and responding to all correspondence from the Financial Advisement Office. All correspondence is made to the address/telephone number of record in the Registrar's Office, and students are responsible for maintenance of these data.
650.04 OFFICE STRUCTURE
Each student has an assigned financial advisor who is responsible for coordinating the student's package, processing the student's awards and providing financial advice and counseling. Students with financial difficulties or processing questions are encouraged to set an appointment with their advisor. In the rare event that the assigned advisor is unable to address a problem to the student's satisfaction, the student may ask for an appointment with the assistant director or director.
650.05 DEFERRAL OF CHARGES
The Financial Advisement Office is authorized to defer payment of billed charges against approved financial aid. Deferral of charges is not permitted until the student has provided all necessary documentation and allowed for a reasonable processing time. Students who apply late or fail to provide documentation in a timely manner must make suitable payment arrangements with the Bursar/Student Accounts Office and will be reimbursed as appropriate when late financial aid funds arrive.
650.06 VETERANS BENEFITS
The Financial Advisement Office is the College's liaison to the U.S. Department of Veterans Affairs (VA). Students seeking VA benefits should apply through their VA regional office. The College is responsible for enrollment certification and benefit processing. Students receiving VA benefits are entitled to a deferral of charges upon positive confirmation of pending payment by the VA.
650.07 FEDERAL WORK STUDY
Students who are awarded under the Federal Work Study Program will be placed into positions by the Financial Advisement Office. Preference letters will be sent to all awarded students during the summer. Students are expected to report to their supervisors during the first week of classes to establish work schedules.
650.08 SCHOLARSHIPS
All institutional scholarships are coordinated by the scholarship coordinator in the Financial Advisement Office. The scholarship coordinator also maintains records of various outside scholarships and posts frequent notices of such opportunities through the College's electronic communications systems.
Policy on nondiscrimination: Scholarships are awarded based on merit or financial need or a combination of both. When awarding scholarships, it is the policy and practice of SUNY Cortland not to discriminate on the basis of age, race, creed, religion, color, national origin, ethnicity, sexual orientation, predisposing genetic characteristics, marital status, gender, disability, familial status, pregnancy, arrest record, conviction record and military status, including Vietnam-era veterans, special disabled veterans and other eligible veterans.
650.09 EMERGENCY LOAN FUND
A limited amount of funding is available through the Financial Advisement Office to assist students with short-term funding deficiencies. No interest is charged on these loans which are generally repaid when financial aid funding arrives. Emergency loans are not available to students who have not completed all necessary financial aid forms and provided all required documentation.
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