Relevant to: Students, faculty, staff.

Introduction

Cross Registration Guide for SUNY Empire Students

What is cross registration?

Cross registration is when a degree-seeking student at SUNY Empire State University (the Home Institution) is approved to takes a course or courses at another institution (the Host Institution).  Approved courses will appear on your transcript as SUNY Empire courses.

Students matriculated at SUNY Empire and cross registering into another institution should be aware of the proper documentation needed in order to be charged accordingly as well as process their financial aid.

Critical Information to review prior to considering cross registration

• Please read our Cross Registration at Other Institutions Policy
• All cross registration courses must count toward your degree program.
• Before beginning the process be sure to discuss with your mentor/advisor.
• It is the student’s responsibility to research and/or contact the host institution regarding their deadlines and procedures. Although SUNY Empire may approve a request, there is no guarantee the request will be approved by the host institution.
• Cross registration is available for spring, summer and fall terms only. Winter session cross registration is not available.
• Students who intend to drop or withdraw from their course(s) at another institution must follow that institution’s rules and deadlines.

SUNY Empire to another SUNY institution

Complete the following step

1. Students need to ensure that their mentor/advisor approves of the request.

2. If approved by the mentor/advisor, students must go to the SUNY Cross-registration Portal to submit a cross registration request. Students will use their SUNY Empire login and password to enter the portal. A paper form is not needed if both schools are in the SUNY system. Complete a New Request.

Note: It is critical to enter accurate student and course information into the request. Inaccurate information can lead to a delayed or even denied request.

3. The mentor/advisor will create a cross registration "placeholder" course. Students will receive a confirmation email with a unique Course Registration Number (CRN) and instructions on how to register.

Example of email received:

4. Once students register for the course, and the registration information matches the request submitted through the SUNY Cross-registration Portal, the Office of the Registrar will approve. The host institution will then review and approve or deny the request. It is important for students to monitor their e-mail for updates, as there may be questions from either institution that need to be addressed.

Note: Approval by SUNY Empire does not guarantee the host institution will approve your request. You can contact the host institution via the cross registration portal to review their policies and procedures for cross registration.

5. Students are responsible for notifying the appropriate offices at both campuses if they drop or withdraw from a course.

SUNY Empire will pay tuition charges to the host institution once fully approved in the SUNY Cross-registration Portal.

6. After the course is complete, the host institution will forward a transcript to SUNY Empire. The Office of the Registrar will update the student's grade. Students do not need to order a transcript.

SUNY Empire to Non-SUNY institution

Complete the following steps

1. Students need to ensure that their mentor/advisor approves of the request.

2. If approved, the mentor/advisor will create a cross registration "placeholder" course. Students will receive a confirmation email with a unique Course Registration Number (CRN) and instructions on how to register.

Example of email received:

3. Students will need to register for the course(s) at the host institution, following their deadlines and procedures. The cross-registered course(s) will be included in the SUNY Empire charges.
Note: SUNY Empire participates in a variety of consortium agreements with local universitys, such as the Hudson Mohawk Association and the Rochester Alliance.

4. Students need to fill out the Enrollment in Other Colleges (PDF 51kB) and send the completed form, along with their paid receipt from the host institution to: StudentAccounts@sunyempire.edu

5. If students are using financial aid, they must also fill out the Financial Aid Consortium Agreement (PDF 62kB). Federal financial aid cannot be processed without this form. It is important to know that schools will defer charges with a Financial Aid Consortium Agreement in place, however excess financial aid funds are disbursed to the student, not to the host institution. Students are responsible for paying their balance at the host institution. All documents must be submitted to Student Accounts in order to process the appropriate credits to your charges. Registrations that are not paid, deferred by financial aid or have enrollment in the university's Time Payment Plan with first installment payment made may be subject to registration cancellation. Please contact StudentAccounts@sunyempire.edu if you have difficulty submitting your documents on time.

6. The tuition at SUNY Empire will be assessed for either the amount of tuition the student paid at the host institution or the amount of tuition charged at SUNY Empire, whichever is less. Students are required to pay fees at both institutions.

7. Students are responsible for notifying the appropriate offices at both institutions if they drop or withdraw from the course(s).

8. At the completion of the course, it is the responsibility of the student to order an official transcript from their host institution and send it to the Registrar’s office. If sending by mail, please send to:

SUNY Empire State University
Office of the Registrar
111 West Ave
Saratoga Springs, NY 12866

Please send electronic transcripts to RegistrarsOffice@sunyempire.edu