Cross Registration

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 SUNY Cross Registration:

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.
   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 through Plan Ahead. Students will receive a confirmation email with a unique Course Registration Number (CRN) and instructions on how to register.
4. Once students register for the course and the registration information matches the request submitted through the SUNY Cross-registration Portal, the Registrar’s Office 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.

SUNY Empire to Non-SUNY Cross Registration:

1. Students need to ensure that that their mentor/advisor approves of the request.
2. If approved, the mentor/advisor will create a cross registration "placeholder" course through Plan Ahead. Students will receive a confirmation email with a unique Course Registration Number (CRN) and instructions on how to register.
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 colleges, 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@esc.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 college's Time Payment Plan with first installment payment made may be subject to registration cancelation. Please contact StudentAccounts@esc.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 College
   Office of the Registrar
   111 West Ave
   Saratoga Springs, NY 12866
   
   Please send electronic transcripts to RegistrarsOffice@esc.edu

Students that have not taken a course with SUNY Empire State College (SUNY Empire) previously will need to complete a nondegree application.

• Nondegree Undergraduate Studies

OR

• Graduate Nondegree Study

SUNY to SUNY Empire Cross Registration

1. Students must go to the SUNY Cross-registration Portal to submit a cross registration request. They will use their home institution login ID and password to enter the portal. A paper form is not needed if both schools are in the SUNY system.
   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.
2. Once approved by the home institution and SUNY Empire, students must log into the MyESC Student Portal and register for their course(s). Please visit our Student Registration Quick Guide if assistance is needed.
3. Students are responsible for notifying the appropriate offices at both institutions if they drop or withdraw from the course(s).
4. At the completion of the course with SUNY Empire, the Registrar’s Office will upload an official transcript to the SUNY Cross-registration Portal.

Non-SUNY to SUNY Empire Cross Registration:

1. If students need a waiver of some or all of their charges, the paperwork must be submitted to StudentAccounts@esc.edu by the payment due date of every term or their registration may be cancelled. The charges may be deferred if the student is matriculated at another SUNY school or at an institution that is a member of one of the consortiums in which SUNY Empire also belongs.
2. If a student receives financial aid and intends to pay their SUNY Empire bill with financial aid funds from their home institution, they will need to complete their institution's Financial Aid Consortium Agreement Form and submit it to StudentAccounts@esc.edu.
3. Students must log into the MyESC Student Portal and register for their SUNY Empire course(s). Please visit our Student Registration Quick Guide if assistance is needed. As long as a valid Financial Aid Consortium Agreement is on file, we will defer charges and allow a student’s registration to remain active after the payment due date. Students are responsible for their charges at SUNY Empire and must pay their bill when financial aid proceeds are received.
   Unpaid accounts are referred to a third party collection agency. See Collection of Unpaid Accounts for more information.
4. At the completion of the course with SUNY Empire, it is the responsibility of the student to order official transcript and send it to their home institution.