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Policy 2112

Southside Higher Education Consortium

I. Purpose 

The purpose of this policy is to describe the role of the Southside Higher Education Consortium Exchange with Hampden-Sydney, Southside Community College and Saint Paul's College.

In 1967, Longwood and Hampden-Sydney formed an agreement for a cooperative program whereby students at the two institutions might share the advantages of the combined curriculum. The terms of the agreement provide that students at one institution, on a selective basis, might take a course at the other institution at no added expense and with the resulting credit recorded only on the transcript of the home institution.

In 1991, the presidents of Longwood, Hampden-Sydney, Southside Virginia Community College and St. Paul's College agreed to form the Southside Higher Education Consortium for the purpose of facilitating the exchange of educational resources and services. In 1992, the Southside Higher Education Consortium adopted a cooperative registration arrangement among the four member institutions that was patterned on the Longwood/Hampden-Sydney agreement.

II. Policy

Under the terms of the arrangement, full-time degree program students in any one of the participating institutions may enroll in certain courses at any other of the participating institutions without added expense. Students desiring to take advantage of this program must secure approval from their major advisors and from the registrar at their home institutions before they enroll at the other institution.

  1. List of Courses: Registrar's Offices, or their equivalent, at the participating institutions exchange official semester schedules as soon as they are available for each semester. These are made available to students expressing an interest in the program. The Registrar's Office, or equivalent, at the home institution is responsible for determining whether the class being sought is acceptable to the home institution and whether the student is otherwise eligible to participate in the program. In all instances, "home" institution students get first preference if the maximum enrollment limit is reached in any course.
  2. The student's academic advisor must approve all courses.
  3. Meeting General Education or Major Requirements: To determine whether or not a specific class meets general education requirements or degree requirements, a Longwood student should check with the Registrar's Office or the school dean. To determine whether or not a specific class meets major requirements, a Longwood student should check with the advisor and/or the program department chair. A student who is undeclared as to major should check with the Dean of Liberal Arts and Sciences on the matter of how a specific class will count.

    Students at the other consortium institutions should check with the appropriate advisory personnel at the home institution to determine how a course taken under the cooperative agreement can be used to meet the requirements of that institution.
  4. Grades: Grades for approved courses taken under the consortium cross-registration agreement will be entered on the student's transcript at the home institution only. The host institution will maintain no permanent records of the enrollment or grade. The grade and its effect on the student's grade point average will be the same as though the course were taken at the home institution.

    Grade sheets for consortium students will be sent to the Registrar's Office, or equivalent, of the home institution as soon as the host institution completes them.
  5. Longwood students who participate in the Southside Higher Education Consortium and take a class at a participating institution will be charged by Longwood at the rate for on campus classes posted at the per credit hour rate.

III. Procedure

  1. Registration Procedure: Students register for classes under the consortium arrangement by first contacting the Registrar's Office, or equivalent, at the home institution. If the course is approved, the home Registrar's Office will give the student a "Student Cross-Registration Form" which must be presented to the host institution's Registrar's Office so that the student may enroll in the class. The host institution's Registrar's Office will collect the form and will enroll the student in the class if space is available or inform the student that space is not available. In either case, a copy of the cross-registration form showing the dispensation of the request will be returned to the home institution. (In practice, the Registrar's Offices exchange information by telephone or fax prior to sending the student to the host institution to save unnecessary travel.)
  2. Adding or Dropping A Course: During the add period, a student who wishes to add a course at the cooperating institution should follow the registration procedure above. Normally, representatives from the Registrar's Offices of the two institutions will agree on an acceptable date for the end of add. This date will usually match the last day to add at the host institution. A student who wishes to drop a course that has been registered under the cooperative arrangement will follow the "drop" regulations of the home institution. The home institution official then notifies the official at the host institution about the drop.
  3. Transportation: Each student must arrange transportation.
  4. Different Calendars: Every effort will be made to coordinate academic calendars of member institutions.
  5. Faculty and Staff: Faculty and staff of consortium institutions are not eligible to participate in the cross-registration agreement.

    This agreement to have a cooperative exchange program with Hampden-Sydney College was first approved by the Board of Visitors on August 8, 1967 and amended on December 12, 1967.

    The agreement to form the Southside Higher Education Consortium was signed on September 12, 1990.

Revised and approved by the Board of Visitors, September 7, 2002 and December 2, 2011.