Workforce Development & Community Education
Age Requirements Approval for Non-credit Faculty/Non-Credit Programs Brochure Development Certificate of Residence – for Specific Non-Credit Classes Only Collegium Complaints Contractual Relationships Course Cancellation Procedures Course Evaluation Extension Center Cleaning Contract Extension Center Lease Renewal Gateway Center Room Reservation Policy Parking for WDCE Students PeopleSoft Student Guide to Activating Your Account and Enroll Online with Self Service Enrolling in Non-Credit Classes After Account Activated PeopleSoft – Fixing Duplicates Printing Procedures Senior Audit Student Refunds Tuition Waiver Authorization Non-Credit Courses CSEA Staff/Full-time and Senior Adjunct Faculty/Adjunct Faculty
Age Requirements
WDCE programs require that participants be 18 years of age or older unless otherwise specified in the course description. Some programs such as GED preparation, kids and teens programs have different age requirements.
Mainstream programs are designed for mature adults 50 years of age and older. Unless otherwise specified, those younger than 50 may also participate in Mainstream programs.
Certain programs such as Senior Audit have specific age requirements mandated by law or funding agents.
Approval for Non-credit Faculty/Non-Credit Programs
Initial approval for non-credit faculty teaching non-credit enrichment and leisure programs is determined by each individual program manager in consultation with the Program Coordinator for Community Education.
Approval for non-credit workforce development programs is determined in collaboration with the Assistant Dean of Workforce Development. Submit syllabi and WDCE program proposal form to the Assistant Dean.
Clearance to teach is only determined through the Department of Human Resources. Potential faculty must fill out the county XD-10 form found in Human Resources. They must also show their photo ID and their original social security card. Clearance is usually determined by the county in two to three weeks.
If the instructor is scheduled to teach but the clearance has not yet been determined, an emergency teaching waiver can be filled out and submitted. See Waiver of Clearance Confirmation for Emergency Adjunct Placement form.
Brochure Development
The WDCE brochure is created three times per year.
Fall: Brochure copy is due from program managers in mid-March.
Spring: Brochure copy is due from program managers in early September.
Summer: Brochure copy is due from program managers in mid-January.
Program managers send their brochure copy in Word format to the WDCE Program Coordinator who collates, formats, edits, and suggests design. The Word document is sent to Creative Communications based on the preset production schedule. Creative Communications reviews and shares edits with the Program Coordinator. After review, the brochure moves on to the designer for creation.
There will be at least two reviews after the designer creates the brochure before final product.
Once finalized, Creative Communications will submit to the printer along with the in-house mailing list for Community Education, as well as amounts for general residential mailing and amounts for campus distribution both wafer and non-wafer sealed. The Program Coordinator determines which zip codes to use.
The final brochure copy is mailed out to the community in July for the fall, in early December for the spring, and in April for the summer. Bundles are distributed to campus offices and available for pick up by extension sites. Creative Communications provides the distribution list based on input from WDCE.
Certificate of Residence – for Specific Non-Credit Classes Only
This process applies only to those registering for specific non-credit classes, which are defined as remedial and are receiving state aid. Such classes include but are not limited to English as a Second Language classes, GED Prep, Math 101, Spelling 101, Writing Skills, Building a Good Vocabulary, Study Skills for Adults, etc.
A New York State resident whose legal residence is not Westchester County must present a Certificate of Residence signed by the Chief Financial Officer of their county of residence at the time of registration or pay the non-resident tuition rate.
If a student has resided in more than one county in New York State during the last six months, they must obtain a Certificate of Residence from each county.
Students who live outside of New York State must pay the non-resident tuition rate.
A signed Certificate is valid for only one year from the date of issue. Please check with the Chief Fiscal Officer of your home county concerning the issue date.
Note: A person does not acquire New York State Domicile simply by residing in New York State for a period of twelve months or for the sole purpose of attending a New York State college or university.
Process:
- Complete the Application for a Certificate of Residence.
- Have the form notarized.
- Take the notarized form, with acceptable proof, to the Chief Financial Officer in your home county.
- A Certificate of Residence will be issued, which should be submitted to the Business Office.
Information about residency requirements and the Application for Certificate of Residence can be found at https://comptroller.nyc.gov/services/for-the-public/certificate-of-residence/.
Collegium
The Collegium for Lifelong Learning is a program administered by the Division of Workforce Development and Community Education. It is a self-governing organization affiliated with Westchester Community College and the Westchester Community College Foundation. Collegium is dedicated to combining serious study and social exchange among its members. All members of the board of directors and any officers, committee members, course leaders and guest speakers are volunteers and receive no honoraria, fees, or gifts for services.
Current Collegium programming includes two spring and fall six-week all-day Wednesday sessions, two spring and fall six-week all-day Friday sessions, and one four-week winter session held on Wednesday mornings. The Collegium Board also works with the college to provide one free special event to the college community.
Collegium bylaws are available for review in the Knollwood Center main office. The program is run by a volunteer Board of Directors with assistance from a college liaison who attends board meetings and committee meetings as needed. Class scheduling is determined by the Board. Collegium has a separate college budget line, and tuition increases are proposed by the Board and approved by the college.
Complaints
Complaints are addressed in accordance with the following procedures.
Complaints received by WDCE administrative staff are referred to the director of the applicable program. The staff member can either:
- Ask the individual with a complaint to send an email to the director describing the situation or request.
- Give the individual the director’s phone number and ask the individual to call the director.
- Take the name and number of the individual and give this information to the director.
The director will speak with the individual regarding the issue and determine how to proceed. The director will inform the individual of the decision. If the director’s decision is not acceptable, the director can give the individual contact information for the appropriate assistant dean. The director will document the situation, conversations, decision, plan of action, and any follow-up conversations, and will convey this information to the assistant dean.
Contractual Relationships
First, determine the need for the contractual relationship and define the services it will provide such as course content, instructors, course materials or resources, and facilities.
Contractual services that involve instruction, instructional materials, and instructors must be discussed with the appropriate department chair and academic dean to demonstrate that the quality of the instruction and instructor credentials meet College standards.
Contract Request Forms are required for all types of contractual relationships. They will be returned once approved by BOT; however, if not going to County Legal, they are for records only.
Three types of contractual relationships:
-
Memo of Understanding:
- May be used for programs that:
- Generate smaller amounts of revenue
- Do not require legal review
- Require external partner and program manager signature of authorization
- May be used for programs that:
- Terms and Conditions
-
Short-form Contract (County):
- May be used for programs:
- Larger in scope such as revenue, enrollments, and logistics
- WCC pays vendor
- Vendor pays WCC
- Larger in scope such as revenue, enrollments, and logistics
- Complete a Contract Request Form, which is signed by the appropriate Assistant Dean and VP/Dean of Workforce Development and Community Education and forwarded to the Business Office along with the short-form contract or description from the vendor.
- The Business Office will take appropriate steps depending on the expected financial obligation of the contract.
- CRFs are prepared for review by the BOT.
- Once approval is provided, contracts are completed with the vendor.
- Contracts may need to be reviewed or approved by County Legal and/or County Risk Management. County contract documents may need to be prepared in addition to the vendor contract.
- When County/Business Office approvals are secured, the contract documents are prepared for signature by the College President or designee and the vendor. One copy is retained by the vendor, one by the Business Office, and one by the program director responsible for contract oversight.
- May be used for programs:
If there is any question on whether to use an MOU or the Short-form Contract, speak with the Purchasing Agent and Director of Contracts.
Course Cancellation Procedures
The college reserves the right to cancel any under-enrolled class and return all fees. In the event of severe weather or other emergencies, classes may be cancelled and every effort will be made to reschedule the class.
Decisions:The Director of the program will determine if each class is viable based on costs associated with running the class. The Director will determine the time frame in which to make the determination to hold or cancel the class.
Student/Instructor notifications:Students and instructors are notified of class cancellations in a timely manner. Rosters from classes are printed and used to obtain contact information so students can be notified via phone and email.
Peoplesoft:Classes to be canceled are designated with “stop enrollment” temporarily if they have students enrolled. If no students, they can be designated as “cancelled” in PeopleSoft.
If there are students enrolled, print out the roster with names and contact information. Notify the students of the cancellation and ask them if they wish to transfer tuition to another course or section.
Refunds are then issued by recalculating the tuition and processing the refund for check, cash, or credit card payment. The exception is if a student self-enrolled, then the Bursar is notified by the registration staff and the Bursar issues an online credit card refund.
Once calls are made and refunds processed, then the course can be designated as “cancelled”.
Rosters are then filed once a class has been cancelled so that student information can be used and retained for contact and record keeping purposes.
Course Evaluation
All Workforce Development and Community Education courses and educational programs must be evaluated using a standardized Course Evaluation form. The Evaluation form header may be modified to reduce confusion for participants by indicating the department offering the course such as Mainstream, PDC, or Community Education.
The Course Evaluation form is designed to be distributed by the course instructor at the last class session. A standard memo is distributed with the form addressed to the instructor, describing detailed instructions for a student in the class to collect and submit the evaluations to the appropriate WDCE office.
Course Evaluations are reviewed by the appropriate director, and the results of the evaluations are compiled using the Course Evaluation Tally sheet. The director uses the evaluation information to address any course, instructor, or logistical issues described, and to inform decisions about future programming.
Instructors may request copies of their course evaluations for up to one year after the course has ended.
Extension Center Cleaning Contract
Extension Centers have multi-year cleaning contracts done jointly with the WCC Department of Facility and the college Deputy Purchasing Agent.
Center Directors develop the scope of work for each center and work with the Department of Facility to prepare the RFP. The Deputy Purchasing Agent follows New York State law and contacts NYSID to determine if they want the contract. The Deputy Purchasing Agent negotiates that process.
If NYSID does not want the contract, then the Center is allowed to send the RFP out to the public.
If the RFP will go out to bid, then the Center Director will work with the Department of Facilities to contact cleaning companies and help them with the required walk-through of the Center and the completion of all required forms and paperwork.
Decisions for the winning bid follow College and County policies and procedures.
Extension Center Lease Renewal
The process for lease renewal for extension centers should begin at least eighteen months prior to the expiration date of the lease. At this time, it should be determined if the objective is to renew the lease and stay in the current space or look for an alternative location. The persons who make this decision may include:
From WCC:
- The VP/Dean Workforce Development and Community Education (WDCE)
- The Assistant Dean of Extension Locations
- The appropriate Director of the Extension Center
- The Director of Facilities
- The VP of Business Administration/CFO
- The Deputy Purchasing Agent
From Westchester County Government:
- The Director of Real Estate
In the event that it is the decision of the College to renew the lease, the process is as follows:
Meet with the Assistant Dean in charge of the extension center.
Determine negotiable items and create a “wish list” of changes and amendments to the current lease and provide back-up documentation, if available.
Contact the College CFO and Deputy Purchasing Agent to inform them of the lease renewal and discuss options. The CFO and VP WDCE will contact the County of Westchester Director of Real Estate, who will then contact the landlord of the extension center to negotiate the terms of the new lease.
Representatives from WCC, possibly the Assistant Dean and Director of the corresponding extension center, may be asked to meet with the County of Westchester Board of Legislators to discuss the operations of the extension center and the terms of the proposed new lease. Two Board of Legislators committees that address lease renewal include the Budget and Appropriations Committee and the Operations Committee.
Once the lease has been approved by the landlord, the College, and the County, the negotiated terms may be implemented on the approved date.
Important to include in the lease:
- The landlord can be responsible for Cleaning, Maintenance and Repairs, Snow Removal, Advertising/Marketing when appropriate, Building and Area Signage.
Gateway Center Room Reservation Policy
Gateway Atrium
Davis Auditorium
Room 110
Room 226
Room 343
In order to reserve the Gateway meeting spaces listed above, the requester should contact the Director of the Welcome Center and the Welcome Center Office Assistant by email, making sure to copy both of them.
Other rooms in the Gateway Center are reserved by the College’s Academic Scheduler. No events with music are permitted in the Atrium during regular business hours. For events requiring food or media, it is the requester’s responsibility to contact Dining Services or Media to make the necessary arrangements. It is the requester’s responsibility to return the room to its regular setup after the event, including submitting a work order if necessary. No food or drink is permitted in the Gateway Davis Auditorium.
Parking for WDCE Students
A parking permit is required for all day classes on the Valhalla campus.
Permits are not required for evening and weekend classes.
Daytime classes only:
For classes which meet for one session only, use Lot 1. For classes with multiple sessions, use Lot 1 for the first class and obtain a permit from your instructor or the WDCE Office, Administration Building room 207, if you would prefer to park in a lot closer to your classroom location. You may also remain in Lot 1 for the duration of the class.
Cars parked in other lots during the day without a permit are subject to ticketing by campus or County police.
Parking at our community locations varies; call the site directly for information.
PeopleSoft Student Guide to Activating Your Account & Enroll Online with Self Service
New Students:
For new students who have never taken a WCC credit or non-credit class, you can create and activate your own account and then enroll in classes. Click here: Create Account or call 914-606-6830 press 1 if any difficulties or a “duplicate” error message is received.
Once your account is created, you can activate it to register online with the self service option at www.sunywcc.edu/mywcc. Directions on enrolling are below.
Returning Students Activating Account for First Time:
Enter this address in your Internet browser or click here: www.sunywcc.edu/mywcc.
If you have trouble with the above address, try: https://mywcc.sunywcc.edu
Find the panel on the left titled “WCC Account Activation” and click on New Students. Click New Students again.
Enter your 10 character UserID and click Continue. If you don’t know your UserID call the Student Helpdesk at 914-606-5600 or the Workforce Development/Community Education office at 914-606-6830 press 1.
Once the UserID is entered, you will be prompted to select two security questions and provide an answer for each. These will be used if you forget your password. It is important that you remember your answers.
You will then create a password and enter it twice. The password must be 7 to 25 characters long, include one upper case letter, one lower case letter, and one digit. It cannot be your first name, last name, or your UserID. It cannot contain spaces.
Click Continue. You should receive confirmation that your account is activated within one hour.
Now you are ready to register online. Follow the steps below to enroll in non-credit classes.
Returning Students with Active Account:
If you have activated your account as described above and know your UserID and password, you may register online anytime, 24/7. Follow the step-by-step instructions below to enroll in non-credit classes.
Need help? Contact the WCC Student Helpdesk at 914-606-5600 or email [email protected], or call the Workforce Development/Community Education office at 914-606-6830 press 1.
Enrolling in Non-Credit Classes (After Account Activated)
STEP 1: Return to the MyWCC portal at https://www.sunywcc.edu/mywcc. Find the panel in the top left corner titled “Signon”. Enter your UserID and Password and click Sign In.STEP 2: You should see the “Enroll Here” panel in the top middle of the page. Click on the Student Center link.
STEP 3: Self Service functions are next. Click the Enroll link in the Academics region.
STEP 4: The Add Classes pages should appear. Enter the 5-digit Class Number for the first class in which you wish to enroll. Class Numbers are listed in the Lifelong Learning and Professional Development brochure or in the PDF online. Example class listing: Mandarin Chinese 12 sessions, Room TBD, $240. R Chen. Beginning Level 1: CE-LANG 2900, Sat., Sept. 16–Dec. 2, 9:15–11:15 am. #82823 Then click Enter. The schedule information for your selection will display. If it is correct, click Next. If you selected the wrong class number, click Cancel. You may click OK to discard changes and return to Add Classes. You will return to the Add Classes page and see a confirmation that the class has been added to your Shopping Cart. You may now enter the next Class Number.
STEP 5: Once all classes are selected, you may review your selections. Use the trash icon next to a class to remove it. Click “Proceed to Step 2 of 3” when ready.
STEP 6: You will be prompted to confirm your class selections. Click “Finish Enrolling” if everything is correct. If you need to adjust anything, click Previous to return to Add Classes. A green checkmark means successful enrollment. A red X means an error such as no available seats or time conflict. Review the error message, then click “Add another Class” to fix your schedule. Once complete, click “Make a Payment”.
STEP 7: Confirm the amount due and enter that amount in the Payment Amount box. Click “Next”. Review the payment and click “Continue to Make Payment”.
STEP 8: Payments may be made by Visa, MasterCard, or Discover. Enter your credit card information. Click “Continue” to complete your payment. Once you receive a confirmation that your payment has been processed, your enrollment is complete. Note: The email box at the bottom of the payment screen is not active. Email receipts are not available from this screen.
PeopleSoft – Fixing Duplicates
Determining the “good” account
We usually try to keep the older account (lower Student ID number) as the good account. However, there are a number of factors to be examined in making the determination.
| Situation | Decision | Exceptions |
|---|---|---|
| One account has UG activity and the other is CE/ELI only | The UG account generally takes precedence as the “good” account. | If the UG account is a new application only and has no enrollment or financial aid, then ask Admissions to move that information into the older CE account. |
| One account has received a refund | The refund account becomes the “good” account since we cannot reverse or move a refund transaction. | Only the enrollment/payment information on the “bad” account for terms that did not have refunds can be moved. The refund term on the “bad” account becomes orphaned and that enrollment information must remain separate from previous and future transactions on the “good” account. |
| Both accounts have received refunds | If both accounts have refunds, then use the other rules to determine the “good” account. Enrollment and payment information on the “bad” account for any refunded term must remain on that account and cannot be moved. The “bad” account becomes orphaned and that enrollment information remains separate from transactions on the “good” account. | |
| One account is a BOCES student (assumes both accounts are CE or ELI and not UGRD) | Unless it is a major hardship, the BOCES account should be made the “good” account. | |
| One account is ACE and the other is CE/ELI | Assuming no other UGRD activity, the older account can be the “good” one regardless of career. | |
| One account is ACE and the other is UGRD | Unless the UGRD account is only an application, it should be the “good” account and the ACE history should be moved to it. | You will need to contact Admissions to have them insert the ACE program/plan before the UGRD one before you begin to fix the duplicate. After the ACE information has been moved to the UGRD account, contact Admissions again so they can discontinue the ACE program/plan. |
Gathering Enrollment Information on the Bad Account
Use Student Financials > View Customer Account to examine the “bad” account. If an account is BOCES-only, it will not have a Customer Account record.
Click “Academic Information” to view enrollment information. Locate the career and term, then click the “Enrollment” link. Remember to use “View All” if the entire list of careers/terms is not displayed.
The Enrollment Summary for the selected career and term will display. For each class that needs to be moved, note the Class Number and the Add Date. If a class had been dropped, the Status will reflect that and a Drop Date will appear beneath the Add Date. Classes that were dropped do not need to be transferred when fixing the duplicate.
Click “Return” at the bottom of the screen to leave that term’s information and return to the list of enrollment terms. Repeat this process to gather the Class Number and Add Date for every term and class that will be moved. When all information has been gathered, click “Return” on the Academic Information screen to return to the Customer Account screen.
Gathering Payment Information for Payments Made Through College Offices
Payments done online through self-service or handled with a Third Party Contract are treated differently and are covered separately later. This section is for payments made through college offices.
On the Customer Account screen, click “Account Details” for the term to be transferred. The individual charge and payment transactions for that term will display. For each payment processed through a college office, there should be a “Receipt Details” link. Click this link to display the Receipt Details.
Make note of the following from the Receipt Details screen:
- Business Date (the date the payment was posted; may differ from the enrollment date)
- Target Key (type of payment and which office processed it)
- Amount
- Tender Key (type of credit card, cash, check, etc.)
Deposit ID
If the payment was a credit card or check payment, click “Tender Details.” For a credit card payment, note the type of card, the last four digits of the card number, and the expiration date. For a check payment, note the check number and account number.
Use this information to identify the Deposit ID on the Receipt Details screen. Make note of the Deposit ID. Click “Return” to close Tender Details, then “Return” again to close Receipt Details and return to Account Details.
Preparing the “Good” Account
Before enrolling the Good account in the classes involved in the fix, bring it up in Student Services Center > Academic tab to confirm it has the required career and that the terms involved in the fix are activated. If necessary, Quick Admit the account to the required CE or ELI career.
If the Good account already has the required career but must be enrolled in terms that predate the Quick Admit, you will need to modify the Program/Plan entry to the CE or ELI career.
Modifying a Program/Plan
Go to Records and Enrollment > Career and Program Information > Student Program Plan and bring up the account.
You will need to invoke Correct History to make modifications. Either check the Correct History box on the lookup screen or click the Correct History button after the account is retrieved.
On the Student Program page, change the Admit Term and Requirement Term fields to the new value. Change the Effective Date to the beginning date of the term for that year (for example: 9/1/XXXX for Fall, 1/1/XXXX for Spring, 5/15/XXXX for Summer).
Click “Career Requirement Term” at the top of the page and change the Career Requirement Term to the new term. Click OK to return to the Student Program page.
Next click the Student Plan tab. Change the Declare Date to the beginning date of the term and change the Requirement Term to the new term. Click Save to apply the new information.
If you modify the Program/Plan information to an earlier term, you must also modify the Residency page for that career so the Effective Term and Effective Date match the earlier term (Campus Community > Personal Information > Identification > Residency Information).
Finally, you must Term Activate the account for any terms in which it is not already active (Records and Enrollment > Student Term Information > Term Activate a Student). Navigate to the correct career, click the plus sign to add a new row, and enter the required term. Click Save.
Completing the Enrollment Transactions
Dropping the Bad Account
Use Quick Enroll to drop the Bad account from the courses you recorded earlier. Set the Action Date for each drop to the original date of enrollment that you recorded.
If the original transaction used the proper Action Date but tuition and fees are not released after the drops, the most likely reason is that the original enrollment date was not within the range required for tuition and fee cancellation (for example, at least two days before the start of a CE/ELI class). Use the Enrollment page (“drop page”) to correct this. The Enrollment page will also be used to remove the transaction records needed to remove the non-refundable registration fee.
Enrolling the Good Account
Use Quick Enroll to add the courses you recorded to the Good account, making sure to adjust the Action Date as needed. After enrollment is completed for each term, run Tuition Calculation and verify that the resulting charges equal the charges that were removed from the Bad account.
Using the Enrollment Page to Delete Transactions
If all drops on the Bad account were completed successfully, you can delete the transaction records using the Enrollment page (Records and Enrollment > Enroll Students > Enrollment). Retrieve the appropriate term and career to be modified. Click the minus sign for each row to be deleted and click Save when all needed rows have been deleted.
Using the Enrollment Page to Modify Transaction Dates
If the drop date used is after the cut-off for tuition cancellation, adjust the drop date on the Enrollment page. Click the Student Enrollment 2 tab. If the course has been dropped, the Enrollment Add Date will be greyed out but the Enrollment Drop Date will be available. Change the Enrollment Drop Date to a date before the cut-off for tuition cancellation (which may be before the Enrollment Add Date). Click Save to store the changes.
This page can also be used before a class is dropped to modify the Enrollment Add Date to the correct date.
Reversing Payments Made at a College Office on the Bad Account
Go to Student Financials > Charges and Payments > Reversals > Reverse Payment.
On the first screen, click Search. On the Payment Reversal screen, enter the Bad account number and term, then click Search. The payment information for the term will display. Confirm that the Amount and Balance values are equal. If they are not, there are still charges remaining on the Bad account. When you are ready, click Reverse.
The Reversal Detail screen will display. Enter a description in the format B:000999999 G:000888888 AAA9, where the number following B is the Bad account number, the number following G is the Good account number, and AAA9 is your user ID. In the Reason field, search for and select reason code 0008, Fixing Duplicate ID code. Click OK.
Repeat this process for each term that has a payment to be reversed.
Posting a Payment Made at a College Office on the Good Account
Go to Student Financials > Charges and Payments > Post Student Transaction.
Enter the Good account number and the Account Type as recorded from View Customer Account. Click the magnifying glass to search for the Item Type. Set the Item Type Code to “Payment” and click Search. From the results, select the description that matches the Target Key information you recorded from the Receipt Details and click to enter it in the setup field. Click Add to continue.
On the Student Post screen, fill in the Amount and Term. Enter the Bad ID/Good ID/User ID information as described above into the Reference Number field. Set the Item Effective Date and Due Date to the original posting date recorded from the Receipt Details screen.
Click the Payment Details link. Enter the Deposit ID that you recorded from the Receipt Details. Click OK to return to the Student Post screen.
If you are entering a check or credit card payment directly, click Tender Details. For a credit card payment, enter the card type, last four digits of the card, and expiration date. If you are entering a payment after the original expiration date has passed, keep the same month and day but change the year to the current or next year so the date will be accepted. For a check payment, enter the check number and account number as recorded from the Receipt Details.
Click OK to return to the Student Post screen. When all information is entered, click Post to apply the payment to the Good account.
Repeat these steps for each term for which a payment must be applied.
After all enrollment transactions and payment transfers are complete, review each account to verify that everything has been done correctly.
Name Change and Service Indicator on Bad Account
On the Bad account, enter a name change to append “DUPLICATE” to both the first and last name.
Go to Campus Community > Service Indicators > Person > Manage Service Indicators and click Add Service Indicator. Set both the Service Indicator Code and Reason Code to “DUP.” Set the Start Term to “0000” and Start Date to “01/01/1901.” Click Save.
Handling a Payment Made Through Online Self-Service
Because of its impact on the Finance system, an Online Self-Service payment is handled differently.
An online payment will appear in View Customer Account/Account Details as “Online Credit Card Payment.” To remove the payment from the Bad account, go to Post Student Transaction. Set up the User ID and Account Type as described earlier. In the Item Type field, search under “payments” and choose the “Bursar Online Payment DEBIT” Item Type.
Enter the Amount, Term, and Reference Number information for the Bad/Good/User ID as described above and click Post.
To post the payment to the Good account, again use Post Student Transaction, but in the Item Type field choose the “Bursar Online Payment CREDIT” Item Type. Enter the Amount, Term, and Reference Number for the Bad/Good/User ID as before and click Post.
Handling a Transaction Involving a Third Party Contract
Most Third Party Contracts (TPCs) occur when the Bad account is a student taking an ELI course at a library or community-based organization or taking a Mainstream class at a senior center. In these cases the student does not pay the course fees; they are covered by grant payments.
When a TPC is used, the contract name does not appear in Account Details. You will only see the notation “3rd Party Sponsored.” Identifying the correct TPC to adjust requires additional work. The primary clue is the course in which the student is enrolled. In addition to the term, note details such as course name, number of hours, and location.
You must complete the enrollment and tuition calculation processes on both the Bad and Good accounts before adjusting a TPC.
Go to Student Financials > Payment Plans > Third Party Contract > Assign. The naming convention for TPCs begins with the four-digit term code, an underscore, and then CE or EL (depending on the career), followed by descriptive information related to the course. For example, 2145_CE_DSPS_FSA_BODYMOVE is the TPC used to cover the FSA fee for the Body Movement class offered in Summer 2014 by Mainstream for the Department of Senior Programs and Services.
Use the course information to narrow the list of TPCs on which you might find your student. Click on the Contract in the Search Results to open the Assign screen.
First, add the correct student to the contract. Click the plus sign at the end of any line to add a new row. Enter the ID for the Good account to be added to the TPC and press the Tab key. The Student Max amount should populate and the Post button should become active. Click Post to apply the TPC deferral
As there can be hundreds of students assigned to one contract you can use the View option to see more lines or use the Find link to enter the ID number you seek to see if it is assigned to the contract you chose (students are listed on the Assign screen in ID number order).
When you locate the line with the Bad student, set the Status to Cancelled. A Reversal Detail screen will display on which you can enter the 0008 code in the Reason field to indicate that the student is being removed as part of the Duplicate ID process. When you click OK and return to the Assign screen, you should note that the Total Charges amount for the TPC has decreased by the amount that had been deferred for the student.
If the total amount of the contract does not change to reflect the TPC deferral for the good account, go back into the Assign for the contract, find the good account that still has the balance and change the status to Inactive. Then change it back to Active and the Post button will light up again – click it and the amount of the contract should change.
Use View Customer Accounts to view both accounts to ensure that the appropriate adjustments have been made.
Considerations for BOCES
Since there are no charges incurred for BOCES classes, a student who is only in BOCES classes will not return any results when you search for their ID in View Customer Account. You will need to use the Academics tab in Student Services Center to obtain a list of the terms/courses in which they had been enrolled.
The automated BOCES enrollment process uses standard enrollment dates for courses for each term: 8/31/XXXX for Fall; 12/31/XXXX for Spring (keeping in mind the year would be the previous year); 5/14/XXXX for Summer, so you can use those as the action dates on your drop and enroll transactions.
If the Good account needs to have a CE career added, the Program/Plan is CONED/BOCES rather than CONED/CONED unless they are also enrolled in regular CE courses.
Considerations for Graded Courses
Moving previous enrollments in ACE classes or, increasingly, in ELI or CE courses leading to certification, may involve removing and reposting grades.
In Quick Enroll, before you can drop the course from the Bad number you must first remove the grade. Set the Action to Remove Grade.
Use the magnifying glass to search the Class Number field and make note of the grade the student had received in the class so you have the information to repost on the Good account. Select the course and the screen will return to the Quick Enrollment screen. You can now Submit the transaction to remove the grade. Once it is removed, you can set up another Quick Enroll transaction to drop the course.
Once you have enrolled the Good account in the course, you must add the grade. Set up a new Quick Enroll transaction and set the Action to Add Grd. Enter or select the Class Nbr of the class.
Click on the Units and Grade tab. Enter the grade to be applied in the Grade Input field. Submit the transaction to add the grade.
Printing Procedures
1) Prepare/review print job
2) Determine if the print job can be produced at the college’s REPRO facility or sent to County Graphics
- Typically, any job with associated mailing lists is sent to County Graphics
- All other print jobs are produced at REPRO (Valerie Kraus manages this area and Leon Requena coordinates production)
If there are questions about where to send a print request, consult with the WDCE-County Graphics Liaison
3) If the print job is going to be sent to REPRO, complete the appropriate form (included in folder) and electronically send the form and the print job (preferably in PDF format) to [email protected] and cc: Valerie Kraus ([email protected])
- Repro-black and white request
- Repro-color request
4) If the print job is going to be sent to County Graphics:
- Complete the County Department of Information Technology-Graphics Division Request Form (included in folder), and scan/email or fax it to the CEWD County Graphics Liaison. (For cost estimates consult the County Graphics Quote Template-included in the folder).
- Send the print ready PDF of the print job to the CEWD County Graphics Liaison
5) The WDCE County Graphics Liaison will:
- Review the form
- Determine the cost of printing and insert the price quote in the upper right hand corner of the County Graphics Request Form
- Secure approval from: the respective Assistant Dean, Valerie Kraus, the Superintendent of Buildings and Grounds, and the Business Office (designated Business Analyst). The internal signature process can take up to 2 weeks.
6) The County Graphics Liaison sends the Print Request, the PDF of the print job, and the related Excel mailing lists to County Graphics via email.
7) County Graphics will confirm the mailing by sending the Postage/Mailing Report that documents the mailing costs for the respective print job. 7-10 days should be allowed for printing and delivery to the Post Office.
Senior Audit
Westchester County residents age 60 and older may audit select college credit courses on a space-available basis. Senior audit is administered by Mainstream-Knollwood Center.
- Senior auditors must be residents of Westchester County age 60 or older.
- Senior auditing is offered during fall and spring semesters.
- Typical dates of registration are the Friday before the start of classes at the Valhalla campus and the Wednesday following the first day of classes at the Valhalla campus. Registration is held from 8:30 am to 12:30 pm.
- Senior auditors who wish to audit classes at Extension locations and who are unable to travel to the Valhalla campus may register to audit via phone with the Mainstream office.
- Senior auditors pay $37 senior audit charge, an $8 student services fee and a $5 registration fee each semester, payable by check or credit card.
Additional Information:
- Senior auditors may audit most lecture-style courses on a space-available basis but are not able to audit laboratory, computer, or other courses with “hands on” training. The dean of the appropriate are of study determines which courses are available to senior auditors.
- A maximum of two senior auditors per class may register to audit a class.
- Requests for senior audit registration must be received by the listed date and time (no late registration).
- Putnam County residents with a Certificate of Residency may participate as senior auditors at Westchester Community College.
- Senior Auditors acknowledge that course information (i.e., syllabi, readings) may be available only through web or other online sources.
- Senior auditors who wish to register to audit classes at Extension locations must submit registration information in person or by phone to the Mainstream Office by 12:30 pm on the second day of senior audit registration. Senior auditors who wish to audit classes at Extension locations will receive notice of course availability after the start of classes on the Valhalla campus. If the class(es) requested is/are available, the senior auditor will submit payment to the Mainstream Office via phone (credit card) or mail (check or cash). The senior auditor must show proof of age and residency at a prearranged date and time at the Extension location where the auditor is taking classes.
Visit www.sunywcc.edu/senioraudit for information and instructions. Phone 914-606-6793.
Student Refunds
All refund requests must be made in writing and sent to the address below or emailed to [email protected]. All refunds are issued as checks except in the case that a student paid online with a credit card. In the case of online self-payment, the refund is credited back to the credit card that was used.
The refund policy depends on whether a course requires proof of residency.
For courses that require proof of residency:
This category includes all English as a Second Language courses (subject ELI-ESL) and certain WDCE courses in Skills for College and Work Success as identified in the course brochure.
| When a course is dropped | Amount of tuition refunded |
|---|---|
| Before the first meeting of the class | 100% |
| Before the second meeting of the class | 50% |
| After the second meeting of the class | 0% |
For all other WDCE courses:
| When a course is dropped | Amount of tuition refunded |
|---|---|
| Two or more business days before the first meeting of the class | 100% |
| There are no refunds after that time | 0% |
Note: Program managers make choose to make an exception to the above policy based on extenuating circumstances.
Fees:
The $5 Registration fee is charged once per term and is non-refundable.
Student fees (FSA Insurance, $3.25 and Services fee $4.75 as of March 2014) are charged once per term. All WDCE and ELI students, regardless of location of their class(es) are charged the FSA Insurance fee. If one or more enrolled classes are held at the Valhalla campus, the Services fee is also charged. Student fees are not refundable once a class begins.
Class Cancellations:
The college reserves the right to cancel any under-enrolled class and return all fees (note: refund of fees is contingent on student not being enrolled in any other classes). Faculty substitutions and other rescheduling may be made if necessary.
Address for refund requests:
Westchester Community College
Division of Workforce Development and Community Education
ADM207
75 Grasslands Road
Valhalla, NY 10595
Phone: 914-606-6830
Email: [email protected]
Tuition Waiver Authorization Non-Credit Courses CSEA Staff/Full-time and Senior Adjunct Faculty/Adjunct Faculty
Division Secretary procedures:
- Receive waiver form from front line staff (original to Division Secretary; staff keep copy and payment)
- Double check exclusion list and course requested
- Contact program manager via phone or email for authorization for staff/faculty to register for specific course and sign off for the manager on the form under Approvals
- Take waiver forms to payroll for verification
- If class not approved either by program manager or payroll, send memo to staff/faculty indicating that the request was not approved
- Maintain copy for your records
- Give form to registration clerks immediately after it has been signed
Registration staff procedures:
- Once Division Secretary gives waiver to registration clerk, either process waiver if within the 2-5 business day period or file it for processing during the 2-5 business day period. *When filing, place it 2-5 days before the start of the first class.
- If multiple classes with multiple start dates, re-file reg form after each processed class (again, 2-5 days prior) so that it can be entered later.
- When processing the waiver, if the student is successfully enrolled in the class, send confirmation (see email template or below). If the course is cancelled or there is some other issue, send email to student with the information (see email template or below)
- When all requested class waivers are processed, file in the completed waiver folder.
TEMPLATES:
Approved tuition waiver (sent out by registration clerk once the registration is processed):
Dear ___________,
Your tuition waiver for non-credit courses has been approved and processed by the office of the Division of Workforce Development & Community Education. Please see information online for details pertaining to your course(s) at https://mywcc.sunywcc.edu/ or on the website at http://www.sunywcc.edu/continuing-ed/ce/
This email serves as confirmation of your enrollment in the course. If any questions, please contact the office at 914-606-6830, press 1 or email [email protected]
Declined Tuition waiver due to space availability (sent out by registration clerk):
Dear ______,
Courses cannot be taken during lunch/meal hours.
Waivers will not be applied to other charges such as FSA fees, books, tapes, supplies, external partnership fees, etc. associated with the course(s) taken. Student will assume those costs.
There is no reimbursement for tuitions paid in advance of waiver approvals.
Exclusions
- All Ed2Go Online Classes
- Axial Theatre
- Clinical Medical Assisting
- Continuing Education for Respiratory Care professionals
- Dietary Manager
- Fiber Optics
- Go Native U-Sustainable Gardening with native Plants courses
- Hilltop Hanover-Sustainable Agriculture courses
- Home Health Aide
- Home Inspection
- Nurse Assistant
- Patient Care Technician
- Personal Fitness Trainer
- Pharmacy Technician
- Phlebotomy
- Rivertown Dance
- Taste of Westchester
- Technology and Project Management (sponsored)-Online (Gatlin, etc.)
- TESOL
*Note: This list of exclusions is subject to change and may not be inclusive of all exclusions
Unfortunately, your non-credit tuition waiver request was unable to be processed due to lack of space availability in the course you requested or a cancellation of the course. We encourage you to choose another course option and let the Division Secretary of Workforce Development & Community Education know so that she may obtain required authorizations. For any questions, please contact the Division Secretary at 914-606-6619 or email [email protected]
Incomplete paperwork:
Dear _________,
Thank you for your interest in our Workforce Development and Community Education classes and for submitting your paperwork for your class(es). We have received your paperwork.
Unfortunately, it cannot be processed as submitted for the following reason(s): a or b
a) There is a form missing
b) The paperwork submitted is incomplete (note: if credit card info. is missing, pls. call x6830, #1 with credit card number).
Please correct and resubmit forms so we can complete the registration for you for your class(es). Processing of the registration will be on hold until complete. Thank you.
INSTRUCTIONS
Eligible Employee: Complete the top portion of this waiver form (Student Information).
Return the tuition waiver form, along with payment of registration fees and WDCE registration form to the office of Workforce Development and Community Education located in Administration Building, Room 207 at least one week prior to the start of the course.
The Division Secretary will obtain program manager approval and payroll verification.
Registrations are processed 2-5 business days prior to the course start date pending approval and space availability. You will be notified at that time. Be sure to check your SUNY email for confirmation.
Incomplete information will delay the processing of the forms.
GUIDELINES
- Courses offered in collaboration with external partners and/or clinical or fieldwork experiences are excluded from eligible tuition waivers.
- All eligible employees, their spouses/domestic partners and/or dependent children must abide by course requirements (i.e. pre-requisite or age requirements).
- Eligible employees must be employed in semester that class is taken.
- Dependent children are defined as being 24 years of age or younger (verification required).
Courses cannot be taken during lunch/meal hours.
Waivers will not be applied to other charges such as FSA fees, books, tapes, supplies, external partnership fees, etc. associated with the course(s) taken. Student will assume those costs.
There is no reimbursement for tuitions paid in advance of waiver approvals.
Exclusions
All Ed2Go Online Classes
Axial Theatre
Clinical Medical Assisting
Continuing Education for Respiratory Care professionals
Dietary Manager
Fiber Optics
Go Native U-Sustainable Gardening with native Plants courses
Hilltop Hanover-Sustainable Agriculture courses
Home Health Aide
Home Inspection
Nurse Assistant
Patient Care Technician
Personal Fitness Trainer
Pharmacy Technician
Phlebotomy
Rivertown Dance
Taste of Westchester
Technology and Project Management (sponsored)-Online (Gatlin, etc.)
TESOL
*Note: This list of exclusions is subject to change and may not be inclusive of all exclusions.