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Housekeeping

Today's training is scheduled to last 1 hour.

The training is being recorded for later distribution.

Participants should use the raise hand feature if they have any questions and should keep their audio on mute unless they are talking.

If you have questions after the training you can email Natalie.Bernal@sa.ucsb.edu

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Overview

In this training we will go over:

The different special enrollment programs
The Simultaneous Enrollment and Intercampus Visitor programs, application process, and processing timeline.
Frequently asked questions
How can advisors help?

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Special Enrollment Programs

Intersegmental Cross Enrollment (ICE)

For California Community College students and California State University students
Allows them to take one course at UCSB while being enrolled at their home campus

UC Online Cross Campus Enrollment

UCSB students can request to take one online course offered by other UC campuses

Simultaneous Enrollment (SE)

UCSB students can apply to enroll in a course(s) at another UC Campus while being simultaneously enrolled at UCSB for the quarter.

Intercampus Visitor (ICV)

Students apply to take a quarter in person at another UC while not taking course at UCSB.

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Simultaneous Enrollment Program

Special Enrollment Programs website

Eligibility Requirements

Completed a minimum of 12 units as a matriculated student at the home campus
Enrolled at UCSB in the current term for a minimum of 12 units as a matriculated student
Be in good standing
Have the appropriate academic preparation as determined by the host campus.
Be in paid status by the payment deadline

Deadlines

All campuses except Berkeley and Merced Berkeley and Merced Only

Fall Quarter November 1 – April 30 Fall Semester November 1 – April 30

Winter Quarter July 1 – October 31 Spring Semester July 1 – October 1

Spring Quarter October 1 – January 31

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Simultaneous Enrollment Program

Deadline flexibility

Yes, up to the payment deadline for the term in which they plan to participate in the program.
For example, application deadline for W22 is October 31, 2021, but other UCs will accept it through the W22 payment deadline since they have to be in paid status.

Application

Timeline

If the student turns in their application once they are in paid status it can take up to two weeks for the student to receive a response from the host campus.
If they turn it in before they are in paid status it can take longer because I have to wait until they are registered at UCSB for that quarter and in paid status before I can send it to the host campus.

Drop Process

Email the host campus registrar and specialenrollment@sa.ucsb.edu to request the cancelation. Depending on when the student sends the email they might have to submit a drop petition through the host campus and receive a “W” if it is after the drop deadline at the host campus.

Grades

Host campus will send official transcript to the registrar by email or mail after they finalize grades for the quarter. Usually 2- 3 weeks after finals week.

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Common Questions

Are there any exceptions to the requirements?

Not likely, unless there is a good reason and the college is the one suggesting that there should be an exception.
For example, a student wants to apply for SE but they are below 12 units at UCSB because they only need that many units to graduate.

Note: SE units do not count toward full-time status for the quarter because the course does not appear on their UCSB transcript until the grade is received.

Are there additional fees?

There might be. No additional tuition fees, but a campus can charge small fees.
For example, UCSB charges visiting students the L&S Tech fee if they enroll in courses offered through the college of L&S.

Can I apply to more than one campus in the same quarter?

Yes, but approval from the college and the host campus is required.
The college advisors should look for the overall units that the student is planning to take and make sure they do not go over the unit limit.

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Common Questions

Can I apply to take more than one course?

Yes, however, they might not all get approved by the host campus.

The host campus has not posted courses and it is past the application deadline can I still apply?

Yes, as soon as courses are available complete the application.

I have not been billed for the quarter in which I want to participate in the SE program. When should I turn in the application?

Turn in the application as soon courses are available at the host campus. Make sure to pay your fees by the payment deadline. Notify me once payment has been submitted and I will submit the application to the host campus.

I received a grade for the course but it’s not on my UCSB transcript. The host campus sent the transcript. When will it appear?

It can take up to 3 week after finals week for the course to appear on a UCSB transcript. If it does not they should email specialenrollment@sa.ucsb.edu.
If they need the course to clear a pre-req they should contact their major advisor to see if they can clear it with an unofficial transcript for the time being.

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Intercampus Visitor Program

Special Enrollment Programs website

Eligibility Requirements

Currently enrolled student in good academic standing,
Completed one year at UCSB,
Maintained a cumulative GPA of at least 2.0, and
Receive College approval.

Deadlines

All campuses except Berkeley and Merced Berkeley and Merced Only

Fall Quarter November 1 – April 30 Fall Semester November 1 – April 30

Winter Quarter July 1 – October 31 Spring Semester July 1 – October 1

Spring Quarter October 1 – January 31

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Intercampus Visitor Program

Deadline Flexibility

Yes, if the course schedule for the host campus has not been posted. They should turn in the application as close to the deadline as possible.

Application

Required documents

Personal Statement
Letter of Endorsement from their major if they are taking major courses or from their college advising office if they are taking elective or GE courses.

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Intercampus Visitor Program

Timeline

It can take two to three weeks for a decision to be made.
Student is emailed if any application material is missing and after all UCSB approvals are received and the application is sent to the host campus.
The host campus notifies student is approved. UCSB Special Enrollment Coordinator notifies the student if denied.

Drop Process

Email the host campus registrar and specialenrollment@sa.ucsb.edu to request the cancelation. Depending on when the student sends the email they might have to submit a drop petition through the host campus and might receive a “W” if it is after the drop deadline at the host campus.

Grades

Host campus will send official transcript to the registrar by email or mail after they finalize grades for the quarter. Usually 2- 3 weeks after finals week.

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Common Questions

It is three weeks after the deadline can I still apply for the ICV program?

They will need to contact the host campus to see if they can accept a late application.
In the meantime they should work on getting all the required materials and application done.

Can I take less than 12 units at the host campus.

Yes, but if they are expecting financial aid they should contact the office at the host campus to see how much aid they will get.

I do not meet one or more of the requirements, can I still apply?

No, these requirements are systemwide and maintained by UCOP

I am planning to apply for impacted courses . Can an exception be made?

No, application will be denied.

Are there campus specific requirements or information?

Yes, this information is available on the third page of the application.

I am a financial aid recipient what steps should I take to get financial aid at the host campus?

Instructions are on the second page of the application. The student should contact the financial aid at the host campus to make sure everything is set.

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How should advisors handle these inquiries?

Advisors should direct students o the Special Enrollment Programs website to review important information about the programs.

Advise the student on any forms they might have to submit once the course is on their UCSB transcript.

If the course is a prerequisite for a class that they plan to register for in the following quarter let them know it might not be possible since the course is not in the system. If any exceptions are allowed let them know what steps to take to get clearance.

Remind them that there is an application process therefore enrollment is not guaranteed. Final approval is granted by the host campus.

Let them know that they can email specialenrollment@sa.ucsb.edu if they have any questions.

Talk about worst case scenario. Should they take the quarter off if ICV is denied? Should they enroll in extra units a UCSB in case SE is not approved?

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