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As a member of WICHE ICE, you can participate as a Teaching Institution (TI) or an Enrolling Institution (EI) or both. Depending on the level of interest on your campus or in your consortia, you can engage part or all of your organization in ICE’s activities—whether that be limited to exchanging seats in individual courses or include the development and delivery of new online courses through one or several of our Collaborative Initiatives. ICE’s very flexible model allows you to alter your level of engagement easily as your needs and interests change.
Through ICE, students have continued, uninterrupted access to your institution’s financial aid and other related benefits, and avoid the need to register at multiple institutions and deal with course transfer policies, course credit plateaus, and other potential issues. Since EIs select, review, and articulate the courses they import before their students take them, the courses appear on the Enrolling Institution’s transcripts as courses taken from the students’ home institution.
Role of the Teaching Institution
As a TI, you choose which courses and programs and how many seats in each to make available to other members of WICHE ICE. By selecting those online courses with excess capacity, you may earn marginal revenue you would otherwise forgo and may keep some low enrollment courses viable. Also, you may be able to offer your talented faculty the opportunity to develop and offer new courses in unique specialty areas by identifying and aggregating the student demand across the ICE consortium.
As the Teaching Institution, you make the seats available to EIs at the agreed upon WICHE ICE common wholesale price set by the Steering Board annually. Your ICE Program Information Coordinator (ICE PIC) lists the courses and the number of seats available in the WICHE ICE Catalog and grants requests to reserve seats submitted by other members. Later, if you determine you need more seats for your own students, you can retrieve some or all of the remaining unreserved seats.
As reserved seats in your courses are filled by other members, your ICE PIC will take the student data provided by the enrolling institutions via the ICE database and provide it to your registrar so it will appear on your instructor’s roster. At the conclusion of the course, your ICE PIC will retrieve the instructor’s grade from the registrar and deposit it in the ICE database for retrieval by the EI’s ICE PIC.
There may be times when a TI receives a request to set up a new section of an existing course or to develop a new course by one or more EIs with a specific need. In these instances, the TI would negotiate an agreement with the schools and may set its own negotiated wholesale price rather than be bound by the established common wholesale price.
Role of the Enrolling Institution
As an EI, you choose courses and programs listed in the WICHE ICE Catalog and how many seats in each you wish to reserve for your students. Your ICE PIC will request these seats be reserved for your institution. If granted, your ICE PIC will ask your registrar to create a “shadow course” that your students register for, even though the course is taught by faculty at another institution. You are not obligated to use these reserved seats but in consideration of the needs of others, the consortium members agree to request only the number of seats they anticipate filling.
Your students will pay for the course at your institution at the retail price you set (tuition plus mandatory fees), just like they would for any other course you offer. During registration, you will provide them information about the start and end dates for the course, course syllabus and requirements, grading and other course information which may differ from those of yourcampus. Once registered, your ICE PIC will send their student data to the teaching institution using the WICHE ICE secure and encrypted database. Your student will participate in the course with the same general support such as academic advising and financial aid coming from your campus, while course-specific services such as library and tutoring services will be provided by the teaching instition. At the conclusion of the term, your ICE PIC will pick up the student’s grade from the Teaching Institution’s roster in the ICE database and provide it to your registrar who will list the course and grade on the student’s transcript as though he took the course from your institution.
There are times when a particular EI or several EIs have a need for so many seats that they request that the TI develop a new section or they may even want the TI to develop a new course. In these instances, an agreement is negotiated among these schools for a guaranteed minumum number of seats at a negotiated wholesale price, which may be different from the current common wholesale price.
Role of WICHE
WICHE ICE honors the registration, financial aid, and other policies and procedures of the member institutions to administer the exchange whenever possible. Issues that require additional guidance are articulated in the WICHE ICE Operations Manual, developed and approved by the WICHE ICE Steering Board.
Acting as the centralized broker and based on enrollment reports from the WICHE ICE database, WICHE bills the Enrolling Institutions for each enrollment at the common wholesale or negotiated wholesale price agreed upon by the members. WICHE retains an administrative fee for each enrollment and pays the balance to the Teaching Institution. The billing is done mid-way through each term on a date set by the Steering Board. The Enrolling Institution may retain the difference in the common wholesale or negotiated wholesale price charged by the Teaching Institution and the retail price it charges the student. In addition, the Enrolling Institution includes these students in its headcount. If the EI is a state-supported school, it may receive additional funds associated with that headcount which could be used to offset a higher common wholesale or negotiated wholesale price than retail price. If the common wholesale or negotiated wholesale price is lower than the retail price the EI sets, it will have surplus funds to use as it sees fit.