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Pima County Community College District Standard Practice Guide

[SPG-3501/AA is under review]
SPG Title:  Admissions and Registration

SPG Number:  SPG-3501/AA
Effective Date: 3/12/12, 3/29/13
Approval Date: 4/17/01
Review Date(s):  9/18/08, 5/27/09, 4/15/11, 2/13/12, 3/29/13, 4/17/13
Revision Date(s): 9/18/08, 5/27/09, 4/15/11, 2/13/12, 3/29/13, 4/17/13
Schedule for Review & Update:    Annually
Unit Responsible for Review & Update:  Provost/Executive Vice Chancellor for Academic and Student Services
Sponsoring Unit/Department:   Provost/Executive Vice Chancellor for Academic and Student Services
Regulation Title & No.:    Admissions and Registration, RG-3501/A
Board Policy Title & No.:   Admissions and Registration, BP-3501
Legal Reference:   Arizona Revised Statute (ARS) 15-1802; ARS 1805.01; ARS 15-1821
Cross Reference:   Transfer Students and Credit, BP-3111; Equal Educational Opportunity, BP-3112; Limited Enrollment (Selective Admissions), BP-3506; General Education Requirements, BP-3117; and Dual Enrollment Guidelines


PURPOSE

This guide provides general information about the procedures that must be followed and the conditions that must be met in the admissions process, including those concerning student residency, international students, and underage students.

I.       Eligibility for Admissions

The Pima County Community College District is open to students if they fall within one of the following categories pursuant to ARS 15-1805.01 and 15-1821, provided that the established College criteria, guidelines and procedures have been met:

1.    Is a graduate of a regionally accredited high school;  

2.    Has passed the General Educational Development tests (GED);

3.    Is a graduate of an accredited college or university; 

4.    Is a transfer student in good standing from another college or university;

5.    Is at least 16 years of age and demonstrates evidence of potential success at Pima Community College;

6.    Is under 16 years of age and meets other requirements for admission to Pima Community College (must complete underage-16 requirements; see Section V);

7.    Is currently enrolled in high school and seeks dual enrollment with Pima Community College, assesses for placement at the appropriate level as per college dual enrollment guidelines, accompanied by written approval from the student’s parents or legal guardian(s) and high school administrator or designee;

       A.   A student under the age of 16 and seeking dual enrollment with Pima Community College must also complete special underage-16 requirements (see Section V).

8.    Is an international student enrolled in 12 credit hours or more who has completed an academic program equivalent to an American secondary school and has the appropriate score on the Test of English as a Foreign Language (TOEFL) or whose native language is English;

9.    Is an international student enrolled in fewer than 12 credit hours.  Part time international students must demonstrate English proficiency exams if they plan to enroll in courses other than English as a Second Language or courses offered bilingually;

II.      Admissions Applications Procedures

This section describes the proper completion and coding of applications for admissions.  The Admissions and Registration Office is responsible for the processing and coding of applications for admission.

1.    Review the application form.

NOTE:  If an individual submits an application in person, by mail or by fax, a picture I.D. is required to complete the transaction.

2.    Ensure that all sections/items are complete, verified and properly coded and entered.

3.    Make sure the application is signed, if taken in person.  If a mailed-in or faxed-in application is unsigned, send it to the applicant for signature.

4.    Application for Admission will be accepted electronically, through the use of the WEB application process.

5.    Assure that an acceptance letter is sent to all new applicants by the Admissions and Registration Office.

III.    Determination of Student Residency

All students seeking in-state tuition status must complete a tuition assessment form to declare their lawful status within the United States.

A person is not entitled to classification as an in-state student until the person is domiciled in this state for one year, except that a person whose domicile is in this state is entitled to classification as an in-state student if the person meets one of the requirements pursuant to ARS 15-1802.

RG-3501/A requires students who pay in-state tuition rates to demonstrate evidence of domicile prior to initial registration and payment of tuition and fees.  It is the responsibility of the applicant to apply for admission and to register under the correct domicile determination.  Domicile is determined as of the first day of the session in which the student is enrolling.

IN ACCORDANCE

A.      Evidence of Domicile

ARS 15-1802 provides the following guidelines regarding documents that students may present to verify eligibility for in-state residency status:

1.    An affidavit signed by the student must be filed with the person responsible for verifying domicile.

2.    Any of the following may be used in determining a student's domicile in Arizona:

  1. Arizona driver's license
  2. Arizona income tax return
  3. Arizona voter registration
  4. Arizona Motor Vehicle registration
  5. Place of graduation from high school
  6. Source of financial support
  7. Dependency as indicated on federal income tax return
  8. Ownership of real property
  9. Notarized statement of landlord or employer
  10. Bank accounts
  11. Federal employment authorization document
  12. Other relevant information.

B.      Alien In-state Student Status (ARS 15-1803)

In order to provide educational opportunities for citizens in its designated service delivery area, Pima County Community College District must comply with all appropriate state and local ordinances.

An Alien is entitled to classification as an in-state refugee student if such person has been granted refugee status in accordance with all applicable laws of the United States and has met all other requirements for domicile.

In accordance with the Illegal Immigration Reform and Immigrant Responsibility Act of 1996 (p. l. 104-208; 110 stat. 3009), a person who was not a citizen or legal resident of the United States or who is without lawful immigration status is not entitled to classification as an in-state student pursuant to section 15-1802 or entitled to classification as a county resident pursuant to section 15-1802.01.

Undocumented students eligible for an I-766 under the Deferred Action for Childhood Arrivals (DACA) program, and can demonstrate that they meet the Arizona residency requirements above, will be considered for in-state tuition status.

IV.    International Student Admissions Process

RG-3501/A outlines the special requirements that international students must meet for admission to Pima Community College.

A.      Following are the items an applicant for full-time study must present to the International Student Services Office in order to satisfy those admission requirements.  Necessary forms are available online.

  1. A completed International Student Application Form.
  2. A copy of the student's most recent TOEFL score report showing a score of 500 paper-based test, 173 computer-based test, 61 internet-based test or better. This requirement may be waived if a student's native language is English.  If post-secondary transcripts are sent, they must be properly translated and evaluated by a member company of the National Association of Credential Evaluation Services (NACES).
  3. Official secondary school (American high school equivalent) records and transcripts, properly translated into English by an International Credentials Evaluator.
  4. A completed Affidavit of Support, along with a bank statement, properly translated into English by an International Credentials Evaluator, verifying availability of funds in the amount required by the International Student Services Office.
  5. A $25.00 non-refundable out-of-country application fee in the form of an international postal money order or certified check made out to Pima Community College.
  6. Proof that the student is sufficiently covered by health insurance.  This requirement is usually met by accessing student health insurance plan information provided by PCC.  Students who already have sufficient health insurance upon enrollment may obtain a waiver of the school plan by obtaining a copy of their health insurance policy written in English and taking it to the International Student Services Office within 15 days from the start of the semester.

B.      F-1 International students applying from another school within the United States must include the following documents in addition to those listed above:

  1. An official transcript from the school currently being attended.  If post-secondary transcripts are sent, they must be properly translated and evaluated by a member company of the National Association of Credential Evaluation Services (NACES).
  2. A photocopy of the I-94 card (white card) from the student's passport.
  3. A photocopy of the visa page from the student's passport.
  4. A copy of the student’s current I-20 form

C.      Following are the items an international student must present to satisfy admissions requirements (student who is applying for part-time admission and is in the United States on an active non-immigrant visa status that is not F-1):

  1. A completed International Student Application Form, processed at the International Student Services Office.
  2. A $25.00 non-refundable, out-of-country application fee in the form of an international postal money order or certified check made out to Pima Community College.
  3. Copy of current I-94 card, visa page and passport.

International student applicants under the age of 18 should be informed of the College's recommendation that they have a "guardian" in the United States to represent them in emergency situations since the College is not permitted to act in the place of the parent or guardian.

V.      Procedure for Registration of underage 16 students

A.      Actions by Pima Community College personnel, the student applicant, or the parent(s) or legal guardian(s) of the applicant:

         An initial in-person, written or electronic request for special admission is made by the student and/or parent(s)/legal guardian(s).

  1. The Vice President of Student Development or designee at the campus of intended enrollment must clarify with the parent(s) or legal guardian(s) of the applicant who is under the age of 16 that the primary responsibility for the education of underage students lies with the secondary school system, the equivalent private school system, or a homeschool program until the student reaches the age of 16.
  2. The College may supplement the primary educational program provided to the underage student by the secondary school system or alternate provider, charter or home school in accordance with ARS 15-1805.01.  When the College agrees to provide supplemental education for students under the age of 16, the student and his/her parents will provide signatures granting the parent's(s')or legal guardian's(s') permission for the student to enroll, as well as a written educational plan stating the educational outcomes the parent(s)/legal guardian(s) intends the student to meet.
  3. To be eligible for registration, the student will have
  1. Scores above minimum levels established by Pima Community College on college assessment examinations, or
  2. A composite score of 93 or more on the Preliminary Scholastic Aptitude Test (PSAT) or
  3. A passing score on the relevant portions of the Arizona Instrument to Measure Standards Test (AIMS) or
  4. Completed the Scholastic Aptitude Test (SAT) with a composite score of 930 or more on the verbal and math portions or
  5. Will have completed the American College Test (ACT) with a composite score of 22

     4.   Homeschooled students are exempt from this subsection.

The SAT and ACT are available at four-year colleges, universities or authorized testing centers for a fee.  Assessment exams are free at any assessment center on Pima Community College campuses or selected education centers.

B.      Registration Intake Interview

  1. Vice Presidents of Student Development or designees at one of the six campus locations will receive and review all requests for registration of students under the age of 16 and will schedule an intake interview.
  2. The student applicant will be accompanied by his/her parent(s) or legal guardian(s) for the appointment.
    a.  The parent(s) or legal guardian(s) will be given the Special Admissions Agreement for Underage Students to be signed by them if the student is under 16 years of age.  The student also must sign the agreement and comply with its terms.

          i.    If the underage 16 student is enrolling in a dual enrollment course, a dual enrollment agreement must be completed and signed by the student, parent or guardian, and high school official or designee.

  3. The parent(s) or legal guardian(s) are responsible for providing the following:

    a.  The applicant's birth certificate or government issued ID, or public school ID.

    b.  A release (High School Enrollment Permission Form) signed by the school administrator or designee.

    c.  A release approving the student's enrollment in PCC classes for supplemental learning.

    d.  A written educational plan for the student to which the requested college courses are supplemental. The plan should compare favorably with the typical requirements for graduation established by the state and required by the local high school.

    e.  A written statement that describes the means of transportation provided for the student to attend PCC by the parent(s)/legal guardian(s).

    f.  A copy of the student's scores on the Scholastic Aptitude Test (SAT), the American College Test (ACT), the Preliminary Scholastic Aptitude Test (PSAT), or the relevant portions of the Arizona Instrument to Measure Standards Test (AIMS), or the Pima College Assessment Exam as per College policy.

  4. The completed forms will be reviewed by a Vice President of Student Development or designee. The Vice President of Student Development will make the determination for initial enrollment of underage students into courses, and may deny enrollment if deemed appropriate.
  5. Continued enrollment of those underage students granted permission to enroll by the Vice President of Student Development is dependent on an evaluation conducted with the student and parent/legal guardian on satisfactory academic progress, appropriate course selection, and compliance with the Pima Community College Student Code of Conduct for each term of enrollment until the student reaches 16 years of age.