In this resource:
- Starting a New Term
- Working with an SIS for Winter Term Courses
- Transcribing Winter Term Courses
- Reporting Winter Term Enrollments
- Applying Financial Aid
- Using Year Round Federal Pell Funds
Starting a New Term
Within a consortial framework, Winter Term courses can be used to support student progress by giving students inter-term options to gain credit hours and replace poor grades. Institutions that do not have a Winter Term in their academic calendar can easily pilot one and then decide on adding to their academic calendar in the future. If institutions can access other institutions’ courses within a consortial framework, they can easily make course options available to their students within a Winter Term.
Working with an SIS for Winter Term Courses
Student enrollments can occur either through the setup of a winter semester into your SIS or by utilizing an existing term in the SIS like spring or fall. By setting up the winter term in the SIS, you can establish unique billing due dates and reporting base on the term start, drop and end dates. Utilizing an existing spring or fall term will most likely require the use of existing start, drop and end dates for billing, reporting, and disbursements.
Transcribing Winter Term Courses
Under the pilot approach, Home Institutions can transcribe the courses using a Winter Term designation on the students’ transcripts.
Reporting Winter Term Enrollments
IPEDS. IPEDS reporting is impacted only slightly by introducing a Winter Term. IPEDS asks institutions to complete 2 reports – a Fall Enrollment report (post-census) and a 12-month enrollment report that identifies the total number of unique students and total credit hours. Winter Term enrollments are not recorded on the Fall Enrollment report, and credit hours earned during the Winter Term should be added to the 12-month report total. No new students should be added during the Winter Term: all Winter Term enrollments should be students who are either enrolled in the preceding Fall Term or the upcoming Spring Term.
National Student Clearinghouse (NSC). For NSC, Winter Term Enrollments should be reported as non-standard term or intercession enrollments and included in the standard monthly enrollment update report. NSC will use that report to identify students who have changed status (e.g., less than half-time, half-time and full-time).
Applying Financial Aid
In applying Financial Aid to Winter Term enrollments, keep in mind the following:
Full-time students in the Fall Term preceding a Winter Term (Intersession) may have already been awarded the full complement of the Financial Aid which the student may be eligible to receive, so the addition of one or two more courses may not affect their aid. Of course, with regard to the cost of attendance (COA), any COA expense items might be adjusted to increase student loan eligibility if the student has not already received their maximum eligibility. For example; if a student was not awarded their full loan eligibility in their initial aid package, the additional cost for the intersession course may result in the student now having additional eligibility for a loan.
Part-time students can move to Full-time with Winter Term courses and can have their Financial Aid repackaged to reflect this status change. From a Financial Aid packaging standpoint, intersessions like a Winter Term can be attached to either the immediately preceding term or the immediately following term (e.g., Fall Semester or Spring Semester). This assignment is made by the student’s Home Institution under existing guidance by the U.S. Department of Education (ED).
Using Year Round Federal Pell Funds
Watch the video below from FA expert and Acadeum Center of Excellence Fellow, Bob Evans, describing how to leverage Federal Pell Funds in Summer and Winter terms.