During the 1995-96 academic year, the U. T. System Student Advisory Council initiated discussions with the U. T. System Administration and the U. T. Board of Regents about expanding a graduate student exchange program between the U. T. System and The Texas A&M University System, which had been in existence since 1979, to allow for both graduate and undergraduate exchanges among the component institutions of the U. T. System.

Based on recommendations from members of the U. T. System Student Advisory Council, the guidelines now describe the program as a visiting students program and expand the concept to include eligibility to upper-level undergraduate students as well as graduate or professional students. Individual review and approval by designated administrators at each of the cooperating institutions is required for a student’s proposed visitation.

The guidelines have been designed to minimize complexities for students regarding registration, grade reporting, financial aid, and student services and present extraordinary educational opportunities within a cooperative framework.

guidelines for a visiting students program

among component institutions of the u. t. system

I. INTRODUCTION

The component institutions of The University of Texas System (U. T. System) offer an impressive variety of outstanding academic programs and engage in significant world-class research activities. A cooperative visiting students program can help interested, qualified students take advantage of unique educational opportunities at other component institutions and can reduce procedural requirements for students who wish to participate.

II. PURPOSE

A. The visiting students program is designed to allow upper-level and graduate or professional students enrolled in an institution of the U. T. System to take courses or engage in research at another institution within the System during a regular semester or summer session.

B. The program guidelines provide for reporting of grades, payment of charges, and continuation of financial aid during the semester or summer session in attendance at another institution.

III. GUIDELINES

A. The U. T. System visiting students program is limited to upper-level students (students with more than 60 semester credit hours of degree-related college level work) and graduate or professional students.

B. Each U. T. System component institution with degree programs will establish requirements for eligibility for participation such as a minimum grade point average and completion of a minimum number of semester credit hours at the home institution. The requirements may vary among programs at an institution.

C. Each institution will designate individuals to coordinate visiting student programs at home and host institutions. Coordinators will facilitate communication between the student and appropriate major advisors at both institutions. The advisor at the home institution will have final authority on courses which may receive credit under the visitation program.

D. A student’s proposed visitation should clearly relate to the student’s program and academic interest and be approved by the designated program coordinator (undergraduate or graduate/professional) at both the home institution and the proposed host institution.

E. Approval for a student's proposed visitation will be contingent on space and desired courses being readily available in the proposed visitation program and, for participation in a research laboratory, on approval of the director of the laboratory.

F. For continuity of financial aid, the visiting student should be registered at the home institution, with grades for any course taken at the cooperating host institution reported to the home institution.

1. The home institution will identify at the time of registration the course title/number under which the visitation course credit would be recorded.

2. The designated visitation program coordinator at the host institution will report the student’s grade(s) to the coordinator at the home institution at the end of each semester or summer session.

3. The home institution will determine whether the grade earned at a host institution is to be treated as regular course credit for determining academic standing and grade point averages or as transfer credit.

G. The visiting student will be subject to the rules and regulations of the host institution as well as the home institution.

H. To maintain consistency and to assure the integrity of student financial aid requirements, charges for tuition and required fees (including course-specific fees and other required fees associated with enrollment at the host institution) are to be paid to the home institution. The host institution must provide the home institution with the list of fees to be charged and the home institution will transfer the amounts collected to the host institution.

I. A student awarded a fellowship, stipend, or other financial assistance by the home institution will be eligible to receive such assistance while visiting the host institution.

1. Acceptance of financial support from the visited institution will necessitate prior approval by the home institution.

2. The usual eligibility requirements for financial aid at the home institution will apply to a visiting student.

J. A visiting student will not be regularly admitted by the host institution for the period of the visitation and a student should not assume that he or she would be eligible for transfer to that institution.

1. If a visiting student desires to transfer to the cooperating institution, the student must comply with the regular transfer admission requirements and procedures.

2. Normally, a visitation may last no longer than one long session semester or a long session semester and a summer session; otherwise, the student should apply for and be admitted to the cooperating institution.

K. Each institution shall include in the appropriate catalog(s) information which describes the U. T. System visiting students program, specifies eligibility requirements, and identifies the designated visiting students program coordinator(s) at that institution.

Note: See related policy on cooperation between the U. T. System and the Texas A&M System

Last reviewed September 2000

Visiting Students Program