Illinois Community Colleges Online (ILCCO) Process: Requesting (Sending) Institution

Operational Standard/Purpose

What is ILCCO?

Illinois Community Colleges Online (ILCCO) is a membership organization available to all Illinois community college districts for the purpose of promoting quality online learning and providing additional online learning opportunities for students through course sharing. See Illinois Community Colleges Online (ILCCO) Definitions and Overall Processes SOP. The Definitions and Overall Processes SOP also has the ILCCO policies and information regarding tuition and billing.

The ILCCO Champion designee for the Steering Committee will be the Dean of Curriculum and Scheduling. Member college districts may also designate one alternate member to represent the college district. Alternates may attend the Steering Committee meetings with the Steering Committee member, but each member college district has one vote. ICC’s designated alternate member will also be an ILCCO Champion at ICC. ICC’s Alternate Member for the Steering Committee and additional ILCCO Champion will be the Manager of Teaching and Learning Excellence.

Scope/Applicability 

This SOP applies to Academic Affairs (Academic Departments- Faculty, Administrative Assistants, Deans/Associate Deans, Teaching and Learning Excellence, Curriculum and Scheduling), Student Success (Advising, Student Financials, Financial Aid, Enrollment Services), and the Bookstore.

Since ICC has elected to be a Requesting (Sending) Institution (sending students to other institutions to take coursework) processes are mapped out within this SOP.

Processes for ICC to be a Teaching Institution (receiving students from other intuitions to take coursework) processes are mapped out in another SOP. See Illinois Community Colleges Online (ILCCO) Process: Teaching (Receiving) Institution SOP.

Procedure(s)

Requesting (sending) institution- receive normal tuition, fees and state funds for ICC students place in other institution‘s teaching the college courses.

Example: ICC student takes a course online at Heartland Community College.

Benefits: ICC retains the student enrollment while providing the student with the opportunity to take a class that may not be offered. Keeps students local (requesting college retain the enrollment). Meet needs of students who are unable to come to campus meet needs of person with disabilities. Get courses online that are unable to locally generate. Access to more course offerings. All courses on the same transcript; no need to transfer credit. Registration and payment handled the same as ICC courses. Financial Aid coordinated by ICC. Support Services (registration, advising, orientation, testing, assessment, tutoring, textbook purchase, and library usage) provided by ICC.

Process for Course Requesting (Sending) Institution

To view the full schedule of classes being offered for a semester

Roles: Champion, Guests

1. Click Courses and select Full Listings from the sub-menu. Note: Guest users can go to https://oce.ilcco.net and click View Full Course Listings.
2. To narrow the search for a specific course, enter a keyword.
3. Select the desired filter (course name, IAI, course code, or Institution).
4. Click Apply Filter.
5. Choose a sort by options (Course name, course code or institution) if desired.
6. Click View to view details of the course.
7. To back to the previous page, click Back to previous page above the listings in upper left corner. Do not use the browser back button.

Once a course is identified as a good fit for the ICC student to take at the Teaching (Receiving) Institution, the Student Success Advisor, contacts the Champion- Dean of Curriculum and Scheduling to request the course.

Good fit is defined as:

• Meets student’s academic plan
• Meets student’s needs for an online course

To request seats from Teaching (Receiving) Institutions for ICC student

Roles: Champion

1. On the OCE (Online Course Exchange) system website, click Requests in the menu.
2. To narrow the search for a specific course, enter a keyword.
3. Select the desired filter (course name, IAI, course code, or Institution).
4. Click Apply Filter.
5. Choose a sort by options (Course name, course code or institution) if desired.
6. Click View to view details of the course.
7. Scroll down past the course details. Enter the number of seats you wish to request and click the Request Seats button.
8. You can request additional seats as long as there are seats available and the last date for seat request hasn’t passed.

To add ICC students to the OCE (Online Course Exchange) system website

Roles: Champion

1. On the OCE (Online Course Exchange) system website, click Students in the menu.
2. Select Add Students in submenu.
3. On the form that appears, enter the student information.
4. Click Add.

Once ICC students are confirmed in the Teaching (Receiving) Institution’s course via the OCE (Online Course Exchange) system website, the College Champion will email the student’s Lead Success Advisor to ensure the student is enrolled in the ICC course in ICC’s SIS system.

The Champion will create the course in Coursedog Schedule. The course should be set up as:

• Instruction Mode- IL Community Colleges Online
• Class Start and End Dates- Align with the ICC’s Academic Calendar for the semester offered
• Location- Online Anytime
• Schedule Print- NO
• Meeting Pattern- Scheduled for Online Anytime
• Instructor- Assign the qualified instructor (following the MFQ for the course and the qualifications for ILCCO online instruction in ILCCO SOP)
• Add Consent- Department Consent
• Enrollment- Enrollment Capacity set at the number of seats for sending students (typically 1)

ICC student(s) to enroll in the ICC established course section

Roles: Champion, Guests

1. ICC’s Champion will notify via email the ICC student and the Student Success Advisor, the ICC course section information to enroll.
2. The ICC Student Success Advisor will enroll the student in the ICC course section. (Student Success Advisor will do the enrollment since the course will have the Department Consent requirement).

To view ICC students in the OCE (Online Course Exchange) system website Sections

Roles: Champion

1. On the OCE (Online Course Exchange) system website, click Students in the menu.
2. Select Exported Students in the submenu.
3. The sections will appear in the list. Next to the section, click Manage Students to see the section info.

To view the institutional schedule for a student taking a class from the Teaching (Receiving) institution

Roles: Champion

1. See the previous section. If you have additional questions, click Contacts in the menu and locate the remote champion to call or email.

To email all local students by class taking a course from the Teaching (Receiving) institution

Roles: Champion

1. Go to Students
2. From the Submenu, click Exported Students.
3. In the list of courses next to the desired course, click Manage Students.
4. Above the course information, click Email Students button.

The Champion- Dean of Curriculum and Scheduling will email all ICC students regarding the following:

• Necessary course materials; if there is a required textbook and other materials will work with the ICC Bookstore to ensure those are available.
• Reminder regarding tuition and fees, financial aid process etc.
  • See sample template in Appendix to use

To view the posted grades or progress report on student performance/attendance (10-day, midterm and final)

Roles: Enrollment Manager

Note: Attendance is reported along with the final grade, ICC will only need to identify the final grade to record for the ICC student in ICC’s Student Information System.

1. On OCE (Online Course Exchange) system website, click Students in the menu.
2. In the submenu select Exported Students
3. Next to the section, select Manage Students
4. Under the Students Section the Finals Grade is recorded by the Teaching (Receiving) Institution. ICC’s Enrollment Manager will obtain the Final Grade and record the grade in ICC’s Student Information System

See the Illinois Community Colleges Online (ILCCO) Definitions and Overall Processes SOP regarding:

• Users and Roles
• Course prerequisites
• Accessibility policy and responsibilities
• Placement exams
• Purchasing Textbooks
• Faculty qualifications
• Online course developed using a quality review process
• College and student disputes
• Process regarding billing and receiving payment (ILLCO Fiscal Agent- ICCB)
• List of ILCCO’s member colleges

Appendix

Email sent to an ICC student who needs to register at ICC for the OCE (Online Course Exchange) system course

Email To: ICC Student
Cc: ICC staff person who initiated the process (commonly the Student Success Advisor)
Subject: OCE (Online Course Exchange) Contact ICC Student Success Advisor to Enroll for _____________Course/OCE Course Seat Granted

Hello,
I have secured an online seat from ___ Community College for you. To enroll in the course, send an email from your ICC account to your Student Success Advisor who has been assisting you with this process.

Include Your:
Name: ____________
ICC Student ID#: ____________
Birth Date & Year: ____________
Mailing Address: __________________
Phone: ____________​​​​​​​
ICC Course: ___ & Section # ______

Your Student Success Advisor will confirm your enrollment by email. As a reminder, all tuition, fees, financial aid, textbook materials and transcribing the course on your official transcript is all handled here at Illinois Central College, your home institution. The online course is taken at ___________Community College.

If you have any further questions, please contact me.

Sincerely,
Stacy Gehrig, Illinois Central College’s ILCCO Champion