Part II. Operational Policies and Procedures
I. General Policies and Regulations
1. TOEFL Test and English Language Program
(1) Students do not need to provide TOEFL scores when they apply, but they are encouraged to take TOEFL or IELTS test before arriving in the U.S.A.
(2) Students are aware that they have to take TOEFL or a comparable English diagnostic test as soon as they arrive at the U.S. campus.
(3) Students will be accepted in the academic programs only if they can satisfy the minimum requirement of English language proficiency (Please see the minimum TOEFL score requirement from each individual university).
(4) Students who do not receive a satisfactory language test score will be placed in the English as a Second Language program.
(5) Students who do not meet the minimum language test score after one year of language study will be sent back to China. Permission to extend language study beyond one year may be granted for specific cases, but both the American and Chinese partner universities need to agree and to inform CCIEE and AASCU.
2. Length of the Program
(1) All students are expected to complete at least 60 U.S. undergraduate credits in the academic programs after they meet the language proficiency requirement. The exact number of credits will be determined by the individual program at each individual university.
(2) If the student spends one year in the English as a Second Language program, he/she will stay in the U.S. for three years instead of two years. In order to complete the program in a proper time frame, all students are expected to take classes in the summer sessions.
(3) If the program requires longer than two academic years to meet the requirements of certain accrediting bodies, with the approval of CCIEE and Chinese partner universities, students may stay for longer periods, not to exceed a total of four years including English language training.
3. Tuition and Fees for Academic Studies at AASCU universities
(1) After the student is admitted and receives his/her visa, American universities will receive approximately two years’ worth of tuition fees (one year’s worth for graduate students), and room and board costs and medical insurance cost, plus one semester of English language training cost;
Student will pay separately if they need more than one semester’s language study;
(3) Tuition and fees paid in advance do not include summer term expenses. Students will pay separately for the summer sessions tuition, fees, and room and board;
When students need to extend their stay beyond two years for academic reasons, they are fully responsible for the extra tuition and living costs.
American universities will need to review each student’s account at the end of the first academic year for budget planning purposes and inform students immediately if more money is needed for completing the program.
4. Student Visas and Passport Issues
CCIEE will issue a financial guarantee letter to the universities for issuing DS-2019 Form to each individual student.
American universities will issue DS-2019 and related documents to help the Chinese students obtaining J-1 visas for their entry into the U.S.
Students in the Sino-American CHEPD Undergraduate/Graduate Transfer Program (the CHEPD 1+2+1 Program) are not allowed to transfer to other American universities. American universities will not provide any documents for any such transfer.
(4) American universities are not encouraged to provide any supporting documents to facilitate parents’ coming to stay with the students during their study in the U.S.
5. Degrees Offered by American and Chinese Universities
(1) Upon completion of all requirements, students will receive one degree from the Chinese university and one degree from the American partner university, usually in the same major;
(2) After two years of study in a major discipline in the American universities (one year for graduate study), students must return to China for the last year of study. Only after the Chinese university agrees to issue the diploma and bachelor/master’s degree should the American university issue the bachelor/master degrees to the student, to be conferred in China at the Graduation Ceremony in June;
Both American and Chinese universities should confer degrees and diplomas in China with the approval of both American and Chinese partner universities.
6. Security Guarantees for Chinese Students
(1) Before applying for U.S. visas, each student is required to pay CCIEE a deposit of 250,000 RMB (graduate students are required to pay 150,000 RMB). When students receive visas, CCIEE will help students send a prepayment to the American universities prior to the student’s departure, including the cost of two years (graduate students, one year) of tuition, room and board, health insurance, and one semester’s language training cost. Upon confirmation of funds receipt from the U.S. universities, CCIEE will return the deposits to students.
(2) Students are required to send a minimum of two years’ worth of tuition and living costs, and medical insurance cost and one semester’s language training cost (graduate need to send one year’s worth of tuition), to American universities before they arrive at the U.S. campuses. American universities will monitor individual student accounts and periodically transfer the necessary funds for room and board every month or every semester depending on each university’s policy. This procedure guarantees students have sufficient fund assurance for two years of study (graduate for one year). Students may not work off-campus without the approval of the campus CHEPD 1+2+1 Program coordinator).
(3) Chinese students are required to pay 50,000 RMB to CCIEE as assurance of their return from study in the U.S. The money will be returned to students when they return to their Chinese universities at the completion of their U.S. academic programs.
7. Refund Policy
If a student leaves before the end of the program because of physical or academic reasons, with the approval of the American university and CCIEE’s written notification and the student’s returned documentation, a refund of the student’s remaining funds will be issued according to the refund policy of each individual institution.
II. Operational Procedures
1. Chinese Universities: Procedures for Applying to the Program
(1) The qualified Chinese university should submit the Application Form to the Chinese sponsor: China Center for International Educational Exchange (CCIEE).
(2) CCIEE will consult with the American Sponsor: American Association of State Colleges and Universities (AASCU).
(3) CCIEE will inform the university applicant of the final decision.
(4) If accepted, the Chinese university can start to send students to American universities in the following fall semester, and signs the “Agreement of ‘the Sino-American CHEPD Undergraduate/Graduate Transfer Program’” with its selected American university partners. Meanwhile, the Chinese university signs “the Sino-American CHEPD Undergraduate/Graduate Transfer Program Implementation Addendum” with CCIEE.
2. American Universities: Procedures for Applying to the Program
The qualified American university should send a formal letter signed by the President of the university requesting participation in the “the Sino-American CHEPD Undergraduate/Graduate Transfer Program” to Arlene Jackson at AASCU.
AASCU will consult with CCIEE.
The director of CCIEE will write a formal letter to AASCU indicating CCIEE’s opinion.
The American university will accept students from Chinese participating universities, and signs the “Agreement of the Sino-American CHEPD Undergraduate/Graduate Transfer Program” with its selected Chinese partner universities that have sent students.
AASCU and CCIEE will select and match partner universities based upon the unique majors/specialization of each university and upon special requests from participating universities.
3. Recruitment and Enrollment Procedures
a. Recruitment Planning
By September 30 every year, CCIEE and AASCU will confirm the participating Chinese and American universities for the next year.
AASCU and CCIEE will inform the participating American universities to prepare relevant materials for the recruitment. The American partner universities should provide CCIEE the following materials no later than October 10:
The university introduction;
Academic majors open to the CHEPD 1+2+1 Program students (including undergraduate and graduate majors) with the degree names and degree description for each major;
Maximum number of students planned to be accepted in total and for each major; minimum academic requirements for each major like GPA, and other detailed information;
Estimate of the cost of two year’s study on the U.S. campus, including:
· Tuition fees (including the scholarships available for theCHEPD 1+2+1 Program students);
· Living costs (including room and board);
· Medical insurance cost;
· Other costs (including textbooks, lab fees, etc.);
· English language training cost.
· Additional tuition and living cost for summer sessions;
Relevant pictures and DVD materials for recruitment;
International student application form (electronic version);
Relevant recruitment materials;
Academic Plans.
(3) By Nov. 15, CCIEE should finish the publication and printing of the “Introduction to ‘Sino-American CHEPD Undergraduate/Graduate Transfer Program’” and the “Sino-American CHEPD Undergraduate/ Graduate Transfer Program” Recruitment Plan.
b. Enrollment Procedures
(1) From late November to mid December, CCIEE officials will visit selected Chinese universities to promote the CHEPD 1+2+1 Program and organize orientation lectures for potential students.
(2) From late November, CCIEE will deliver the Recruitment Plan to each participating Chinese university, who will then forward it to the applicants.
(3) The Chinese universities will help each student prepare the following materials according to the Recruitment Plan:
1) Students Application Form of the Sino-American CHEPD Undergraduate/Graduate Transfer Program;
2) Application Form from American Universities (two separate forms are needed if applying for two American universities);
3) Chinese universities should provide applicants’ first semester’s official transcripts and second semester’s course information in both Chinese and English; graduate students should also provide undergraduate degree certificate with four years’ undergraduate transcripts (both in Chinese and English);
4) Statement from Chinese University regarding the academic status of the applicant;
5) University Entrance Exam Score report;
6）Student’s high school diploma and transcripts (both in Chinese and English) per special request of certain American universities;
7) Personal statement written in English;
8) Copy of the first page of valid passport;
9) Copy of personal ID card;
10) Two one-inch photos;
11) “Service Agreement for Self-Financed Students” signed by the applicant and CCIEE.
(4) Chinese universities will send the Application Forms with all the supporting documents to CCIEE no later than March 15.
(5) CCIEE will pre-screen all the Application Forms and send all the applicants’ materials to American universities by March 25.
(6) Within seven days after receiving the applicants’ materials, American universities should respond to CCIEE through e-mail, and inform CCIEE of the names of students that have been rejected by American universities.
(7) By April 15, American universities should finish all the evaluation work of applicants’ materials, and mail admission letters and DS-2019 forms to CCIEE.
(8) By April 25, CCIEE will notify Chinese universities about the status of admission by American universities for each applicant.
c. Related Recruitment Issues for Chinese Universities
(1) The majors offered to Chinese students at American universities should be included in the “Recruitment Plan”; Students cannot apply for a major that is NOT listed in the Recruitment Plan. If a student wants to apply for a major that is not listed in the Recruitment Plan, the Chinese university should consult with the American university first. The student can only apply when the two universities have agreed upon offering the major to Chinese students with CCIEE and AASCU’s approval.
(2) The majors that American universities offer should be those also offered at Chinese universities.
(3) The degrees granted to a student by both Chinese and American universities should be the same, such as Business Administration.
(4) For some majors, the academic and course descriptions are similar, but the names of the degrees may be different in China and the U.S. Partner universities should communicate and reach an agreement, so the students can apply for those degrees. For example, an International Business major in the U.S. would likely be granted a Bachelor of Business Administration, while in China, the equivalent major would be called International Economics and Trade, and the degree would be called a Bachelor of Economics. In this situation, Chinese and American partner universities should agree upon the terms so that the students can apply for equivalent degrees for the same major.
(5) The applicants have to pass their main courses in their first semester in China (such as English, Math, and Computer courses); and GPA must reach 70). If not, they have to pass the makeup exams before March 15 to meet the application deadline.
4. Visa Orientation and Application Procedures
a. Visa Preparation
(1) CCIEE helps students prepare legal and financial documentation through participating Chinese universities for visa interviews.
(2) From late April to mid-May, CCIEE officials will visit Chinese universities to provide visa application orientations for applicants.
(3) CCIEE will contact the U.S. Embassy and Consulates to make group interview appointments for the applicants (subject to change according to the U.S. Consulate policy).
(4) CCIEE will contact AASCU and U.S. institution representatives to confirm their travel to China to assist Chinese students with visa applications and interviews.
(5) CCIEE will make travel arrangement for US representatives when they visit China.
(6) CCIEE and AASCU will prepare materials for the Embassy and Consulates in China.
b. Visa Appointments and Interview Procedures
(1) AASCU and U.S. university representatives will provide a visa orientation and consultation to the applicants before the group visa interviews.
(2) CCIEE will organize all the applicants to go to the U.S. Embassy or Consulate together. The applicants are required to wear the T-shirt with the CHEPD 1+2+1 Program logo on it.
(3) AASCU and American university representatives will make appointments with U.S. Consulates in China, and visit the Consulates with the materials about the CHEPD 1+2+1 Program and the applicants.
(4) After the visa interviews, students are required to complete the interview report and submit it to CCIEE. Meanwhile, they will receive guidelines from CCIEE (about sending two years’ tuition, living costs, and English remediation fees and medical insurance cost to the U.S. universities; and procedures for return of their “Deposit” of 250,000 RMB. Graduate students only need to send one year of tuition, living costs, and English remediation fees and medical insurance cost to the U.S. universities; and procedures for return of their deposit of 150,000 RMB).
(5) Those whose visa applications were denied should also complete the interview report and submit it to CCIEE. CCIEE, AASCU, and U.S. representatives will help analyze interview results and contact the U.S. Embassy or Consulates in China to find out the reasons for visa denial.
(6) CCIEE, AASCU and U.S. university representatives will work out a name list for second visa interviews. CCIEE will set up appointments for second interviews and inform the applicants and Chinese universities of the interview date.
(7) Those who fail at the second visa interview will need to complete the interview report and send it to CCIEE. If the student decides to withdraw, CCIEE will return the deposit to the student.
5. Student Orientation and Departure
(1) By July 31, all the applicants should collect their first year’s academic records (originals in sealed envelopes--see attached format) and send to CCIEE.
(2) Before July 31, all the newly admitted students will wire the required deposit money to the American universities. (As specified previously, it includes approximately two years’ tuition, living costs, and one semester’s English language training fee).
(3) CCIEE will return the deposit of 250,000 RMB to each student after receiving confirmation from American universities that they have received the student’s deposit money.
(4) CCIEE will book international air tickets for all the students to each American university, and inform American universities about arrival time, location, and flight numbers.
(5) A pre-departure orientation will be organized by CCIEE in Beijing; some returned CHEPD 1+2+1 Program students will be invited to the orientation to answer questions for new students and their parents.
6. Student Management
a. Arrival on U.S. campuses
(1) U.S. university representatives will meet students at the airport and arrange for their housing, registration, and other procedures.
(2) U.S. university representatives will organize orientations for new Chinese students regarding U.S. laws and regulations, safety, and campus orientation.
（3）U.S. universities will ask students to sign legal and health insurance forms including releasing grades and other personal information to CCIEE, Chinese partner universities and parents.
(4) U.S. universities will provide language placement tests for the newly arrived Chinese students and send test results to CCIEE within two weeks after students arrive on campus. CCIEE will notify Chinese universities of the test results within one month (Chinese universities will inform students’ parents).
(5) U.S. universities should assist those who passed TOEFL test to select academic courses.
(6) U.S. universities should assist those who fail the TOEFL tests to select relevant language courses.
(7) U.S. universities should transfer Chinese credits into U.S. credits based upon each student’s first-year transcript, and inform CCIEE of the transferable credits within one month after the students’ arrival in the United States. CCIEE will deliver the transfer statement to each Chinese university within two months (Chinese universities will inform students’ parents).
b. Student Management on U.S. Campuses
(1) American universities should designate coordinators to take care of students in terms of management and consultation on U.S. campuses. The coordinator should contact and communicate with CCIEE, AASCU, and Chinese universities periodically.
(2) American universities should establish special rules and regulations, in addition to general university rules and regulations for the Sino-American CHEPD Undergraduate/Graduate Transfer Program students, and notify CCIEE, AASCU, and Chinese universities about the regulations.
(3) At the beginning of each semester, the U.S. universities should deliver final grades for each student’s academic studies and English language training from the previous semester to CCIEE and AASCU. CCIEE will distribute the information to Chinese universities within one month (Chinese universities will inform the parents).
(4) Within four weeks of the beginning of each semester, each U.S. university should provide CCIEE and AASCU information about the Chinese students’ study and campus life; in cases involving disciplinary problems (such as failure to attend classes, examination fraud, etc.) CCIEE, AASCU, and the participating universities should communicate with each other in a timely fashion on how to help the students and solve the problems.
(5) U.S. universities should give warnings to those who fail to achieve English language requirements within one semester after arriving on U.S. campuses. Students who still fail to pass the English language test one year after arriving in the U.S. will be sent back to their Chinese universities.
(6) In the case of disciplinary issues, such as CHEPD 1+2+1 Program students who fail to obey school or government regulations and laws, American universities should consult with CCIEE, AASCU, and the Chinese universities, if possible, before making any final decisions. CCIEE, AASCU, and Chinese partner universities should assist U.S. universities with issues involving student management and education.
（7）All the program students are required to live on campus for the first academic year. Students are encouraged to live on campus for the second year based upon each individual university’s housing condition and policies;
(8) In general, the CHEPD 1+2+1 Program students are not allowed to buy cars before they achieve the minimum English language requirements and begin academic classes. If students violate this regulation, U.S. universities should give them a warning. Within a week’s time, if the student hasn’t handled the car issue properly, the American university should inform CCIEE/AASCU with suggested solutions.
(9) The money student sent to the university is only for uses related to the students’ studies on campus. It includes:
· English language training cost;
· Tuition fees;
· Books, labs and other materials;
· Medical Insurance fees;
· Room and board fees
· Meal plans
American universities should review the students’ account balances periodically and inform students if they need to send more money to the university.
(10) Chinese students who want to change majors after arriving on their U.S. campus for a special reason should follow these procedures:
· get approval from the American university and ask the American university to inform CCIEE/AASCU through e- mail;
· submit a written request to the Chinese university regarding the change of major;
· The Chinese university will notify CCIEE of their opinion in writing;
· CCIEE will inform AASCU and deliver the suggestions to the American university in writing;
· The U.S. university will work with the Chinese partner university on the new majors for course articulation.
(11) If a student leaves before the end of the program because of physical or academic reasons, with the approval of the American university and CCIEE’s written notification and the student’s returned documentation, the student’s remaining U.S. funds will be refunded according to the policy of each individual institution.
c. Completion of U.S. Studies
(1) American universities should notify CCIEE of each student’s expected return date approximately one month before the students complete their U.S. study. CCIEE will inform the Chinese universities.
(2) After students return to their Chinese universities, the American university should, within one month, communicate with CCIEE and the Chinese universities about the fourth year courses the student should take at the Chinese university in terms of credit hours, course descriptions, and course completion time.
(3) After students return to their Chinese universities, U.S. universities should, within one month, send the second and third year’s official transcripts to CCIEE; CCIEE will forward these documents to the Chinese universities (and Chinese universities will inform the parents).
d. Last Year Study and Management of Returned Students on Chinese Campuses
(1) Returned students should register with their Chinese universities and follow the “Notice on relevant procedures for returned students” issued by CCIEE.
(2) According to the CHEPD 1+2+1 Program Agreement with partner universities, Chinese universities should transfer U.S. credits into Chinese credits based upon the students’ second and third year’s transcripts from American universities.
(3) If possible, returned students should finish all the last year’s courses before April 15, and Chinese universities should report the student’s final transcripts to CCIEE by April 15. CCIEE will forward this information to the partner American universities for graduation registration.
e. Graduation Procedures
No Diploma and Certificate are awarded to students before the Graduation Ceremony for any reason. (Details see Appendix)
7. Diploma and Degree Certificate Issuing Procedures
(1) Before the Graduation Ceremony meeting every year in June, neither Chinese universities nor American universities can issue diplomas or degree certificates;
(2) CCIEE must finalize the name list of the graduation students for that year before May 25;
(3) During the ceremony meeting in June, the university president or the university representative can issue diplomas and degree certificates to the students who have met the requirements for graduation.
8. CHEPD 1+2+1 Program Annual Conference
CEAIE/CCIEE and AASCU will host an Annual Conference for the “the Sino-American CHEPD Undergraduate/Graduate Transfer Program” in the third week (Monday-Friday) of June every year. The Conference includes:
· Seminar on Credit and Degree Recognition between Chinese and American Universities
· The CHEPD 1+2+1 Program Worker Bee Meeting
· The Presidents Forum
· Seminar on Cooperation in Specified Majors
· Seminar on Cooperation between Chinese and American
Universities
· Graduation Ceremony
· Announcement of the time and place of the Annual Conference and Graduation for the following year
Schedule of preparations of the annual conference:
(1) By end of December each year, CCIEE and AASCU should discuss and confirm the theme of the upcoming Annual Conference, as well as participating members for all the meetings.
(2) From March to May, CCIEE and AASCU should confirm the following issues for the Graduation Ceremony,
· Name list of students who will graduate in June;
· Name list of excellent students who will be honored during the
Graduation Ceremony;
· Chinese and American participating members in Graduation Ceremony.
· Speakers and outlines of the Conference
· Participants at the June meeting from both the Chinese and the American
universities
· Representatives from the American Embassy in China
· Chinese media
