Admissions
Policy on Ethical Recruiting, Admission, Financial Aid and Enrollment Practices - 1E3
Purpose
This policy establishes guidelines and standards of conduct to ensure that all recruiting, admission, financial aid and enrollment practices at Southern Illinois University Edwardsville adhere to the ethical standards set forth by the Higher Learning Commission Policy Number FDCR.A.20.020 (HLC). This policy aims to promote integrity, fairness, transparency, and accountability in all interactions with prospective and current students.
Scope
This policy requires all SIUE employees, third-party representatives and agents, involved directly or indirectly with student recruitment, admission, financial aid, marketing/communication and enrollment activities on behalf of the University, to act ethically and responsibly in compliance with federal regulations, accreditation standards and this policy.
Ethical Principles
- Compliance with HLC Standards
All recruiting, admission, financial aid and enrollment activities must comply with the standards and policies established by the Higher Learning Commission. - Integrity and Honesty
Information provided to prospective students about the University’s programs, costs, financial aid, and outcomes must be accurate, clear, and honest. Deliberate misrepresentation or omission of pertinent information is strictly prohibited. - Fair and Non-Discriminatory Practices
Admissions decisions must be made based on qualifications without discrimination on the basis of race, color, ethnicity, religion, national origin, gender, sexual orientation, age, disability, veteran status, marital status, parental status or any other protected characteristic. - Transparency in Financial Obligations
Clear and comprehensive information about tuition, fees, and other associated costs must be provided to prospective students. Additionally, information about financial aid opportunities and the implications of student loans must be transparently communicated, including both students' obligation to understand the repayment terms of loans related to Title IV funds. - Respect for Student Privacy
The University will respect the privacy of prospective and current students. All personal information collected during the recruitment, admission, and enrollment processes will be handled in accordance with applicable privacy laws and University policies. - Accurate Representation of Programs and Services
The University will accurately represent its academic programs, support services, and campus facilities. Any changes to programs or services that occur after the admission of students will be promptly communicated. - Ethical Use of Agents and Consultants
Third party agents or consultants engaged in recruitment and admission activities must adhere to the same ethical standards outlined in this policy. The University is responsible for ensuring that such parties comply with these standards through periodic reviews, and/or audits. - Training and Accountability
Staff involved in recruitment, admission, financial aid and enrollment processes will receive regular training on ethical practices and HLC standards. The University will implement mechanisms for monitoring compliance and addressing any violations of this policy. - Grievance and Appeals Process
The University will provide a clear process for prospective and current students to file grievances or appeal decisions related to admission and enrollment. These processes will be accessible, fair, and timely. - Protection of Vulnerable Populations
The University will exercise care in recruiting underserved or economically disadvantaged populations and will ensure communication is respectful, culturally sensitive, and free from exploitation. - Consumer Protections
The University is committed to ensuring transparency and fairness in all recruitment, admission, and enrollment practices by:- Providing accurate and clear information about tuition, fees, financial aid, program requirements, and outcomes.
- Offer guidance to help prospective students align their educational goals with realistic career outcomes.
- Ensuring students have adequate time to review financial aid offers, loan terms, and transfer credit evaluations.
- Communicating withdrawal and refund policies clearly and ensuring they are accessible.
- Offering a transparent and fair process for resolving complaints related to recruitment, admission, or financial aid.
Standards of Conduct
In addition to the principles outlined above, University employees and representatives must abide by the following when conducting recruitment, admissions, enrollment and financial aid activities:
- Share information that is relevant to the admission, enrollment or financial aid process that is accurate, up-to-date, and free from misrepresentations of fact or material omissions;
- Refrain from using any high-pressure or coercive tactics to influence a prospective student to enroll;
- Refrain from applying pressure to prospective students to apply or enroll with the promise of cash, goods, and/or services outside of the regular process of scholarships, institutional discounting, fee waivers, financial aid, or other instances that have been pre-approved by the University and is offered strictly in accordance with University procedures;
- Ensure no commission, bonus, or other incentive payments are made to any person/entity engaged in student recruitment activities based directly or indirectly on success in securing student enrollments or financial aid;
- Provide guidance on completing admissions and financial aid applications without completing the applications on behalf of a prospective or current student;
- Comply with requests from prospective students who wish to remove themselves and their personal information from contact lists, including information obtained through the admissions, recruiting, or lead generating processes.
- Refrain from automatically registering a current student for an upcoming term without obtaining that student’s affirmative consent or providing the student an opportunity to cancel that registration prior to the assessment of tuition and fees for that term.
- Ensure that a prospective student has ample time to review the following information prior to enrolling the student in a program or a major:
- The University’s policies and procedures;
- Financial aid awards, including the amount of federal, state, and institutional aid that the student is eligible to receive;
- How many of the student’s previously earned credits will transfer, if any.
- Whether any transfer credits will be specifically applied to requirements of the major or general education; and
- The process and timeline for evaluating those credits.
Training
The leadership of Admissions (Undergraduate, Graduate, International and Online), Registrar, Marketing and Communications and Financial Aid are responsible for designing and implementing an annual training on these standards of conduct for all employees in their areas. Each area shall be responsible for record keeping to ensure compliance. In addition, the leadership teams are responsible for maintaining accurate information on their respective websites.
Enforcement
Violations of this policy will be addressed through appropriate disciplinary actions, which may include retraining, suspension of duties, or termination of employment, depending on the severity of the violation.
Approved by Chancellor effective 2/13/25
This policy was issued on February 20, 2025.
Document Reference: 1E3
Origin: OC 2/13/25
