STUDENT LOCATION AT INITIAL ENROLLMENT FOR LICENSURE DISCLOSURE COMPLIANCE
Effective: August 15, 2024
Purpose: This policy outlines how a student’s location at the time of their initial enrollment will be determined to ensure compliance with federal regulations regarding licensure disclosure.
Scope: This policy applies to all students enrolling in programs at the University that lead to professional licensure or certification.
Responsible Office: Academic Affairs; Admissions; Registrar's Office
Policy Statement: During the application process, all prospective students will be required to provide their physical address, which will be used to determine the student’s location at the time of initial enrollment. The address provided by the student will be verified through supporting documentation, such as a driver’s license, state ID, utility bill, or other official documentation. Once verified, the address will be recorded in the student’s official record and will be considered their location for the purpose of providing licensure disclosures.
Change of Address
Students are required to report any changes in their address within fourteen (14) days of the change. Upon receiving a change of address, the University will re-evaluate the student’s location and send updated licensure disclosures if applicable.
For the purposes of this policy, if a student previously entered the University with an undeclared or other major, their “location at the time of initial enrollment” must be determined after they declare their intent to enter a program leading to professional licensure or certification, consistent with this policy.
Communication of Licensure Disclosures
Upon determination of a student's location, the University will provide the required licensure disclosures within fourteen (14) days of the student's initial enrollment. If a student changes their address and it affects the licensure requirements, updated disclosures will be provided within thirty (30) days of the University receiving notification of the change.
Record Keeping
All records of student addresses and related licensure disclosures will be maintained in the student's official record. These records will be retained in accordance with the University's Records Retention policy.
Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in another University or Board of Regents policy or by statute or regulation.
Location – The location where the student is physically present/living at the time of initial enrollment and does not necessarily mean the student’s place of “residency” or legal domicile.
Time of Initial Enrollment - The status of a student who has completed registration requirements, except for the payment of tuition and fees, at Emporia State University.
Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Academic Affairs.
[Academic Affairs procedures - coming soon]
Related Policy Information: 1.11 - Records Retention