Outdoor & Experiential Education Program Partnerships

• WCU Center for Learning & Innovation costs are $180 per credit.  

• WCU charges our outdoor partners a 2% administration fee on their program costs (maximum amount $400).  

• WCU charges 3% for all credit card payments.  

• WCU is not allowed to accept credit card payments over the phone.  

Please refer to your Western credit registration packet and/or your Western “Registration Confirmation” email to determine if you are required to submit an assignment as a portion of your grade for academic credit(s).

• • If your credit registration packet or “Registration Confirmation” email does not include assignment prompts or details, no assignment is needed as a portion of your grade and your program will provide Western with your grade at the end of your course to be posted on your Western transcript.

In your “Registration Confirmation” email from Western, along with an invoice and policy information, the email will include your assignment prompt, details and due date (if applicable).

Please submit completed assignments in a Microsoft Word or PDF format to outdoorprograms@western.eduby your assignment due date.

If your assignment is turned in after your assignment due date, 1 percent will be deducted from your final grade for every day it is late.

• • Due date extensions are only granted for confirmed extenuating circumstances.
  • An extension request must be submitted in writing to the Center for Learning & Innovation Office before the original coursework due date and be accompanied by documentation of the reason for the request.
  • If a portion of the students grade for academic credits is from an Instructor Evaluation, Western can only accept evaluations from the program directly. The program will send the evaluation to Western directly at least 15 business days from the course end date.
  • Once Western receives the students’ completed assignment by the due date (and evaluation from the program) those documents will be graded by Western faculty.
  • Faculty have 15 business days to grade the assignment and evaluation provided for the student and submit a grade to be posted on the student’s Western transcript for the academic credit(s).
  • Once a grade is posted to the student’s Western transcript, Western’s Center for Learning and Innovation Office will email the student notifying them of their grade being available to view.
  • Do not order a transcript before you have received notification of your grade being posted to your transcript
  • To order a transcript go to Parchment.

No. Reimbursements are only processed once your course is complete and Western receives your grade back as a “C” or above or an “S.”

Credit Registration Process

Register for the outdoor program course you plan to attend.

1. If registered for NOLS Expedition or Outward Bound, please complete the corresponding “Credit Registration Form” linked above. If you registered for another Outdoor Program, please complete our Online Application Request Form and we will email the corresponding academic credit registration packet for your outdoor program.
2. The credit registration form must be completed and submitted to outdoorprograms@western.edu at least 30 days prior to your course start date.
3. Once Western receives your Credit Registration Packet, you will receive an email from Western with instructions on next steps.
4. Western will then verify your enrollment for the course you are registering for academic credit for with your program. Please allow 2-3 business days for Western to receive verification from the program.
5. Once enrollment is verified, you will receive a registration confirmation email that contains your WCU bill with your total balance due, and if applicable, assignment prompt and instructions, due at the end of your course.
6. When you receive your invoice, initiate payment to Western. Payment methods include out-of-pocket (Personal CC/Check), 529 funds and/or AmeriCorps funds.
7. Please indicate on your credit registration packet to Western what payment method you will be using and if you would like to be billed for the program course fee as well.
8. The registration process is considered complete once your funding has been received and processed.
   • If applicable, any funds being processed for your program course fee will be sent to the program the following week of being received at Western.
   • You will receive a “Paid in Full” email and updated invoice showing funds as received by Western and when funds were sent to the program for you.

Payment Process

*Payment is due in full before the course begins*

1. Out-of-Pocket Funds (Personal CC/Check)
   • CC: Once you receive your invoice for balance due from Western’s Center for Learning and Innovation Office, please call the Western Cashier’s Office at (970) 943 -3003, Monday through Friday, 9AM – 4PM (MST).
   • Check: Payable to. Western Colorado University, and sent to:
     Western Colorado University
     Taylor 303
     1 Western Way
     Gunnison, CO 81231

2. AmeriCorps Vouchers
   • Once you receive your invoice for balance due from Western’s Center for Learning and Innovation Office, log on to your AmeriCorps portal and submit an educational voucher to “Western Colorado University” in the amount that is listed on the invoice.
   • Once Western receives your AmeriCorps award request, we will review your voucher and authorize it to be certified and processed for your balance due at Western.
   • This process can take 7 business days for the award to be received by Western and processed to your account at Western.
   • Your award will change from “Pending Institution Action” to “Accepted by Institution” once your award is processed by Western.
3. 529/Educational Savings Plans
   • Once you receive your invoice for balance due from Western’s Center for Learning and Innovation Office, initiate funds to be released from your 529 plan account to Western Colorado University in the amount that is listed on the invoice.
   • Make sure you know how to request a withdrawal of funds from your account. Talk to your Financial Advisor if you have specific questions about your account.
   • Some accounts will send a check directly from the account to Western, some disperse funds to the requester, and some will wire funds directly to Western if requested.
4. Private Student Loans
   • Please note, this is not financial aid. FAFSA and government loans are not available through the Center for Learning and Innovation for outdoor program courses.
   • Once you have submitted your credit registration packet to Western and received an invoice back for total balance due, please have your loan sent to Western Colorado University.
5. AmeriCorps Reimbursements
   • If you are paying for your course and credit with AmeriCorps funding through Western, you may have the opportunity to be reimbursed for required expenses related to your outdoor programs course. All expenses must be verifiable and auditable as eligible current educational expenses, and Western may only certify AmeriCorps funds directly related to educational expenses. Eligible expenses include: course and credit fees, books, supplies and equipment, approved travel and lodging expenses to and from courses that are not included within the program course fee billed in initial the tuition and academic credit fee. Personal expense reimbursement requests for relocation, alcohol, entertainment or any item not required for your course are not eligible expenses and will not be approved.

• • Complete your course and receive a letter grade of a “C” or above or a passing grade of “S”.
    • If you receive a grade lower than a C, your AmeriCorps reimbursement request will not be processed.
  • Request an AmeriCorps Reimbursement Request Form from outdoorprograms@western.edu.
  • Submit your reimbursement request form within 30 days of your course end date to outdoorprograms@western.edu as a PDF or Word document.
    • If your reimbursement request is submitted later than 30 days after your course ending, it will not be processed.
    • If your AmeriCorps award has expired before the amount as been certified by Western, your reimbursement will not be able to be processed by Western.
    • Your reimbursement request can be submitted before your course begins if you have all expenses and receipts listed on the packet and will not be adding any other expenses later.
    • Be sure you have saved all receipts for expenses you are requesting reimbursement for. Receipts must be itemized, clearly numbered and show paid transactions.
    • Attach numbered receipts to your reimbursement packet as PDF or Word documents.
    • Include the equipment/packing list that was provided to you from your program.
    • There is a $25 processing fee for all reimbursement requests that are at least $100.00.
  • Western will review and process your reimbursement request.
  • Once a grade is received for your academic credits you received on your course, Western will send you an email confirming your approved amount for reimbursement. Log into your AmeriCorps account and send Western a voucher for the approved amount.
  • Western will review and process your award you have submitted. Once certified, Western will verify a current mailing address to send your refund via check to.

Receipts for Expense Reimbursement Policies

1. Students must depart and return from their home address as stated on original registration forms.
2. Students are expected to travel to and from courses in a reasonable time frame surrounding their course (1-2 days on either end of the course).
3. Car rental receipts must clearly show dates in a reasonable time frame surrounding course.
4. Gasoline receipts that show dates and locations along a route directly to the course location and back from the student’s home address on file with our office. Please submit a screenshot of your route along with your gas receipts.
5. Air ticket receipts must clearly show dates in a reasonable time frame surrounding course.
6. Baggage fees will be approved with paid receipt.
7. Daily transport services to and from course venue (such as light rail or bus) during course dates are reimbursable with valid receipts showing dates and locations.
8. Lodging and meals while traveling to and from a course from home address on original course registration forms are reimbursable with valid receipts showing dates and locations along travel route and within 1-2 days of course beginning and course end.
9. Total meal reimbursement per day may not exceed the domestic (CONUS) per diem rates as regulated by Western in compliance with the State of Colorado Travel Fiscal Rule.
10. Be sure alcohol is not listed on your itemized receipts from hotels or eating establishments. (Request a separate receipt from your server for any alcoholic beverages.)
11. Students must provide a written explanation of their personal travel circumstances at the same time the reimbursement request packet is submitted.
12. Students must detail where they are traveling from, their final destination and the reasons.
13. When this information has been provided, Western will review and determine what a reasonable round-trip ticket would cost from the student’s home address in a reasonable time frame surrounding the course. The cost of this ticket (if less than actual ticket purchased), is the adjusted amount that will be approved.

Please refer to our registration tab for more information on our registration process.

Students must notify the Center for Learning and Innovation a minimum of two business days before their course begins. Registration cannot be changed once a student is on course or the course has ended. A $50 cancellation fee will be assessed to the students account.

You can go to Parchment to view grades and order a transcript.

Contact your 529. The most common ways 529 plans send funds are:

1. Sending a check directly to Western
2. Directly depositing the funds directly into your account
3. Reimbursing you once you have paid out of pocket
   1. If your 529 will reimburse you, pay your program and Western separately.

You must notify the Center for Learning and Innovation immediately of your course transfer. Along with an email to the Center for Learning and Innovation you will need to fill out a new Credit Registration Packet. A $50 fee will be assessed to the students account.

There is a possibility of you earning some of the credits you registered for. Please send an email to outdoorprograms@western.edu explaining your situation as soon as you return from your course. If our office is not informed of your early departure within 1 or 2 days of your return home, the possibility of earning partial credit lessens. Our outdoor program staff will review your email and decide how many credits you are eligible for based on how long you were on course, as well as on instructor evaluation(s) received for the time you were on course. We cannot reimburse students for credits that are not earned.

Once a student has attended a NOLS course, they are considered enrolled. Enrolled students who are unable to complete a course for reasons beyond the student’s control (e.g., illness/injury) should notify Western Center for Learning and Innovation in writing within a week of departure from a course and send documentation of the situation. The Center for Learning and Innovation will verify student status and date of departure with the NOLS office. For a grade of Incomplete (IN) to be recorded, the student must have attended 50 percent or more of the course. The student and the Instructor of Record must agree upon a plan for the completion of their assignment within a time period not to exceed one month from original course date end. If the work is not completed, the IN will revert to a Technical Fail (TF). For a Withdrawal (W) on the permanent transcript or a complete credit drop to be processed, the percentage of course attended will be calculated by Center for Learning and Innovation to find which range is allowed according to the Registrar’s policies. Failure to notify the Center for Learning and Innovation of departure during the course date range will result in an automatic Technical Fail (TF) on the student’s permanent transcript. There is no refund of credit cost for an Incomplete, Withdrawal or Drop once a student is enrolled. The Center for Learning and Innovation must be notified in writing a minimum of 10 days prior to my course starting of any credit registration cancellation. Students will not be refunded the cost of credits and I will be subject to a $50 fee if notification requirements are not met.

Once the student’s enrollment is verified, you will receive an invoice that will include the student ID.

Once the student’s enrollment is verified, you will receive a “Total Due” invoice. Once payment is received and the student is registered, you will receive a “Paid in Full” invoice.

No. If you were kicked off a course by a course instructor, you will receive a TF on your permanent transcripts and will not be reimbursed for any credit costs.

Western certifies vouchers once a week. Once you are registered and your voucher is certified that note will disappear.

No. Your award cannot expire before the first day of your course.

Email outdoorprograms@western.edu immediately to inform us of your course cancelation. If you fail to notify the Center for Learning and Innovation Office directly of any course cancelation, course transfer or withdrawal from a course in progress, you will receive an automatic TF on your transcripts.

Students must notify Center for Learning and Innovation Studies a minimum of 10 business days before their course begins of any credit registration cancellation, credit registration changes, NOLS course cancellation or NOLS course transfer. Non-attendance does NOT constitute cancellation through Western. Registration and assignments may not be changed once student is on course. At no time may credit registration changes take place after course has ended. In the event of a course transfer, it is the student’s responsibility to notify the Center for Learning and Innovation Office directly and submit new registration forms for the new course. Failure to update credit registration for a new NOLS course will result in a TF in the original course and no credit will be issued for the new course. AmeriCorps funding that has been processed may only be transferred for a new course within the same term. A $50 processing fee will be assessed for cancels, transfers and credit changes.

Please refer to your registration confirmation email. Your due date is included within that confirmation email.

Please refer to your registration confirmation email. Your assignment was included as an attachment. If you cannot find your registration confirmation email, please email outdoorprograms@western.edu.

Please ensure you have your space secured with your outdoor partner as courses often have limits on class size. WCU does not have a course size limit. 

• We register for the fall semester in mid- May; we start registering for winter/spring semester courses in mid- November and we can start registering for summer courses in mid-April.  

• We try and register students in order of their course start date.  

The link below provides payment options: 

https://western.edu/campus-life/financial-services/cashiers-office/ 

Your WCU invoice will include WCU academic credit cost and the program course fee (if you indicated you wanted to be billed for both) for a total balance eligible 529 plan funds. 

• 529 Payments: 529 Plans may disperse funds directly to the student to pay with a personal card other plans only disperse funds to a university and will pay WCU directly by check upon request. 

• Request the funds to be sent directly to WCU is the student/plan holders’ responsibility include student ID and/or name.   

• Please reach out ff you need assistance with disbursing funds from 529 Plan. 

• If you plan to pay with 529 Plan funds, it is imperative that you check with your 529 Plan and your tax accountant regarding any tax implications or potential deductions.  

•  If your WCU invoice/account does not contain your program course fee and you want to use AmeriCorps award/529 plan funds for both WCU tuition and the course fee, contact the Center for Learning and Innovation to revise. This is important for 1098T (tax form).  

• Typically, funds need to be paid directly to an accredited university (WCU), and you will only be able to deduct funds paid to the university.  

• The 1098-T tax form is produced for the year the account was paid to Western and not upon receipt of invoice or when class occurred. As required by the IRS the 1098-T tax forms are sent in January of the year following your payment.  

• Outdoor education partners do not qualify as institutes of higher learning and cannot provide 1098-T forms if you pay your outdoor partner directly.  

• Mailing address for 529 Plan Checks: Western Colorado University, Taylor 303, 1 Western Way, Gunnison, CO 81231. Please include student name and WCU ID number (the number is on the attached invoice.) 

• Your WCU invoice will include WCU academic credit cost and the program course fee (if you indicated you wanted to be billed for both) for a total balance eligible for AmeriCorps award funds. 

• If your WCU invoice does not contain your course fee and you want to use AmeriCorps awards for both WCU tuition and the course fee, contact the Center for Learning & Innovation for a revised invoice. 

• Request AmeriCorps award be dispersed to WCU for the balance on the WCU invoice. 

• AmeriCorps: Log into your AmeriCorps portal, https://my.americorps.gov/mp/login.do, and submit a payment request to Western Colorado University Financial Aid Office upon receipt and for the balance of WCU invoice. 

• AmeriCorps award requests take a minimum of two weeks to be verified by WCU from when the student initiates the request. 

• AmeriCorps’ payments may take-up to 90 days to payout. Please monitor your AmeriCorps portal to make sure you have requested the full amount.
• Double check the amount of AmeriCorps funds you have available, if your AmeriCorps funds does not pay your entire balance you will need to initiate payment through another method for the remaining balance ASAP. 
• Western can only payout outdoor partner when your Western account balance is paid to zero.    

AmeriCorps students can be reimbursed for qualified expenses for your course. Request an AmeriCorps reimbursement form from outdoorpartner@western.edu. Reimbursement funds will not be paid until student has received a passing grade of “C” or above or “S”.  Reimbursement form and all receipts must be submitted within 30 days. WCU is required to review and process your reimbursement request.  

Receipts for AmeriCorps Reimbursement Policies: 

1. Students must depart from their home address as stated on their original registration form. 

1. Students are expected to travel to and from their courses in reasonable period surrounding their courses (1-2 days at either end of the course.) 

1. Car rental receipt must clearly show dates in a reasonable period surrounding the course. 

1. Gasoline receipts show dates and locations along a route directly to the course location and back from the student’s home address on file with our office. Please submit a screen shot of your route along with your gas receipts. 

1. Air ticket receipts must clearly show dates in a reasonable period surrounding your course dates.  

1. Baggage fees will be approved with paid receipt.  

1. Daily transport services to and from course venue (such as light rail or bus) during course dates are reimbursable with valid receipts showing dates and locations.  

1. Lodging and meals while travelling to and from a course from home address on original course registration forms are reimbursable with valid receipts showing dates and locations along travel route and within 1-2 days of the course beginning and course end.  

1. Total meal reimbursement per day may not exceed the domestic (CONUS) per diem rates as regulated by Western in compliance with the State of Colorado Travel Fiscal Rule.  

1. Be sure alcohol is not listed on your itemized receipts from hotels or eating establishments. (Request a separate receipt from your server for any alcoholic beverages.  

1. Students must provide a written explanation of their personal travel circumstances at the same time as the reimbursement request packet is submitted.  

Students must the Center for Learning & Innovation via email to outdoorpartners.com and copy your outdoor partner a minimum of ten business days before the course start date. Registration cannot be changed once a student is on course or the course has ended. A $50 cancellation fee will be assessed to the student’s account.  

You must notify the Cener for Learning & Innovation (outdoorpartners.com).  A $50 transfer fee will be assessed to the student’s account. 

Explanation of Assignments, Homework, Grades and Transcripts? 

You are taking a college course, and we are held to Higher Education Rules.  

• The homework assignment(s) will be attached to the registration confirmation email.  

• Students will not be able to see the grade until two weeks after end of semester per Western’s Academic Calendar.  

General Assignment Guidelines:   

Within 15 business days of completing your course, you must complete and submit your assignment via email to Western Outdoor Programs outdoorprograms@western.edu. Your assignment must be completed and submitted in either a Microsoft Word format or a .pdf format. Keeping track of your assignment due date is your responsibility. Please mark your assignment due date on your calendar, as you will not receive reminder emails regarding your required assignment. The due date of your homework is your responsibility. You will be able to obtain your official transcript at the end of the current WCU semester (i.e., spring semester, end of May, summer semester, end of August, fall semester, end of December). To expedite getting a grade, you should track down your outdoor partner instructor completed evaluation and submit this with your homework. If you do not submit your instructor evaluation, our office will work to get it from your instructor, but it can take weeks to obtain and then submit with your completed assignment.  

 CONTENT INSTRUCTIONS: It is recommended that during your course you keep a detailed journal to track your thoughts and experiences in each of the objectives. The purpose of these assignments is for you to get the most from your expedition experiences. They should solidify in your mind the course events, help you analyze the pieces involved, and transfer lessons to your life.    

 ASSIGNMENT FORMAT: Written assignments must be typed, double-spaced, and include a cover page that states your name, using a running header and page number on each page of the text. Instructor expects correct grammar and spelling. Use 12-point Times New Roman font and APA style for citations. Send them as Microsoft Word attachments, or .pdf attachments only. Do not mail assignments through the USPS. We cannot accept Google docs, pass-coded files, zipped files, or Dropbox type services. Written assignments are evaluated on the following basis: 20% for proper format and clarity in your writing and 80% for content, including adequate and honest coverage assessing your fulfillment of the learning objectives.  

When we have received both the homework and the outdoor partner instructor evaluation are received, we submit to our WCU instructor of record to complete grading. Your grade will be calculated based on 60% Instructor Evaluation and 40% written assignment content. Please note that even if an Instructor Evaluation is received, if your written assignment is not submitted, a Technical Failure (TF) will be recorded on your permanent transcript from Western Colorado University.    

STUDENT RESPONSIBILITY: Please remember that to earn a grade and your requested credit(s), you must complete the self-evaluation/reflection/written assignment no later than 15 business days from the last day of your course. If your assignment is not completed and submitted in either a word format or a pdf to Western Outdoor Programs outdoorprograms@western.edu  within 15 business days from the last day of your course, you will receive a TF (Technical Failure) on your permanent transcript. There is no refund of credit cost.    

 You will be able to obtain your official transcript at the end of the current WCU semester (i.e., spring semester, end of May, summer semester, end of August, fall semester, end of December). To order transcript, please go to www.parchment.com.