08-010 Student Location Policy

Last Update: January 19, 2026

Approved: January 19, 2026 by President Zvi Szafran

Policy Contact: Office of the Registrar

Supersedes:

I. SCOPE

This policy addresses the process for determining the location of a student at the time of the student’s initial enrollment per federal regulations on student location (See State Authorization in Sections IV and VIII).

II. POLICY STATEMENT

The purpose of this policy is to ensure that SUNY Canton complies with federal regulations that determine the location of the student at the time of their initial enrollment for the purposes of reporting student enrollment (e.g., to NC-SARA) and communicating required licensure disclosures.

III. POLICY

Student location is determined at the time of initial enrollment at SUNY Canton. For purposes of this policy, the student location is the State where the enrolled student resides and is based on the permanent home address entered in the SUNY Canton Student Administration system.

For a prospective student, the location is the State of the prospective student’s residency when at the time the student applies for admission and is then entered into SUNY Canton’s instance of the Customer Management System. For students with a permanent address other than a U.S. State or territory (e.g., students living outside the United States), their location will be considered the State of New York.

The student location designation will remain in effect unless and until a student changes the U.S. State or territory listed in the student’s permanent address in the SUNY Canton Student Administration system. The date the permanent address is changed to a new U.S. State or territory will be considered the effective date of a student’s revised location for this policy. A student’s permanent address cannot be the same as their campus address unless extenuating circumstances exist (such as homelessness).

This policy will not supersede all other college policies that determine New York State residency for tuition assessment. Students cannot be enrolled in and/or complete a licensure program if the licensure program does not meet the location requirements.

The only exception is if the student submits an attestation stating that they are aware that the program does not meet the requirements for their location but wishes to continue the program.

IV. DEFINITIONS

Student Location: State where the enrolled student resides and is based on the permanent home address.

Initial Enrollment: Defined by the U.S. Department of Education as the first term a student is enrolled in the academic program that leads to professional licensure.1 SUNY Canton further defines initial enrollment as the first day of class of the student’s first term.

Licensure Program: Program in a professional licensure field as outlined by NYSED. SUNY Canton’s licensure programs include:

State Authorization in Federal Regulations: Refers to the legal authority that states have to regulate institutions that offer education within their borders. This includes the ability to authorize institutions to offer out-of-state activities, such as online programs and programs that lead to professional licensure or certification. State authorization regulations are intended to protect students from investing time and money in programs that may not be recognized in their state.

V. OTHER RELATED INFORMATION

SUNY Canton Professional Licensure Disclosure Policy

VI. PROCEDURES

Per SUNY Canton’s Professional Disclosure Policy, the College’s Professional Licensure Disclosure webpage provides information to the public on disclosures, and the Office of Admissions sends direct communication to students regarding disclosures.

All students entering a major that leads to licensure will be asked to complete an attestation form acknowledging that they are fully informed about how the College's professional licensure and certification programs align with a state's or territory's educational standards. Completing this form empowers students to make informed decisions about their education and future career paths. Students will complete this form regardless of permanent address/physical location, as it is assumed that students enrolled at SUNY Canton will take at least one online class to pursue their degree.

Enrollment steps are considered incomplete until the form is submitted.

For students who are in a licensure program and change their permanent home address to an out-of-state address, the Registrar’s Office will reach out for confirmation that the attestation has been completed and make use of a hold in the Student Information System until it is complete.

For students that have a permanent address out-of-state and change their program of study to one of the applicable programs, a notice will be sent to the student at the time the student submits a change of major request. Completion of the attestation is required to be completed before the department approves the change of major request.

Prior to census day, the Registrar will review locations of all students, and request removal from the major and/or courses in the major from the departments for students in licensure programs or any other students in non-approved locations, if needed.

VII. FORMS

Attestation Form

VIII. AUTHORITY

State Authorization § 600.9(c)(1)(i) requires institutions to determine in which state a student is located while enrolled in a distance education program, make such determinations consistently, and apply them to all students.

State Authorization § 600.9(c)(2)(ii) requires institutions to provide the Secretary with written documentation of its determination of a student's location, including the basis for such determination, upon request.

State Authorization § 600.9(c)(2)(iii) requires institutions to decide on the state in which a student is located both at the time of the student's initial enrollment in an educational program and upon formal receipt of information from the student that their location has changed.

IX. HISTORY

Previous Title IV regulation did not adequately address student location at time of enrollment.

X. APPENDICES

None

XI. FREQUENCY OF REVIEW AND UPDATE

This policy shall be subject to annual review in October to ensure its accuracy and relevance.