Frequently Asked Questions (related to agencies)
This Frequently Asked Questions section, along with the Program Handbook,
should explain most of Seattle Central's policies
related to working with educational
advising agencies. If, after reading the section, you have additional questions,
contact the most appropriate staff member.
For additional questions related to students and admission, please see the Frequently Asked Questions
on the main website.
Why does Seattle Central Community College use a two-step process when working with agencies?
What items must be submitted to Seattle Central when my client applies for admission?
Will my client receive an invoice to use when paying his/her tuition and fees?
What orientation services should I provide to my clients to ensure the smoothest possible transition for them?
What conditions must be met in order for Seattle Central to pay a commission to my agency? |
BECOMING AN AGENT PARTNER
Why does Seattle Central Community College use a two-step process
when working with agencies?
Seattle Central recognizes the following:
1. There are thousands of advising agencies in existence, and many others that are either just commencing operations or ending them.
2. Agencies are often interested in receiving a commission for students that they place in educational institutions.
3.It is often difficult or impossible for agencies to provide meaningful references from other institutions they have worked
with on a commission basis.
4.Seattle Central Community College seeks to treat all agencies in a similar manner regarding commission payments,
provided the agency's actions are consistent with Seattle Central policies and guidelines.
Seattle Central Community College
also wants to provide any reputable agency the opportunity to work with us. As a result of these factors, we have instituted Step One.
5.Seattle Central Community College wishes to recognize agencies that have successfully completed Step One and have placed
a student at Seattle Central in accordance with our policies. Recognition consists of the opportunity to receive a signed Agreement
from our President and an official Certificate of Partnership for the agency's office(s).
As a result of these factors, we have instituted Step Two.
What is the Global Marketing Agreement?
The Global Marketing Agreement is a legal document that describes the elements necessary for an agency and Seattle Central
to work together on an "advising for commission payment" basis.
You will receive the Global Marketing Agreement, signed by our President after your first Seattle Central client enrolls and
has paid his/her non-refundable tuition and fees for the first quarter. You will also receive a commission for your first client
(see section on Commissions below). Until that happens, we encourage you to print a copy of the Agreement and the entire
International Agency Information section of this website for your reference, to read our newsletters, and to continue to check
our website for important updates.
Don't I need to sign a contract in order to work with Seattle Central on a commission basis?
No. You do not need to sign a contract until after your first client enrolls at Seattle Central. By reading through this section
as well as the Global Marketing Agreement, agreeing to abide by the terms set forth in this section, and submitting
the Global Marketing Agreement Application, you have been provided with the opportunity to receive a 15% commission
beginning with the first student you send to Seattle Central.
ADMISSION DOCUMENTATION AND PROCESSING
What items must be submitted to Seattle Central when my client applies for admission?
1. A cover letter from your agency, on agency letterhead, containing the applicant's name and date of birth,
so that we can establish a record of the agency-student relationship.
2. The student application, including the applicant's official signature.
(Note: please be sure to include the student's home address information in the student home address block,
and NOT the agency's address and contact information. The United States Department of Homeland Security requires
that this information is provided before issuing an I-20 form. If you would like the acceptance materials sent to the agency address,
check "Agent Address" on the front page of the application.)
3. The $50.00 application and processing fee, payable in US Dollars (no cash please).
4.The applicant's official TOEFL test scores (if applying to programs where a TOEFL score is required; see the requirements
here).
5. The sponsor's signed Statement of Support.
6. The sponsor's official bank statement or other official verification of funds.
7. Copy of first page of the student's passport (showing name, photo, and other identifying information).
Submitting the items as indicated will help prevent delays in the processing of commission payments.
Why do I need to submit a cover letter along with the student's application to Seattle Central?
We need a cover letter so that we can match your agency to the student. Seattle Central is unable to process
commissions for agencies where there is no documentation of the agency-student relationship.
The admission application will be considered incomplete and acceptance materials will not be processed
until the cover letter is submitted.
Students who apply online are given a reference number, and are asked to submit the number when they provide other
required information to us (including items such as bank statements and sponsor's statement). Please include the student's
reference number on the cover letter and other documents that you provide, so that we are able to identify that the student is your client.
Yes, you may help your client apply for admission at any time. Seattle Central receives many transfer applications from students
who are attending
or who plan to attend other language programs. Please assist your client in completing all regular application requirements
as listed on our website
(http://seattlecentral.edu/international/admission.shtml).
Be sure to include your agent's cover letter with this application.
In the letter, mention that the student will start at another language program,
then transfer to Seattle Central after s/he graduates.
We will place the student on Conditional Admission to the college, meaning that the student
will be able to join Seattle Central as soon as s/he submits
proof of English proficiency. Once the student enrolls, your agency will be entitled
to the regular commission payments as outlined in our commission policy.
Your client will enter the USA on the I-20 of the language program s/he is planning to attend before transferring to Seattle Central.
Your client will not get an initial I-20 form from Seattle Central when s/he applies for conditional admission.
Your client will receive a transfer I-20 form after s/he finishes at the first school, and after Seattle Central receives the student's SEVIS
record
from the first school.
PRE-PAYMENT OF TUITION AND FEES; PRE-REGISTRATION
Will my client receive an invoice to use when paying his/her tuition and fees?
Your client will receive an invoice in the admission acceptance packet. The invoice is actually an
estimate of tuition and fees,
as exact tuition and fee amounts are generally not known until after
students arrive in Seattle and take placement exams
and register for classes.
The final amounts charged are normally within $100 - $200 of the amount shown on the invoice.
For planning purposes, or before receiving the admission acceptance packet, you may refer to this link on our website:
http://www.seattlecentral.edu/international/wiretransferguide.shtml.
Once on the page, scroll down to the section called
"Seattle Central Community College 2008 - 2009 Quarterly Tuition and fees."
How can my clients pay their tuition and fees?
There are two options for making payment:
Option 1: Payment in Advance
Required if you are paying tuition and fees for your client
Your office must make a tuition and fee deposit in advance, either by wire transfer or by international bank draft, if you will
pay on behalf of your client. The funds will be held in your client's account to be used at the time of registration.
Payment may be made for one or more quarters, but must be made by your client's registration date, to avoid any delays in enrollment.
Students who have not paid will not be guaranteed space in classes,
and will not be able to attend class until the payment is made.
Once a tuition/fee deposit is made and the money arrives at Seattle Central, it is placed in a special account for your client.
When your client comes to our office to register for classes, we will give your client a special billing statement that your client will use
when making payment for classes.
Please advise your client that because the advanced payment is an estimate, your client may be asked to pay additional monies
when s/he arrives at Seattle Central if the pre-payment amounts were insufficient to cover all tuition and fees.
In most cases, the amount owed will be less than $100. In the case of overpayment,
the sender of payment will be contacted
to determine the method of refund. Refunds for overpayment can be made to the student or to your agency.
Option 2: Payment on Registration
This option is not available if your agency plans to pay your client's tuition and fees.
Please follow instructions under Option 1, Payment in Advance.
Your client may choose to pay after completing placement testing and registration at Seattle Central.
This option allows students to pay the exact amount owed for the quarter. Payment options for students who pay tuition and fees
after arriving in Seattle are cash or Traveler's Check (payment must be made in person only with these two options),
U.S. personal check, credit card, or bank draft.
Is it possible for my client to register in advance?
If your client is accepted to one of Seattle Central's college programs and is exempt from English placement testing,
s/he may be eligible to pre-register and pay for classes before arriving in the United States.
Students who have the opportunity to pre-register are highly encouraged to do so. The courses we offer through special
pre-registration to new international students are in high demand by all students and may not be available when your client arrives
in Seattle. Students who qualify for pre-registration will receive a
pre-registration form with their acceptance materials.
Payment may be made by credit card or by wire transfer. Payment made by credit card is best, as pre-registration can occur immediately
upon receipt of credit card information. The process for receiving payment by wire transfer requires more time, and will delay
pre-registration by several days.
PREPARING FOR ARRIVAL IN THE U.S
It is important that you provide your clients with the information they need for their arrival, as well as some sense of what to expect from
their experiences at Seattle Central and in the United States.
A reasonable orientation program should include:
1. the student's Seattle Central orientation schedule
2. information on the student's host family and homestay expectations
3. phone numbers for the host family agency, if applicable
4. the name of the person picking the student up at the airport, if applicable
5. logistical information about setting up life in Seattle (banking information, for example)
6. some idea of our campus and how our academic programs will work so that the students have appropriate expectations
when they arrive
It is also extremely helpful for students to be provided with an introduction to American life, an idea of what to expect from
American higher education or ESL classes, and information on the various stages of culture shock.
Dealing with these issues before arrival increases students' chances of completing their intended program of study at Seattle Central,
and helps them make the most of their experience in the United States.
The United States Advising centers that are attached to the United States Embassies/Consulates often provide pre-departure
orientations for students. Sessions often include information on American classroom expectations, housing, and college life.
You may want to send your clients to these advising centers for orientation services if you do not provide similar services at your agency.
Why is it important for my client to attend orientation?
Orientation offers students the opportunity to meet IEP staff and students, learn about the campus and how to use it, take placement tests,
and register for classes.
Orientation is mandatory for all students who plan to attend a college program or who are degree-seeking College Bridge students.
College programs include college transfer, workforce education, FAST TRACK, and the short term certificate program.
Many college classes fill quickly, and students who do not pre-register or who do not attend orientation may find their class choices severely
limited during their first quarter.
Students who will study in the Intensive English or College Bridge programs are strongly encouraged to attend orientation.
How soon should I make homestay arrangements for my client?
Homestay agencies take great care in matching students to families, based on preferences and needs.
Arrangements for homestays should be made as soon as you know your client will be attending Seattle Central.
If you plan to use one of our partner homestay agencies, we recommend that you contact the agency at least
6-8 weeks before your client begins classes. If that is not possible, contact the agency to determine whether or not there is enough time
to make appropriate housing arrangements for your client.
If you are arranging a homestay, the agency will provide airport pick-up service, as long as notification is given in advance
(2 weeks notice is preferable). The agencies will not necessarily guarantee pick-up service if flight information is provided at the last minute.
This situation arises when the payment of tuition and fees has not been properly worked out between the agency and the student.
A very common example of this is that a new student arrives in Seattle, takes placement tests, and then tries to register for classes.
The student is unable to register for classes because although the student has paid the agency for classes, the agency has forgotten
to send the money to Seattle Central.
In most cases, we are not able to receive payment from the agency for at least one week.
The student attends the first week of classes without being registered, cannot get an ID card, cannot use the activities center,
library or computer lab, and cannot buy a bus pass (these become unavailable after the first week, so the student could potentially
be without one for the whole quarter).
As a general rule, please remember the following registration deadlines. Seattle Central must have appropriate payment by these deadlines.
(Specific dates corresponding to these deadlines will be mailed with the acceptance packets each quarter):
1. New ESL students: the week of orientation
2. New college students: as soon as they arrive in the United States
3. Returning ESL students: on the last day of the quarter
4. Returning college students: the fifth week of each quarter
Students who are responsible for making their own payments should plan on having at least $4000 available immediately upon arrival
in the United States. This amount should cover tuition and fees, housing, books, and miscellaneous expenses.
How can I provide excellent service to my clients regarding Seattle Central?
Familiarizing yourself with our Program Handbook and our website will enable you to provide your clients with very important information
related to life at Seattle Central and in the United States.
For example, did you know the following?
1) Seattle Central offers scholarships and work experience opportunities.
Seattle Central offers a generous number of scholarships and campus work experience opportunities to new and continuing
international students each year. Scholarships range from $250 renewable grants to $1500 yearly grants to a full tuition waiver
for the second year in attendance at Seattle Central. Campus work experience opportunities range from general office work
to tailor-made positions on campus, focusing on the student's interests and career goals.
Click here to read more about scholarships and campus work experience opportunities.
2) Students are responsible for securing their own housing. Seattle Central does not have dormitories.
There are two types of housing options available to students: living with a host family or living in an apartment nearby the college.
Host family agencies can arrange airport pickup. Click here to read more about housing options.
3) Seattle Central policy dictates that students purchase medical insurance with very specific requirements for coverage.
Click here to read about required medical insurance.
COMMISSIONS
What conditions must be met in order for Seattle Central to pay a commission to my agency?
Seattle Central pays commissions to agencies in the amount of 15% of the net tuition paid to Seattle Central for each student,
for up to three academic quarters of registration by any student, provided ALL of the following conditions are met:
(a) The agency assists the student in completing a Seattle Central application.
(b) The agency provides a cover letter on company letterhead, establishing the connection between the student and the agency.
(c) The agency provides orientation services to the student.
(d) The student duly registers and pays non-resident tuition and other required fees at Seattle Central.
Net tuition means the non-resident tuition actually paid and received by Seattle Central, less any refunds or returns.
(e) The student will not be attending Seattle Central as part of a group that contracts separately to attend specialized classes.
(f) The student is NOT a United States citizen. (Exceptions are made for non-native English speakers who are U.S. citizens
and enroll in Seattle Central's Institute of English.)
If the student attends for less than a full quarter, the fee will be pro rated according to the portion of full-time tuition actually paid,
minus any refunds or returns.
Please be sure to read the Global Marketing Agreement in its entirety, as the statements above are a synopsis of the terms found
in one section of the Agreement.
I have just placed a student at Seattle Central. What happens now?
1. You will receive a 15% commission for that student, for up to three quarters. (Learn more about the commission payment
process and timeline by reading the other questions in this section.)
2. You will receive a copy of the Global Marketing Agreement, signed by Seattle Central Community College's President.
3. You will receive a Certificate of Partnership for display in your office(s).
Do I need to submit an invoice for each student I place at Seattle Central?
No. Invoices submitted by agencies are not required or used by Seattle Central when making commission payments.
What is Seattle Central's process and timeline for paying agent commissions?
First, Seattle Central collects full fees from each student for his/her enrollment at the beginning of each academic quarter.
Seattle Central does not deduct any agency commissions from the fees. Seattle Central collects full fees from each student or
from the student's account.
Second, Seattle Central waits until the time for refunds has passed. Students are entitled to make changes to their enrollments
by increasing or decreasing the number of college classes/credits they take, and students who make such changes may be entitled
to refunds within the first two weeks of the academic quarter.
Third, after the refund period has passed and all fees become non-refundable, Seattle Central processes agency commissions.
Payments are made automatically, without submission of an invoice from the agency.
The cover letter your agency submitted
with the student application supplies the connection between agent and student needed to process the commission.
Payments are made within 30 days after expiration of the period during which the student may obtain any refund of tuition or other fees;
agencies can expect to receive a wire transfer or bank check for their commission approximately ten weeks
from the beginning of the academic quarter.
How are commission payments made?
Commission payments are made either by check or by wire transfer. If your agency supplies us with banking information for wiring funds,
we will send the commission by wire. If your agency does not provide banking information for wiring funds, or if your agency does not have
a business bank account, you will be issued a check, made payable to your business name and mailed to your business address.
Can Seattle Central send my commission payment to a personal bank account?
No. Washington State regulations prohibit payment of commissions to personal bank accounts.
Commissions are paid to the business that is named on the Global Marketing Agreement Application and Global Marketing Agreement.
Do commissions vary depending on the number of students I place at Seattle Central?
Commissions may vary depending on the number of students an agency places at Seattle Central.
Please contact the Director of Marketing in the International Education Programs office for more information.
No. Agencies that assist students with scholarship applications will always receive a commission based on the full tuition amount,
even if the student receives a scholarship.
The first agency to assist a student with an admission application for a particular quarter at Seattle
Central is considered
the agency of record for the entire quarter; commissions will be paid to the agency
of record if the student enrolls for that
particular quarter. If another agency begins working with the
student on an admission application for the same quarter,
any commissions due will still be paid to the
(first) agency of record. This policy provides a timeframe during which an agency
can be assured of our
acknowledgement of its work with a particular student.
If, for any reason, the student does not enroll for the term noted on the admission application and
the student decides to begin
using the services of a different agency to apply to Seattle Central for a
subsequent term, the relationship between the first agent
and student may be terminated. In order to
terminate the previous agency relationship, the student must send a signed letter to
Seattle Central
stating the name of the agency the student was formerly working with, the name of the new agency the
student is
working with, and the fact that the relationship with the first agency has been terminated.
In addition, the new agency must submit
a cover letter and an entirely new set of application materials
to Seattle Central. Once these two conditions have been met,
the new agent-client relationship is
established for the purposes of paying commissions.
