Internet Course Exchange (ICE) | Implementation Guide

Coronavirus (COVID-19) Resources

WICHE is closely monitoring the outbreak of “SARS-CoV-2,” and the disease it causes, which has been named “coronavirus disease 2019” (abbreviated “COVID-19”). To inform and facilitate your response to a rapidly changing situation, WICHE has compiled the following set of resources, which will be updated as new information becomes available.

The WICHE ICE IMPLEMENTATION GUIDE is designed to provide more detail on the processes outlined in WICHE ICE Operations Manual, specifically in Section III: Management of Course and Program Exchange.

How to Begin

Each institution is encouraged to form a WICHE ICE Implementation Team, which functions at three levels:

  • Level 1. The University Administrative Team will most often include a representative from academic affairs, finance, registration, advising, and distance education (this team will also often include the WICHE ICE Steering Board member).

  • Level 2. The Academic Team may include the dean, director, department chair and faculty from a particular school or department wishing to participate in a course or program exchange.

  • Level 3. The Administrative Support Team includes administrators and staff who coordinate exchanges offerings with the teaching institution and the enrolling institution, as well as with WICHE for student enrollments, payments, and records.

Each WICHE ICE team member has knowledge of an area of the institution and can assist in putting the systems in place so that students at their institutions can participate in WICHE ICE course and exchanges. Institutions can function by enrolling students in WICHE ICE courses (as the Enrolling Institution) and also by offering courses to students from other institutions (as the Teaching Institution).

Each institution is asked to appoint a WICHE ICE Coordinator (see Role of WICHE ICE Coordinator), in addition to a representative to the WICHE ICE Steering Board who has knowledge of university procedures and of the capabilities and limitations of the WICHE ICE Consortium. The WICHE ICE coordinator can provide support to the functions described in and among the three levels of WICHE ICE implementation, as identified below, depending on whether the institution is functioning as an Enrolling Institution or a Teaching Institution.

When the institution is the Enrolling Institution, for example, the WICHE ICE Coordinator will help to develop a course offering plan; coordinate articulation agreements, seat requests, and invoices; and enter student information into the institution’s course-management system and the WICHE ICE database.  

The WICHE ICE Coordinator at the Teaching Institution enters courses to be shared into the WICHE ICE database; manages requests for seats in courses; and coordinates student information grade sharing, and invoices, as well as entering student information into the institution’s course-management system and the WICHE ICE database.


Program and Course Exchanges

In some cases, institutions will work together to create a full curriculum for a complete program (Program Exchange). Other course-exchange participants share on a course-to-course basis (Course Exchange).

Developing a Timeline. Course/Program Exchange members work together to create a timeline that includes such information as: course information; deadlines for requesting and granting seats; communication with students; how to update information in the WICHE ICE database and the institution’s course-management system (CMS); and dates when grades are to be posted.

Exchange Workflow. The University of Alaska Anchorages shares an example workflow of activities to be completed when they are a Teaching Institution and an Enrolling Institution. Visualization of process can be an effective tool for your institutional implementation process.

Questions to Consider. Institution teams may also find a list of questions [»] which address issues for Academic Affairs, Finance, Distance or Continuing Education, Financial Aid, and Counseling/Advising from the Institute for Academic Alliances.