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Tuition and Fee Deferments and Refunds

Tuition and Fee Refund Policy Procedures - 4D2

These procedures implement University policy on refund of tuition and general student fees as approved by the Board of Trustees (4 Policies of the Board C-4). Action on any request for refund shall be taken in compliance with Board of Trustees policy and these procedures.

  1. Requests for Refunds within University Specified Time Periods

    The following apply to requests for refund of tuition and general student fees in cases where withdrawal from courses occurs within the time periods specified in the University's refund policy.

    1. Requests for refunds are initiated in the Service Center as part of the withdrawal procedure.
    2. Refund of tuition and general student fees is made upon request, and without consideration of the student's reasons for withdrawal from courses.

  2. Requests for Refunds Outside of University Specified Time Periods

    The following apply to requests for refund of tuition and general student fees in cases where withdrawal from courses occurs after the time periods specified in the University's refund policy. Refunds of tuition and general student fees approved in such cases are made at the University's discretion.


    1. Authority

      The Vice Chancellor for Student Affairs is designated by the Chancellor to oversee the process for considering requests for refund of tuition and general student fees in cases where withdrawal from courses occurs after the time periods specified in the University's refund policy. The review of requests and decisions regarding those requests are made by the "Withdrawal and Refund Appeals Committee." The decisions of the Withdrawal and Refund Appeals Committee are final.

    2. Composition of the Committee

      The Withdrawal and Refund Appeals Committee shall be comprised of representatives from the Bursar, Financial Aid, Registrar, Provost, Academic Advising, and Student Affairs.

    3. Scope of Requests

      The Withdrawal and Refund Appeals Committee reviews student requests to:

      1. Receive a full or partial refund or credit for tuition and mandatory fees for specific courses or semesters.
      2. Receive a back-dated withdrawal from a course or semester.
      3. Request, in the case of extenuating circumstances, that final grades revert to "W".

      Typically, a student files an appeal because of an extraordinary occurrence such as a medical or personal hardship encountered during the semester. Reasons for which refunds may be granted include entry into military service, an extreme medical emergency or health condition that affects the student himself/herself, or the student's spouse or children and which is of such a nature as to prevent the student from continuing his/her education.

      A student requesting a refund must withdraw from courses before the request for a refund will be acted upon.

      The deadline to submit appeals to the University is ONE CALENDAR YEAR from the end of the semester in question.

      Multiple appeals for the same circumstances will not be considered. Appeals that are approved are done so as a one-time exception. If an appeal is approved, future requests for extensions of registration, withdrawal and refund deadlines will not be approved, absent significant exceptional circumstances.

    4. Making the Appeal

      Students must fully complete the "Withdrawal and Refund Appeal Form." Copies of the form are available on the Registrar's website, or by following this link: http://www.siue.edu/registrar/forms/pdf/Withdrawal%20and%20Tuition%20Appeal%20Form.pdf

      Supporting documentation must accompany the "Withdrawal and Refund Appeal Form." Forms submitted without explanation and supporting documentation WILL NOT be reviewed.

      Supporting documentation could include a doctor's or mental health professional's statement on letterhead, death certificates, employment verification, or other documents verifying extenuating circumstances beyond student control. Note: Hospital or clinic discharge papers without an accompanying letter from the attending doctor, written on the physician's letterhead, will not be accepted. The Committee reserves the right to verify the validity of supporting documentation.

      Appeals and supporting documentation may be mailed or faxed to SIUE, or may be delivered in person to the Service Center, Rendleman Hall, Rm. 1309. Mail to: SIUE, Service Center, Box 1080, Edwardsville, IL 62026-1080. Fax to: (618) 650-2081.

    5. Evaluation of the Appeal

      The Chair of the Withdrawal and Refund Appeals Committee, or their representative, prepares a packet of information on behalf of each student appeal request. This packet shall include the student's documents [Withdrawal and Refund Appeal Form, student's letter of explanation, and student-supplied supporting documentation, and a copy of the Add/Drop/Withdrawal form (if applicable)], as well as any additional information needed for the review.

      The Withdrawal and Refund Appeals Committee reviews each request. The Committee evaluates the student's entire record, particularly the student-submitted explanation and supporting documentation, to determine if an exception is warranted.

      There is an expectation that the student has a substantive and well-documented reason for the appeal. Appeals submitted without appropriate merit or documentation will be denied.

      Students should be aware that exceptions to University policy are made only in rare circumstances and at the University's discretion.

      The Withdrawal and Refund Appeals Committee meets monthly to review requests, and applicants should allow 4 to 6 weeks for a decision.

      Decisions of the committee will be sent to the student via written correspondence. Email correspondence is allowable. The Vice Chancellor for Student Affairs will be notified of the Committee's decisions.

      Decisions of the Withdrawal and Refund Appeals Committee are final.

    6. Financial Aid Impact

      If an appeal is granted, students should be aware that their financial aid may be affected and, in some circumstances, they may potentially owe the University and/or the Federal Government money. It is recommended that the students contact the SIUE Office of Financial Aid at (618) 650-3880 to clarify their particular circumstances.

 

Approved by President effective 1/23/15.
This policy was issued on April 10, 2015, replacing the October 22, 1999 version.
Document Reference: 4D2
Origin: OC 2/25/86; OC 11/14/90; OP 1/23/15

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