Tuition and Fees Refund Appeal Policy                         UPPS No. 02.01.12

                                                                                                Issue No. 4

                                                                                                Effective Date: 04/10/2013

                                                                                                Review: August 1 E3Y

 

 

01.       POLICY STATEMENT

 

01.01  This UPPS provides guidelines for exceptions to student tuition and fees refund deadlines due to reasons beyond a student’s control.

 

02.       REFUND APPEALS

 

02.01  The Texas Education Code §54.006 sets tuition and fees refund deadlines. Students will not receive a refund for drops or withdrawals that occur after these deadlines unless:

 

a.    A medical condition makes it impossible for a student to drop or withdraw from a university course by the stated deadline;

 

b.    University faculty or staff acknowledges providing incorrect advisement to the student; or

 

c.    The course syllabus, departmental calendar, or similarly related publication contained an erroneous deadline.

 

02.02  A student who attends class after the statutory refund deadline will not receive a refund for medical reasons.

 

03.       PROCEDURES FOR APPEAL

 

03.01  Appeal procedures are as follows:

 

a.   If the assistant or associate registrar grants the refund, he or she will process the refund.

     

b.   If the associate registrar denies the refund, final appeal goes to the Tuition and Fees Refund Appeals Committee (the Committee). The registrar will chair this committee, made up of a representative from the Student Business Services office, the Financial Aid and Scholarships office, a student from the Associated Student Government, anacademic advisor, and an academic department chair or school director.

 

c.   The student must supply the Committee with a letter of explanation and any necessary official documentation.

     

d.   The Committee will review the appeal and make a final decision.

     

e.   If the Committee denies the appeal, the registrar will notify the student.  The decision of the Committee is final.

     

f.    If the Committee grants the appeal, the registrar will notify the student and generate the refund.

 

04.       METHOD OF REFUND

 

04.01  Refunds will be applied as follows:

 

a.    Following the appeal approval, the registrar will request a payment be made:

 

1)   To Texas State for installments, if student has a balance;

2)   To the student, mailed to his or her permanent address; or

3)   As a direct deposit to the student’s bank account if student has set up a direct deposit option.

 

04.02  All documentation will be filed in the Registrar’s Office in compliance with the State Records Retention Policy. After that time, all records will be destroyed.

 

05.       REVIEWERS OF THIS UPPS

 

05.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Registrar                                                        August 1 E3Y

 

Director, Student Business Services       August 1 E3Y

 

06.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Registrar; senior reviewer of this UPPS

 

Associate Vice President for Enrollment Management and Marketing

 

Provost and Vice President for Academic Affairs

 

President