Students' Financial Responsibilities                               UPPS No. 03.01.06

                                                                                                Issue No. 5

                                                                                                Effective Date: 12/16/2008

                                                                                                Review: July 1 E5Y

 

 

01.       POLICY STATEMENTS

 

01.01  This UPPS sets forth university policy for students' financial obligations. 

 

01.02  University administrators have a fiduciary responsibility to maximize the collection of financial obligations owed to the State and the university.  The university will make every reasonable effort to notify students of any outstanding financial obligations. It is the student's responsibility to meet these obligations as required.

 

01.03  The university will have a documented procedure that treats all cases equitably that will protect the university from claims of unfair treatment. 

 

01.04  Student Business Services has primary responsibility for establishing and administering policies and procedures for the collection of students’ financial obligations.

 

02.       AUTHORITY

 

02.01  Texas State University System Regents’ Rules and Regulations establish system-wide policy for students’ financial obligations. These are set forth in Chapter VI, Sub-sections 9.2 and 9.3, as follows: 

           

"Students' Financial Obligations. Students are expected to meet their financial obligation to the Component within the designated time allowed.  Registration fees are payable at the time of registration, and students are not entitled to enter class or laboratory until their fees and deposits have been paid. Other charges and financial obligations are due at registration or within ten days after a bill is rendered by the Component or according to the special payment instructions that may be printed on the bill.

           

Penalties for Failure to Pay. Failure to pay in the allotted time the amount owed to the Component for tuition, fees, charges, or any other financial obligations may result in any or all of the following:

 

(1) Dismissal from the Component or other disciplinary actions;

 

(2) Withholding of future registration privileges;

 

(3) Withholding the issuance of grades or of an official certified transcript;

 

(4) Withholding the conferring of a degree;

 

(5) Bar against re-admission for the student;

 

(6) Assessment of late fees and/or reinstatement fees.”

 

03.             DEFINITION OF AND PROCEDURES FOR HANDLING OUTSTANDING FINANCIAL OBLIGATIONS

 

03.01  Student financial obligations may include the following:

 

a.   tuition, room, board, drop fees, schedule change fees, late registration fees, orientation fees, application fees, matriculation fees, and other registration-related fees (such as Technology Resources, Library, Campus Recreation, shuttle bus, Student Center); 

 

b.   returned checks and related fees;

 

c.   payment of delinquent charges, delinquent payment penalty, registration reinstatement fee, installment fees;

 

d.   residence hall or university-owned apartment damages, unpaid rent, late charges, unpaid electricity;

 

e.   lab breakage, damaged equipment, lost equipment, chemical fees, supplies;

 

f.    Health Center charges, X-ray charges, prescription charges, late fees;

 

g.   tutorial and lost book charges;

 

h.   parking permit, duplicate identification card charges, traffic violations, parking violations and associated fees;

 

i.    absentia fees, transcript fees;

 

j.    testing fees;

 

k.   student loans, installments, collection costs and associated fees;

 

l.    charges for other university-provided services or functions (such as canoe rental, room rental, athletic events, and fine arts programs); 

 

m.  property damage; or

 

n.   any other debt owed to the university.

 

03.02  Notice of Financial Obligations – The university will give due notice to students failing to meet their financial obligations by email to the Texas State student email account, campus mail, or standard U. S. Postal Service.

 

Student Business Services will utilize standard university publications (such as the Schedule of Classes and the university web site) to advise students of the consequences for non-payment of fees or for failure to clear a returned check or other debts.

 

03.03  As consequences for the student’s failure to meet financial obligations, the university may:

 

a.   dismiss the student from the university;

 

b.   cancel the student’s classes;

 

c.   prohibit registration for succeeding classes;

 

d.   withhold official transcripts;

 

e.   withhold the conference of a degree;

 

f.    bar re-admission to the university;

 

g.   prohibit the student from remaining in a residence hall or university- owned apartment and using a meal plan;

 

h.   assess additional fees for delinquent payments as detailed on the Student Business Services website;

 

i.    assess additional fees for each returned check and non-acceptance of checks for payments to the university;

 

j.    report unpaid university obligations to credit agencies;

 

k.   cease university-provided services; or

 

l.    place warrant holds with the State Comptroller’s Office stopping state payment to the individual owing the debt.

 

03.04  Financial Holds – Student Business Services will place financial holds on the records of students who have outstanding financial obligations.

 

When the student has cleared all financial obligations, the university will remove the hold and restore services.

 

03.05  Insufficient Funds Checks (NSF checks) – the university will place students who present two NSF checks within a one-year period of time (measured from the date the first check is returned to the date the second check is returned) on a ‘cash basis’ (cash, cashier’s check, certified check or credit card) for one year (measured from the date the second check is returned). The university will place students who present five NSF checks, in total, on a “permanent cash basis” (cash, cashiers’ check, certified check or credit card).

 

04.       PROCEDURE FOR WITHHOLDING TRANSCRIPTS

 

04.01 The Family Education Rights and Privacy Act of 1974 requires that the university provide requesting individuals copies of their unofficial grade transcripts and other education records as requested, though the requesting party may have an outstanding obligation to the university. The university may withhold an official validated transcript with the Registrar's seal thereon from a person with outstanding financial obligations to the university.

 

04.02  If a student has unresolved financial obligations to the university, and if the student has neither filed for bankruptcy nor had the debt discharged in bankruptcy, the university will follow these procedures in allowing the student (or someone acting on his or her behalf) access to his or her transcript:

 

a.   The Registrar will produce the transcript for inspection or duplication at the Registrar’s Office, while the original transcript will remain in the Registrar’s office.

 

b.   The Registrar will not question the person seeking to inspect or copy the transcript other than requesting the party’s proper identification, identifying the requested transcript, and establishing that the Registrar can honor the request.

 

c.   The Registrar should afford the student an opportunity to take notes of the contents of the transcript, or pay for its duplication, or both.

 

d.   The Registrar may charge only the actual copying cost for a non-certified transcript.

  

04.03  Students may appeal these actions by presenting written documentary evidence to the Director of Student Business Services that an accounting error in recording payment caused the administrative actions. The university will accept documented serious emergencies that precluded payment by the due date as the only other grounds for appeal. Lack of sufficient funds will not be considered an emergency circumstance. The Director of Student Business Services will review the written material and make a decision with due consideration to the student's welfare.

 

05.       RESPONSIBILITIES FOR COLLECTING STUDENTS’ FINANCIAL OBLIGATIONS

 

05.01  Student Business Services has primary responsibility for the collection of registration-related student fees and other financial charges and will work to assure that losses from unpaid student financial obligations are minimized. When it is feasible, Student Business Services will also assist other university departments in collection of non-registration fees, per the following section.

 

05.02  University departments that collect non-registration student fees and other financial charges have primary responsibility for the collection of such amounts. They should exercise diligence in their collection efforts, so as to minimize losses from unpaid obligations. These departments may be granted security access by Student Business Services to place their own financial holds on students’ records. Departments must notify Student Business Services of student non-payment within thirty days after the obligation becomes due. This will enable Student Business Services to assist with the collection efforts, if feasible.

 

06.       PROCEDURES FOR DISSEMINATION OF THIS POLICY

 

06.01  The university has adopted the board authorization as policy. The Treasurer shall be responsible for assuring that this policy is published in the University Catalog, Student Handbook, and other appropriate publications.

 

07.       REVIEWERS OF THIS UPPS

 

07.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Treasurer                                                       July 1 E5Y    

 

08.       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.

 

Treasurer; senior reviewer of this UPPS

 

Vice President for Finance and Support Services

 

President