Tuition
Rebate Program (Texas Education Code UPPS
No. 03.01.13
54.0065
and Texas Administrative Code) Issue
No. 4
Effective Date: 03/31/2011
Review: May 1 E4Y
01.
POLICY
STATEMENTS
01.01 This
UPPS details the Texas State University-San Marcos (university) policies and
procedures for administration of the state’s Tuition Rebate Program (Rebate Program), in accordance with Texas Education Code
54.0065 and with Texas Administrative Code Title 19, Part 1, Chapter 13,
Subchapter E, Rules 13.80-13.87.
01.02 The
Rebate Program provides a financial incentive for undergraduate students to
prepare for university studies while completing their high school work, avail
themselves of academic counseling, make early career decisions, and complete
their baccalaureate studies with as few courses outside the degree plan as
possible. Minimizing the number of courses taken by students, results in
financial savings to students, parents, and the state.
02.
GUIDELINES FOR THE REBATE PROGRAM
02.01 Eligibility – A
student is eligible for the Rebate Program if they:
a.
have enrolled for the first time in an institution of higher
education in the fall 1997 semester or later;
b.
request a rebate for coursework related to a first baccalaureate
degree received from a general academic teaching institution;
c.
meet Texas residency requirements under Texas Administrative Code
Title 19, Part 1, Chapter 21, Subchapter B, Rules 21.21-21.30 (relating to
Determining Residence Status) and paid resident tuition at all times while
pursuing the degree;
d.
enrolled for the first time in fall 2005 or later and graduate
within four calendar years from the first semester enrolled in a general
academic teaching institution for a four-year degree; or graduate within five
calendar years for a five-year degree if the degree is in architecture,
engineering, or any other program determined by the Texas Higher Education
Coordinating Board to require more than four years to complete.
Note that the four- or five-year time limit prescribed in Section
d. above begins on the first day of the month for enrollment in the semesters
described as follows: September for a fall semester; January for a spring
semester; June for summer I; and August for summer II. For example, a student
enrolling for the first time in fall 2009 for a four-year degree must complete
that degree no later than September 1, 2013 for rebate eligibility. The university
defines “first semester enrolled in a general academic teaching institution” as
initially enrolled after high school graduation.
e.
have attempted no more than three hours in excess of the
minimum number of semester credit hours required to complete the degree under
the catalog under which the student graduated. Hours attempted include transfer
credits from all other institutions of higher education, course credit earned
exclusively by examination (for this Rebate Program, only the number of
semester credit hours earned exclusively by examination in excess of nine
semester credit hours count as hours attempted), courses dropped after the
official census date, for-credit developmental courses, optional internship and
cooperative education courses, and repeated courses. Dual credit courses
(courses taken in high school for both high school and college credit) also
count as hours attempted, as well as tech prep courses if they are treated as
college hours used to fulfill requirements in a degree plan.
A degree plan is defined
as an academic program of courses and their related hours culminating in a
degree or certificate, including minors, double majors, and completion of any
other special program in which the student is also enrolled, such as a program
with a study abroad component.
The university will not count courses dropped for reasons
determined as totally beyond the student’s control. See Section 02.02 for
hardship provisions for required documentation. For students concurrently
earning a baccalaureate degree and a Texas teaching certificate, the university
will not count required teacher education courses that are over and above the
free electives allowed in the baccalaureate degree program. Also, beginning
with degrees awarded in fall 2007, the university will not count hours earned
to satisfy the requirements for a Reserve Officers’ Training Corps (ROTC)
program that are not required to complete the degree program. Beginning in fall
2009 the university will also not count MIL 1100 and MIL ELNA hours awarded for
military service.
02.02 Hardship
Provisions – Effective for students who enroll for the first time in fall 2005
or later, an otherwise eligible student may qualify for a rebate without
satisfying the requirements of Section 02.01 above, if the student earns a
baccalaureate degree and the college dean or the supervisor of the College
Academic Advising Center certifying the degree has determined, with the
completion of the Tuition Rebate Hardship Justification form (Attachment II), that the student has demonstrated a hardship under any of the
following conditions:
a.
a severe illness or other debilitating condition that may affect
the student’s academic performance;
b.
an indication that the student is responsible for the care of a
sick, injured, or needy person and that the student’s provision of care may
affect his or her academic performance; or
c.
performance of active duty military service.
02.03 Tuition
– Education & General (E&G) tuition is the only tuition or fee which is
eligible for rebate under the Rebate Program (per The Texas Higher Education
Coordinating Board).
02.04 Rebate
Amount –The tuition amount rebated to a student under the Rebate Program is
$1,000, unless the total amount of tuition paid to the university was less than
$1,000, in which event the amount rebated equals the amount the student paid. A
student who paid the institution awarding the degree an amount of tuition less
than $1,000 may qualify for an increase in the amount of the rebate, not to
exceed a total rebate of $1,000, for any amount of tuition the student paid to
other Texas public institutions of higher education by providing the
institution awarding the degree with official receipts documenting the total
amount of that tuition paid to other institutions. The student must provide
this proof when submitting the Tuition Rebate Application form (Attachment I) or the university will not consider those amounts when
calculating the rebate.
02.05 Financial
Aid – The university will reduce rebates by any outstanding student loan amount,
including an emergency loan, owed to or guaranteed by this state, including the
Texas Guaranteed Student Loan Corporation. If a student has more than one
outstanding student loan, the university shall apply the amount of the rebate
to the loans as directed by the student. The Tuition Rebate Application form (Attachment I) asks the students to notify the Student Business Services Office
if they have a preference to the order in which the university applies the
rebate to the loans. If the student fails to provide timely instructions on the
application of the amount, the university shall apply the amount of the rebate
to retire the loans with the highest interest rates first.
02.06 Degree-granting
institution – The university is required to make payment under this Rebate
Program, including any amounts which are due to the student because of prior
attendance at other institutions of higher education. The university will use
local institutional funds (Fund 002) to pay the rebates and a comparable amount
of General Revenues available to the paying institution. The Legislature
intends to finance the rebates from savings resulting from reducing the number
of courses undergraduates take.
03.
PROCEDURES ASSOCIATED WITH THE REBATE PROGRAM
03.01 Students
must complete the Tuition Rebate Application form (Attachment I) and submit it to the supervisor of the College Academic Advising
Center no later than the workday immediately preceding their graduation day.
Copies of this form are available in the College Academic Advising Centers, or
with the online graduation application, along with instructions for completion.
The undergraduate catalog also contains general information about the Rebate
Program. The supervisor of the College Academic Advising Center reviews the
student’s academic records and, if necessary, requires the student to complete
and submit the Tuition Rebate Hardship Justification form (Attachment II) and then makes a recommendation to the college dean about the
student’s eligibility for the Rebate Program. The college dean or designee will
review the rebate application, if necessary the Tuition Rebate Hardship
Justification form (Attachment II), and the supervisor of the College Academic Advising Center’s
recommendation, and then approve or deny the rebate application. The Student
Business Services Office will verify resident tuition status and calculate
outstanding indebtedness and the rebate amount upon receipt of the approved
Tuition Rebate Application and, if necessary, the Hardship Justification form. It
will then process the rebate and notify, in writing, students with denied
applications, citing the denial reason.
04.
APPEALS PROCEDURES
04.01 Ineligibility
– Students determined as ineligible for participation in the Rebate Program may
file a written appeal with their college dean. Failure to adhere to all of the
following requirements will constitute grounds for dismissal of the appeal.
a.
Format – The appeal, in writing, must specify the reasons why the
student believes he or she qualifies for the Rebate Program.
b.
Documentation – All supporting documentation (such as official
transcripts from previous institutions attended and Hardship Justification
forms) must accompany the appeal.
c.
Deadline for Appeal – The student must file the appeal no later
than thirty calendar days after the date the college dean or supervisor of the
College Academic Advising Center determines ineligibility. This 30-day time
limit includes all university holidays and breaks.
The college dean will provide written notice to the student of the
results of their review of the appeal no later than thirty calendar days after
receipt of the appeal. The decision of the college dean constitutes a final
decision for eligibility for the Rebate Program. For appeals resulting in a
determination of Rebate Program eligibility, the college dean will forward the
approved rebate application and supporting documents to the Student Business
Services Office for processing the rebate payment.
04.02 Amount
– Students who desire to appeal the dollar amount of their rebate must follow
the steps detailed below. Failure to adhere to all of the following
requirements will nullify their appeal as to the amount of the rebate.
a.
Format – The student must file a written appeal which must include
(a) calculations documenting the rebate amount that the student expected and
(b) the specific differences between the expected and actual rebate, and
forward this appeal to the Student Business Services Office.
b.
Documentation – All supporting documentation (such as receipts
from previous institutions attended and, if necessary, Hardship Justification
forms) must accompany the appeal.
c.
Deadline for Appeal as to Amount – The student must file the
appeal regarding the rebate amount no later than thirty calendar days after the
refund date for rebate issued. For students whose rebate amounts did not exceed
outstanding obligations, The Student Business Services Office must receive the
appeal no later than thirty calendar days after the date of the Student
Business Services Office’s notice regarding the balance. The 30-day time limit
includes all university holidays and breaks.
The Student Business Services Office will provide written notice
to the student of the results of their review of the appeal no later than
thirty calendar days after receipt of the appeal. For appeals resulting in
additional funds owed the student, the university will forward payment to the
student’s permanent address within thirty days of the determination, unless otherwise
specified by the student.
05.
RESPONSIBILITIES ASSOCIATED WITH THE REBATE PROGRAM
05.01 Responsibilities
associated with the Rebate Program are as follows:
a.
Students – Those students who want to qualify for this program
must do all of the following no later than the times specified:
1) Enroll
only in those courses which qualify them for the Rebate Program. Enrollment in
more than three hours beyond the minimum required for their degree will
invalidate their participation in the Rebate Program;
2) Pay
tuition at the resident rate at all times while pursuing the degree;
3) Comply
with all university rules and regulations related to the Rebate Program;
4) File
the rebate application with their supervisor of the College Academic Advising
Center no later than the workday immediately preceding their graduation day
and, if appropriate, the Tuition Rebate Hardship Justification form (Attachment II);
5) Provide
official transcripts from all other institutions of higher education attended
by the student; and
6) Notify
Student Business Services of payment hierarchy preference if there are multiple
outstanding loans.
b.
Supervisor of the College Academic Advising Center – provide
general information about the Rebate Program and review the student’s Tuition
Rebate Application (Attachment I) for academic eligibility and the Tuition Rebate Hardship
Justification form (Attachment II), and if designated by the college dean, will certify that the
student is eligible or ineligible for the Rebate Program. Also, notifies the
student of the status of his or her rebate application and their eligibility or
ineligibility as defined in Section 02.01 in this policy.
c.
College Dean or Designated Supervisor of the College Academic
Advising Center – certify the student is eligible for the Rebate Program,
provide written justification of the hardship with written documentation from
medical or military sources to accompany the application, and review appeals
filed under this policy.
d.
Student Business Services Office – determine resident tuition
status and the net amounts paid by the student and any outstanding obligations
that the student owes to the university and to the State of Texas and pay
outstanding obligations from the rebate amount, then makes payment for any
remaining balance to the student. Also, notify the student if he or she will
not receive a rebate because his or her outstanding obligations exceed the
rebate amount as defined in Sections 02.04 and 02.05 in this policy and then
notify the supervisor of the College Academic Advising Center of the status of
the student’s rebate application.
e.
University – notify all students of the Rebate Program through
notice in the university catalog and in its graduation materials. If requested
by potentially eligible students, the university provides opportunities for these
students to enroll during each fall and spring semester in the equivalent of at
least twelve semester credit hours that apply toward their degrees. The
university is not required to provide students with the opportunity to enroll
in specific courses or specific sections.
06.
FORMS
06.01 Students
should utilize the following forms in association with this UPPS:
Attachment I – Tuition Rebate Program Application
Attachment II – Tuition Rebate Hardship Justification
07.
REVIEWERS OF THIS UPPS
07.01 Reviewers
of this UPPS include the following:
Position Date
Treasurer May
1 E4Y
Director, Curriculum Services May 1 E4Y
08.
CERTIFICATION
STATEMENT
This
UPPS has been approved by the following individuals in their official
capacities and represents 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