UPPS No. 02.01.12
Issue No. 5
Effective Date: 7/31/2014
Next Review Date: 8/01/2017 (E3Y)
Sr. Reviewer: University Registrar
This policy provides guidelines for exceptions to student tuition and fees refund deadlines due to reasons beyond a student’s control.
A student must submit their appeal before the last class day that the tuition and fees were paid. Only with a documented extenuating circumstance beyond the student’s control may an appeal be considered outside the term in which the tuition and fees were paid.
Chapter 54, Subchapter A, Section 54.006, of the Texas Education Code sets tuition and fees refund deadlines. Students will not receive a refund for drops or withdrawals that occur after these deadlines unless one of the following situations has occurred between the first and last class day of the pertinent semester:
a medical condition makes it impossible for a student to drop or withdraw from a university course by the stated deadline;
university faculty or staff acknowledge providing incorrect advisement to the student;
the course syllabus, departmental calendar, or similarly-related publication contained an erroneous deadline;
the student is called to military active duty (see, AA/PPS No. 02.02.20, Schedule Changes, Drops, and Withdrawals);
a death in the immediate family; or
a natural catastrophe or disaster.
A student who attends class after the statutory refund deadline will not receive a refund for medical reasons.
Appropriate documentation must be provided with the appeal and may include the following:
letters dated and signed by a physician;
other medical documentation;
obituary from newspaper (pamphlets from funeral home are not acceptable);
copy of university publication with erroneous deadline;
email, memo or letter from university faculty or staff member acknowledging incorrect advisement;
deployment papers (must state “active duty,” not training); or
other pertinent documentation.
PROCEDURES FOR APPEAL
Appeal procedures are as follows:
student submits formal appeal, including all pertinent documentation, to assistant or associate registrar via the online form;
assistant or associate registrar reviews the appeal and documentation provided to determine if the student’s appeal is substantiated; and
if the assistant or associate registrar grants the refund, he or she will initiate the refund.
Final appeal procedures are as follows:
If appeal is denied by the associate or assistant registrar, the student has the right to appeal to the Tuition Appeals Committee (Committee). This committee is comprised of a representative from the Student Business Services office, the Financial Aid and Scholarships office, a student from the Student Government, an academic advisor, and an academic department chair or school director.
The student may submit a letter of explanation and any additional documentation, within 10 business days of the appeal denial. The assistant or associate registrar will forward it and all other previously submitted documentation to the Committee.
The Committee will review the appeal and make a final decision.
If the Committee denies the appeal, the assistant or associate registrar will notify the student. The decision of the Committee is final.
If the Committee grants the appeal, the assistant or associate registrar will notify the student and generate the refund.
METHOD OF REFUND
Refunds will be applied as follows:
Following the appeal approval, the assistant or associate registrar will request a payment be made:
to Texas State University for installments, if the student has a balance;
to the student, mailed to his or her permanent address; or
as a direct deposit to the student’s bank account, if the student has set up a direct deposit option.
All documentation will be filed in the Registrar’s Office in compliance with the State’s Records Retention Policy. After that time, all records will be destroyed.
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
|University Registrar||August 1 E3Y|
|Director, Student Business Services||August 1 E3Y|
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.
University Registrar; senior reviewer of this UPPS
Associate Vice President for Enrollment Management and Marketing
Provost and Vice President for Academic Affairs