UPPS No. 03.01.06
Issue No. 6
Effective Date: 10/13/2014
Next Review Date: 7/01/2019 (E5Y)
Sr. Reviewer: Treasurer
This policy sets forth Texas State University’s procedures for students’ financial obligations.
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.
The university will have a documented procedure that treats all cases equitably that will protect the university from claims of unfair treatment.
Student Business Services has primary responsibility for establishing and administering policies and procedures for the collection of students’ financial obligations.
Students’ Financial Obligations – Students are expected to meet their financial obligation to Texas State within the designated time allowed. Registration fees are payable at the time of registration, or when billed for advance registration, and students are not entitled to enter a class or laboratory until their fees and deposits have been paid. Other charges and financial obligations are due at registration or within 10 days after a bill is rendered by the university, 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 university for tuition, fees, charges, or any other financial obligations may result in any or all of the following:
dismissal from the university or other disciplinary actions;
withholding of future registration privileges;
withholding the issuance of grades or of an official certified transcript;
withholding the conferring of a degree;
bar against re-admission for the student; and
assessment of late fees.
Authorization for system-wide policies regarding student financial obligations can be found in The Texas State University System Rules and Regulations, Chapter VI, Subsections 9.2 and 9.3.
DEFINITION OF AND PROCEDURES FOR HANDLING OUTSTANDING FINANCIAL OBLIGATIONS
Student financial obligations may include the following:
tuition, room, board, drop fees, schedule change fees, late registration fees, orientation fees, application fees, and other registration-related fees (such as Technology Resources, Library, Campus Recreation, shuttle bus, Student Center);
returned checks and related fees;
payment of delinquent charges, delinquent payment penalty, installment fees;
residence hall or university-owned apartment damages, unpaid rent, late charges, unpaid electricity;
lab breakage, damaged equipment, lost equipment, chemical fees, supplies;
health center charges, x-ray charges, prescription charges, late fees;
tutorial and lost book charges;
parking permit, duplicate identification card charges, traffic violations, parking violations and associated fees;
absentia fees, transcript fees;
return of financial aid funds previously disbursed;
student loans, installments, collection costs and associated fees;
charges for other university-provided services or functions (such as canoe rental, room rental, athletic events, and fine arts programs);
property damage; or
any other debt owed to the university.
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 website) to advise students of the consequences for non-payment of fees or for failure to clear a returned check or other debts.
As consequences for the student’s failure to meet financial obligations, the university may:
dismiss the student from the university;
cancel the student’s classes;
prohibit registration activities;
withhold official transcripts;
withhold the conferring of a degree;
bar re-admission to the university;
prohibit the student from remaining in a residence hall or university- owned apartment and using a meal plan;
assess additional fees for delinquent payments as detailed on the Student Business Services website;
assess additional fees for each returned check and non-acceptance of checks for payments to the university;
report unpaid university obligations to credit agencies;
cease university-provided services; and
place warrant holds with the State Comptroller’s Office stopping state payment to the individual owing the debt.
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.
Bank Returned Payments (returned item) – The university will place students who present three bank returned items within a one-year period of time (measured from the date the first payment is returned to the date the third payment is returned) on a “cash basis” (cash, cashier’s check, certified check or credit card) for one year (measured from the date the third returned item is paid). The university will place students who present seven returned item payments, in total, on a “permanent cash basis” (cash, cashier’s check, certified check or credit card).
PROCEDURE FOR WITHHOLDING TRANSCRIPTS
The Family Educational 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.
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:
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;
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;
the registrar should afford the student an opportunity to take notes of the contents of the transcript, or pay for its duplication, or both; and
the registrar may charge only the actual copying cost for a non-certified transcript.
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.
RESPONSIBILITIES FOR COLLECTING STUDENTS’ FINANCIAL OBLIGATIONS
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 the collection of non-registration fees, per the following section.
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. Departments may request assistance from Student Business Services in collection of the debt such as a monetary hold on the student’s account and billing of the charge. Once the charge is assessed on the student’s receivable account, payments must be made through Student Business Services.
PROCEDURES FOR DISSEMINATION OF THIS POLICY
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
|Treasurer||July 1 E5Y|
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