If a department determines that a student is registered for classes, but is ineligible to attend the University due to academic deficiencies, disciplinary or other reasons, and takes action to cancel their registration, it will be treated as a registration cancellation rather than a withdrawal. It is the department’s responsibility to notify the Office of Admissions and Records of the cancellation, preferably prior to the first day of classes, in all cases on or before the official census date. Notification can be by phone, but must be followed up in writing. A 100% refund will be provided as long the cancellation is completed on or before the official census date. After that, the student will have been included in the official attendance report to the state and we will be required to handle the matter as a withdrawal. This means the student will receive a prorated and substantially reduced refund, or no refund at all.
Appeals of Academic and Disciplinary Suspension
If a student is registered for classes, and is appealing an academic or disciplinary suspension, which may not be resolved before the official census date, the department should contact the Office of Admissions and Records. In most cases the student will be required to make a decision whether or not to remain enrolled until the resolution of their appeal. They will have to decide whether to risk the loss of money paid towards tuition and fees should the suspension be upheld, or they can accept an administrative cancellation prior to the official census date and receive a full refund of payments made.
Nonpayment of Tuition and Fees-Cancellation Criteria
Student registrations may be canceled if payment has not been received for all tuition and fees due. If a student’s payment is inadequate to hold their registration and the student is not on the installment plan, they will automatically be placed on installments. If payments made are then adequate to cover tuition and fees due, they will not be canceled.
Please advise any student who tells you that he or she has registered for classes, but has decided not to attend, that they must contact Financial Management Services, or the Office of Admissions and Records, and request that their registration be canceled.
Do Not Assume Automatic Cancellation for Nonpayment
Students must not assume that their registration will be canceled "automatically" if they do not make a fee payment. There are a number of circumstances when a registration will be held, even if the student has not personally made a payment. For example, a registration may be held by a financial aid award even though the award has not been received from the sponsor and does not appear on the student’s account. Please advise any student who tells you that he or she has registered for classes, but has decided not to attend, that they must contact Financial Management Services, or the Office of Admissions and Records, and request that their registration be canceled. Otherwise, they will be held accountable for their registration and for financial aid and payment of tuition and fees.
Failure to Act in Accordance with Policy May Result in Liability
Registration errors that result in financial obligations to students happen more often than we would like. In all cases, an attempt will be made to resolve the matter within the authority provided to the University by state law. It is important to remember, however, that no funding has been established to provide students with relief from financial obligations that are caused by mistakes in the registration process. Students will be held accountable for errors on their part. However, in order to prevent students from being penalized for situations beyond their control, both academic and administrative departments may be required to assume responsibility for financial relief to students for obligations that result from errors or omissions on the part of the University. The sooner the Office of Admissions and Records or Financial Management Services is notified of a problem, the more likely it is that a solution can be found.
Registration Cancellations- Rules of Thumb
- Registrations will be canceled if tuition and fees due are not paid. Students will be automatically placed on installments if doing so results in payments made being adequate to cover tuition due.
- Do not assume that a registration will be canceled. If a student notifies you that they will not be attending, contact either Financial Management Services or the Office of Admissions and Records and ask that their registration be canceled.
- No variances to state law pertaining to fee payments or refunds are provided for students appealing academic or disciplinary suspensions.