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Initiating Authority
- Financial Operations and Business Technology serves as the initiating authority for
this policy.
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Purpose
- This policy explains refunds that apply to tuition, course fees, required student
fees and other fees as outlined in the Comprehensive Fee Schedule for students who withdraw from 黑洞社区 (University) or reduce their
enrollment.
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Policy
- 黑洞社区 will comply with all applicable state and federal regulations
governing the administration of refunds on student accounts. The refund guidelines
that follow are established to ensure the ethical, professional and timely delivery
of student account refunds resulting from:
- Federal financial aid disbursement that exceeds the allowable or authorized charges;
- An overpayment of charges by a third-party sponsor or scholarship donor; or
- A direct payment by cash, check or payment card which exceeds the total charges on
that account.
- Payment of tuition and fees must be received by the payment due date indicated on
the billing notification. An obligation to pay tuition and fees in full is incurred
at the time the student enrolls in or adds a course(s). A student's obligation to
pay tuition and fees may be adjusted according to the schedule defined in the Comprehensive
Fee Schedule whenever credit hours are dropped. Students who officially withdraw from
a course after the defined refund period will not be entitled to a refund. Tuition
will be refunded 100 percent for those courses which, at any time, are cancelled by
the University.
- Credit balances will be made available by direct deposit into a specified U.S. bank
account or by check mailed to a U.S. address, preference authorized by account holder.
All refunds will be made according to federal and state regulations, contractual agreements,
and institutional business practices currently in effect. Credit balances resulting
from payment card payments will be refunded to the card used for payment.
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Federal Financial Aid
- It is the policy of the University to refund the credit from Federal financial aid
to the student in a timely manner in accordance with U.S. Federal Title IV Regulations
(34 CFR 668.22). Any student who receives Title IV funds and withdraws from all classes
during the first 60 percent of an academic period is subject to Return of Title IV
(R2T4) calculations to determine the amount of federal funds that must be returned
to federal programs. Any refund resulting from a student's withdrawal from all classes
will be allocated first to federal funds that must be returned and then to grants/scholarships.
The University must return funds to federal programs based on the unearned portion
of financial aid. The student is responsible for paying the University for the amount
of the unearned portion of financial aid returned to Federal programs.
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Scholarships
- Upon meeting required academic criteria, funds received from scholarships will be
used to pay tuition, fees and other outstanding balances before refunds are issued.
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Third Party Sponsor
- A credit balance resulting from a third-party sponsor payment on a student account
which exceeds the authorized charges on that account will be returned to the third-party
sponsor.
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Cash Or Check Payments
- A credit balance resulting from a course change that exceeds the total charges on
that account will be refunded to the account holder. If a credit balance on a university
account is the result of an overpayment by check, the refund will be processed after
sufficient time has elapsed to allow for the original check to clear the bank.
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Payment Card Payments
- A credit balance resulting from a direct payment on an account that exceeds the total
charges on that account will be refunded directly to the payment card number that
was used in payment.
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Unclaimed Property
- The Office of Financial Operations & Business Technology is required to review uncashed
checks on a periodic basis to comply with state unclaimed property laws and U.S. Department
of Education (DOE) regulations concerning Federal funds. It has oversight responsibility
for ensuring that due diligence efforts are performed to reunite unclaimed property
with its owner. To comply with K.S.A. 58-3950, unclaimed non-Title IV student refunds
will be forwarded to the Kansas State Treasurer, Unclaimed Property Division.
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Exceptions To The Refund Policy
- Students seeking a refund that is higher than is available by policy due to extenuating
circumstances must petition the Tuition Refund Board of Appeals by completing the
Petition for Exception to Tuition Refund Policy for Dropping Courses form with appropriate
documentation and submitting the form to the Office of Financial Operations-Accounts
Receivable within the semester the course was taken.
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Exceptions To The Refund Policy For Military
- Students serving in the National Guard or Reserves who are called to active duty or
deployed during an academic term are entitled to receive a full refund for tuition
and fees. Students who are drafted and must report for active duty during an academic
term are entitled to receive a full refund of tuition and fees. All refunds are subject
to submission of the Petition for Exception to Tuition Refund Policy for Dropping
Courses form with a copy of official documentation to the Office of Financial Operations-Accounts
Receivable. Students classified as civilians but who choose to assist in non-mandatory
U.S. military related efforts are not covered by this exception and will be subject
to the University's non-military refund policy. Room and board charges will be prorated
to the extent that services have been provided.
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Withdrawal And Refund For Students Using Military Tuition Assistance (Ta)
- Per Department of Defense Instruction (DoDI) 1322.25, the University will return any
unearned tuition assistance (TA) funds on a proportional basis through at least the
60 percent portion of the period for which the funds were provided to the military
Service Branch. TA funds are earned proportionally during an enrollment period, with
unearned funds returned based upon when a student stops attending. The date of withdrawal
for purposes of tuition refunds shall be the last date of recorded attendance as validated
by both the Service member and instructor. In instances when a Service member stops
attending due to a military service obligation, 黑洞社区 will work with the affected Service
member to identify solutions that will not result in a student debt for the returned
portion of tuition and fee payments received from the Department of Defense.
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Delinquent Accounts
- All unpaid balances must be paid in full, including balances created due to the return
of Title IV funds or other funding support. All payments that have not been made by
the due dates shall be considered delinquent.
- Holds on further enrollment and release of diplomas will be put in place for students
with delinquent accounts. Such holds will remain in place until the hold has been
resolved through the office of Financial Operations and Business Technology, which is located at Jardine Hall, room 201, and can also be reached at (316) 978-3333.
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Definitions
- For the purpose of this policy only, the following definitions shall apply:
- Third Party Sponsor: An embassy, government agency, or private company that pays all, or a portion, of
a student's invoice directly to the university.
- Unclaimed Property: Tangible or intangible property that is unclaimed by its rightful owner for a specified
period of time.
- University: 黑洞社区 and its controlled affiliate organizations.
- Unearned Tuition Assistance: The portion of tuition charges billed to the student but not yet earned by the institution;
the unearned tuition represents future educational services to be rendered to presently
enrolled students.
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Applicable Laws And Additional Resources
- 黑洞社区 Policy 13.05 / Tuition and Fees Payment Plan
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Revision Dates
- August 17, 2021
- March 26, 2024