2022-23 Undergraduate Catalog

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Refunds

Excess Funds

No excess funds will be issued until a credit appears on the student’s account. When financial aid—including scholarships, grants, loans, etc.—has been received and a credit balance is generated, the student will be eligible for a refund. In no case will money be refunded to a student while that student owes money to the University. No refunds will be issued prior to Census Day. Refund requests may be submitted via the CAMS Student Portal. Student account credits are cleared each semester.

Withdrawal from University

All students who are withdrawing must complete a Withdrawal Request Form with the Business Office’s approval. Each student will be given instructions regarding the withdrawal process. A Withdrawal Request Form with appropriate signatures must be completed and returned to the Registrar’s Office before a withdrawal is official. In some cases, withdrawal from UTS before completing the semester/session may result in the student owing a balance to UTS. Note: Students who stop going to classes should officially withdraw so as to have a W/WP/WF entered upon a transcript and not an F.

Tuition Refund

Students who drop a class or withdraw from all classes during an enrollment period may receive a tuition refund credit based on the following schedule. For students who receive federal financial aid and withdraw, drop out, or are dismissed from school, a refund will be calculated based on federal guidelines for returning Title IV funds and the following schedule, a basic outline. Full regulations are on file in the Business Office. Refund examples are also available in the Business Office and will be provided upon request.

Credit for institutional charges for fall and spring semesters, as well as for each session of Evening College and Summer School, will be made according to the Refund Calendar. See

Refund Calendar.

Charges are prorated from the first scheduled class period until actual withdrawal. There is no credit for temporary absences. Dropped labs or special fees, unless non-refundable, will be prorated based on the above schedule.

Institutional aid refunds will be calculated on the same basis as tuition (stated above). In no case will institutional funds generate a refund greater than the amount of personal funds received. In some cases, a withdrawal or a dropped class may result in a balance owed to the University.

Check with the Registrar’s Office, Financial Aid, and the Business Office before dropping a class(es) or withdrawing from the University completely to discuss academic and financial ramifications.

Dropped Courses

If a course dropped before the end of a refund period causes a student to drop below full-time status, institutional aid will be calculated based on the number of hours attempted after the course is dropped. You may be eligible for certain Federal Financial Aid depending on class attendance. A “return of Title IV funds” calculation will be made only when a student withdraws from all courses. Contact the Business Office and Financial Aid Office prior to making the decision to drop below 12 credit hours to determine how this will affect your financial situation. Remember: dropping classes and withdrawing from the University are two different things.

Room and Board Refund

Cancellation by the University: Any student’s Room and Board Agreement shall terminate at the discretion of the University in the event of any of the following:
1) the premises or the unit are destroyed or, in the opinion of the University, unsuitable or unavailable for occupancy for any reason;
2) the student ceases to remain a student in good standing with the University during any regular academic term within the period of the Agreement;
3) the student violates any covenant, term or condition of the Agreement and any other rule or regulation incorporated into this Agreement by reference; or
4) the institution gives the student written notice of termination at least thirty (30) days prior to the date when such termination will be effective.
Upon reasonable notice, the University reserves the right to terminate Room and Board Agreements due to public health emergency needs, including COVID. In the event the University terminates Room and Board Agreements due to public health concerns, the University will offer fair and reasonable reimbursements for impacted students as appropriate and based on information available at that time.

Cancellation by the Student:

1) A student may be released from this Room and Board Agreement before the first date of the Room and Board Agreement by submitting submit a written request to the Office of Residential Life to terminate the Agreement. The determination of whether to grant the request for termination of the Agreement is within the sole discretion of the Housing Appeals Committee, and such a request will be approved only in exceptional cases. The student agrees to accept the decision of the Housing Appeals Committee. If the University approves the written request for termination of the Agreement, the student may receive a refund of housing fees as set forth in this Agreement.
2) A student may be released from this Room and Board Agreement after the first date of the Agreement by:
a) withdrawal or graduation from the University at the end of a semester; b) dropping below full-time student status at the end of a semester, as defined by the current University catalog; c) leaving the University at the end of a semester to participate in one of the University’s academic internship programs; d) an emergency release granted by the Vice Chancellor for Enrollment Management and Student Affairs or the Office of Residential Life.

Refunds:
Refund of the full advance payment will be made when one of the following conditions is met before the date of Check In:
a) University approves the written request for termination of the Agreement before the first date of the Room and Board Agreement;
b) the student is prevented from entering the University because of medical reasons confirmed in writing by a licensed physician;
c)residence hall space is not available.
Refunds of payment will be prorated on a weekly calendar basis when the student is forced to withdraw from the residence hall after check in under one of the following conditions:
a) medical reasons confirmed in writing by a licensed physician;
b) at the request of the University for other than disciplinary reasons;
c) in case of death.
Refunds of residence hall rent will follow the refund rates and schedule defined in the current University catalog when the student withdraws from the University after Check In. Students withdrawing from the University have three (3) days after the date of withdrawal to vacate the premises and follow Check Out procedures. After this period, the University may enter and take possession of the premises.
Cancellation of the Room and Board Agreement for any reason not addressed above or approved by the Dean of Students from the start of the Agreement through the end of the Agreement will result in the student will be responsible for paying 50% percent of the remaining balance of the yearly residential life charges.


Students Receiving Title IV Funds

All students receiving federal financial aid are subject to federal regulations enforced by the U.S. Department of Education. The following procedure is used in determining the amount of federal financial aid to be returned to Title IV programs:

  • The date of withdrawal is determined.
  • The percentage of the payment period or period of enrollment attended by the student is determined.
  • The amount of Title IV aid earned by the student is determined by multiplying the total Title IV aid for which the student was eligible by the percentage of time enrolled.
  • The amount earned is compared to the amount disbursed. If the amount earned is greater than the amount disbursed, then a post-withdrawal disbursement must be made if the student is eligible for a “late disbursement.” If the amount disbursed exceeds the amount earned, the Title IV aid must be returned.

The responsibility for returning unearned aid is allocated between the institution and the student according to the portion of disbursed aid that could have been used to cover institutional charges and the portion that could have been disbursed directly to the student once institutional charges are covered.

The institution must return the unearned aid. Unearned Title IV aid is distributed back to the Title IV programs from the institution as required by federal guidelines in the following order: Unsubsidized Federal Direct Stafford Loan, Subsidized Federal Direct Stafford Loan, Federal Perkins Loan, Federal PLUS, Federal Pell Grant, Academic Competitiveness Grant, National SMART Grant, Federal SEOG, other Title IV programs.

If the amount that the institution is responsible for returning is less than the total amount of aid that needs to be returned, the student is responsible for the remainder. The order of the return of funds by the student is as follows: Federal Pell Grant, ACG, SMART, SEOG (x 50%), and other Title IV programs (x 50% for grant funds).

Refund Appeals

A student who has unusual, exceptional, and/or extenuating circumstances involved in their withdrawal from college may appeal the refund determination in writing within thirty (30) days from the date of withdrawal. The appeal will be considered by a committee composed of the Chancellor of the University, Vice Chancellor for Enrollment Management and Student Life, Assistant Vice Chancellor of Finance, a member of the faculty, and a member of the student body. In no case will money be refunded to a student while that student owes money to the University.