1:021 Fees, Charges, Refunds, and Fee Adjustments
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1:021 Fees, Charges, Refunds, and Fee Adjustments

Austin Peay State
Fees, Charges, Refunds, and Fee Adjustments


Issued:  October 15, 2018

Responsible Official:  Vice President for Finance and Administration

Responsible Office:  Student Account Services


Policy Statement

It is the policy of Austin Peay State University that fees be approved by the APSU Board of Trustees.


The purpose of this policy is the establishment of a University policy regarding review and approval of fees and charges, refunds, and fee adjustments.


-Establishment and Approval of Fees and Charges
-Publishing Approved Fees and Charges
-Appeals Process
-Mandatory Fees
-Out-of-State Tuition
-Recruitment Focus Area Plan (205-R)
-Specialized Academic Fees
-Miscellaneous Course Fees
-Incidental Fees and Charges
-Room and Board 
-Other Fee and Charge Considerations
-Refunds and Fee Adjustments 


Establishment and
Approval of Fees and
  1. Establishment of Fees and Charges
    1. The Board of Trustees must establish or approve all University fees and charges unless specific exceptions are provided. The University Budget Office is charged with the responsibility of obtaining and coordinating data to be submitted to the Vice President for Finance and Administration in establishing those fees.
  2. Approval of Fees and Charges
    1. The Board of Trustees must approve specific fees as follows:
        1. Mandatory Fees (In-state tuition and program service fees)
        2. Out-of-State Tuition
        3. Specialized academic course fees
        4. Miscellaneous course fees
    2. The President or designee is authorized to approve fees and charges not reserved for specific approval by the Board of Trustees.

Publishing Approved
Fees and Charges
  1. Student Account Services is charged with the responsibility of maintaining a master fee list of all approved fees and publishing this information.
  2. The University will follow a general format in publishing information on fees and charges.

Appeals Process
  1. Any student may appeal the assessment, application, calculation, collection, or interpretation of any University fee, charge, deposit, or refund.
  2. Procedures for appealing a fee adjustment are available through the Office of Enrollment Management and are posted on the office web site.

Mandatory Fees
  1. Description of Fees
    1. Mandatory Fees include in-state tuition and program service fees.
    2. The Mandatory Fee is charged to students enrolled in credit courses. It is an enrollment or registration fee and is calculated based on the number of Student Credit Hours (SCH's) for the University for which the student enrolls. Fees are established by the Board of Trustees.
    3. The same fee is applicable to courses for which the student is enrolled on an audit basis.
  2. Rates
    1. Rates are established by the Board and incorporated in a fee schedule that groups specific fees by type of institution; and by student level (undergraduate and graduate). The hourly rate will be discounted when undergraduate students enroll in greater than 12 hours and graduate students in greater than 10 hours unless stated otherwise elsewhere in this policy.
    2. Because the University has multiple summer sessions, mandatory fees, including tuition, may be assessed by using the current part-time rate with no maximum amount for total credit hours enrolled.
    3. Mandatory fees may not be waived. However, specific exceptions are provided in the following instances:
      1. Pursuant to T.C.A. § 49-7-113, exceptions exist for certain disabled and elderly students, as well as state service retirees. For audit courses, no fee is required for persons with a permanent, total disability, persons 60 years of age or older and domiciled in Tennessee and persons who have retired from state service with 30 or more years of service, regardless of age. For credit, a fee of $70 per semester or $60 per trimester may be charged to persons with a permanent, total disability, and persons who will become 65 years of age or older during the academic semester in which they begin classes and who are domiciled in Tennessee. (Note: This fee includes all mandatory fees; it does not include course-specific fees such as all miscellaneous course fees, materials fees, application fee, online course fees and parking fees.) This only applies to enrollment on a space available basis, which permits registration no earlier than four (4) weeks prior to the first day of classes.
      2. Pursuant to T.C.A. § 49-7-102, certain statutory fee exceptions exist for dependents and spouses of military personnel killed, missing in action, or officially declared a prisoner of war while serving honorably as a member of the armed forces during a period of armed conflict. If these provisions are invoked by a student, the correct applicable law should be determined.
    4. Military reserve and national guard personnel who are mobilized to active military service within six months of attendance at the University and whose mobilization lasts more than six months shall be charged upon re-enrollment at the tuition, student activity fees and required registration or matriculation rates that were in effect when such student was enrolled prior to mobilization. After re-enrollment, no increase in tuition, student activity fees or required registration or matriculation fees shall be assessed to such student until a period of time equal to one year plus the combined length of all military mobilizations has elapsed. In no event, however, shall a student’s tuition and fees be frozen after re-enrollment for more than four years.
      1. To be eligible for the tuition and fee freeze, the student shall have completed military service under honorable conditions and shall re-enroll in the University within six months of release from active duty.
      2. A student eligible for the tuition and fee freeze may transfer from one state institution of higher education to another state institution of higher education one time with such student’s tuition and fees calculated at the institution to which the student transfers as if the student had been in attendance at that institution before the mobilization that resulted in the student’s tuition and fee freeze at the initial institution.
  3. Tuition Refunds for Activated Reserve and National Guard Personnel
    (per Tennessee Higher Education Commission; Chapter 1540-1-6 and Tennessee Senate Bill 1925)
    This policy applies to any activated Reserve or National Guard personnel ordered to active military service since August 1, 1990.
    1. Students who have been ordered to active military service and seeking a tuition credit or refund must be absent in excess of thirty (30) days during the term due to active military service.  Students absent less than thirty (30) days may receive a refund or tuition credit at the discretion of the institution.
    2. Students seeking a tuition credit or refund must present to the Associate Provost of Enrollment Management and Academic Support from competent military authority of the dates active duty was actually performed. Determination of the adequacy of documentation presented or the necessity for additional material will be at the discretion of the institution.
    3. These rules apply only to the refund of maintenance fees and out-of-state tuition.  Refunds for other fee charges such as student activity fees, vehicle registration fees, and room and board charges will be reimbursed based upon the date of withdrawal.
    4. A refund or credit for tuition may be provided only if the reserve or National Guard student did not receive a final grade in the class or the course which a refund or tuition credit is sought. 
    5. If a withdrawal occurs late in the term and one or more of the student’s instructors deem that sufficient work has been completed to warrant awarding credit, fees will be assessed at the hourly rate for courses for which credit is granted, and a refund will be made in an amount equal to the difference between that assessment and the fees paid for all courses in which the student is enrolled.
    6. Any refund or credit for tuition to which the student is entitled may be first applied to any of the student’s outstanding balances as determined by the institution.
    7. Students who are unable to withdraw from the institution at the time of military activation may withdraw within a reasonable timeframe upon completion of active duty without penalty to the student.
  4. Appeal Procedures
    Students seeking a tuition credit or refund should apply in a manner consistent with institutional procedures now in place for withdrawal from the institution.  Please click on the following link, Withdrawals, for instructions on Withdrawal from the University.  Procedures for fee appeals can be found at www.apsu.edu/appeals
  5. Awarding a W (withdrawal) or I (incomplete) Grade for Service Members Called to Active Duty
    Military reserve and national guard personnel who are called to active duty shall be allowed to withdraw, even if the deadline to withdraw from courses has passed, or to receive a grade of incomplete in any course in which the service member is enrolled.  The withdrawal or grade of incomplete shall be reflected on the service member’s transcript.
  6. Financial Aid Implications
    1. Students receiving a tuition credit or refund will be responsible for repayment of financial aid where applicable.
    2. A service member that is called to active duty and must withdraw from a course or receive a grade of incomplete, then the withdrawal or grade of incomplete that is related to the service absence shall not affect eligibility or continuing eligibility for state or institutional financial aid, including scholarships or grants, upon reenrollment at the institution.
    3. The semester hours attempted for courses from which the military service member withdrew or received a grade of incomplete shall not count against any limitation or receipt of state or institutional financial aid, including scholarships or grants.
    4. Future consideration for state or institutional financial aid, scholarship and grants shall not be affected by the withdrawal from a course or the receipt of a grade of incomplete due to mandatory service obligations.

Out-of-State Tuition

Description of Fee

  1. This is an additional fee charged to students classified as non-residents who are enrolled for credit courses, including audit courses. This fee is in addition to the mandatory fees.
  2. Out-of-state tuition fee rates are established by the Board of Trustees and are incorporated in the annual fee schedule.
  3. A separate hourly rate for out-of-state tuition will be set for undergraduate and graduate students.
    1. While the per-hour rate for graduate students will be higher, the rates will be set so that a full-time graduate student and a full-time undergraduate student will pay approximately the same amount for out-of-state tuition.
    2. A full-time student is defined as an undergraduate enrolled in 12 hours or a graduate student enrolled in 10 hours.
  4. Applicability of out-of-state tuition is determined pursuant to APSU Policy 1:014. Student Account Services will collect fees based upon student classification as determined by the appropriate authority within the University.

Recruitment Focus
Area Plan (250-R)

Description of Plan

  1. The 250-R rate is available to students who graduate from a high school located in a county within a 250 mile radius of APSU.
  2. The out-of-state tuition rate charges to students eligible for 250-R will pay a reduced rate based on the state subsidy per full-time equivalent for the prior fiscal year. This rate will be capped at 12 hours for undergraduate and 10 hours for graduate students.
  3. This plan does not impact students who otherwise qualify for the border county classification or other in-state residency qualifications.


Description of Fee

  1. The eRate is available to students who enroll at APSU, who are classified as non-residents of Tennessee, and who are enrolled exclusively in online courses.
  2. The eRate is 150% of the University's approved undergraduate or graduate mandatory fees.
  3. The hourly rate will not be discounted for students receiving the eRate and enrolling in greater than 12 undergraduate hours or 10 graduate hours.
  4. To qualify for an eRate, students must:
    1. Meet all University admission requirements and must be verified as an online out-of-state student enrolled exclusively in courses delivered online by a procedure documented by the institution.
    2. Qualify as out-of-state students in item 2 above refers to geographic location and does not include undocumented students living in Tennessee.
  5. Students enrolled in any type courses other than online (on-ground,telecourse, hybrid, distance education, etc.) will not be eligible for the eRate specified in this policy and will instead incur traditional non-resident fees and charges.
    1. Students who enroll in both online courses and other type courses and subsequently drop the other type courses will not then become eligible for the eRate. 
  6. The University enrolling eRate students as defined in this policy must provide a method to mitigate any negative impact on the opportunity for Tennessee student enrollment in online courses.

Specialized Academic
  1. Certain academic programs require expensive maintenance/updating of equipment and software and the employment of highly qualified staff. The high costs of instruction for these programs can be offset by establishing specialized academic fees, with the Board’s approval. To receive approval for a specialized academic fee, a program will be required to meet criteria 1. High Cost of Instruction as defined below. Additionally, the program should document meeting criteria 2.-7., as applicable.
    1. High Cost of Instruction. Programs qualifying for charging specialized academic fees must demonstrate that they are more costly than other programs offered by the University. If appropriate, the extraordinary cost of the program must be validated including benchmarking with similar programs in the region and nation.
    2. High Demand. The number of students enrolled in the program and the student credit hours generated are sufficient to justify additional fees.
    3. High Cost of Updating/Maintaining Equipment and Software. Programs qualifying for charging specialized academic fees are expected to be those that require extensive maintenance and regular updating of equipment and/or software, all of which are very expensive. An average hardware/software cost per student credit hour serves as the basis for determining the amount of the fee.
    4. Accreditation. Meeting standards of specific accrediting agencies may also qualify a specialized program for charging specialized academic fees.  The accrediting standards that justify a fee are those that specify the possession and use of certain equipment and unique software that are extraordinarily costly and/or the employment of faculty with specific credentials that demand high salaries.
    5. High Recognition and Quality. The programs approved for specialized academic fees are expected to be distinctive and with a regional or national reputation. The program must demonstrate that it has achieved exceptional recognition in its particular enterprise.
    6. High Value to Tennessee. The program must demonstrate that it is a good investment for the State of Tennessee to justify charging extra fees to the student. The program should be distinctive and not one duplicated in other State institutions and should be of integral value to Tennessee.  The graduates’ earning potential and the associated benefit to the state economy should be projected, as well as the efforts taken by the University to aid graduates in finding appropriate employment in Tennessee.
    7. Impact on Affected Students. Through surveys, questionnaires, or other suitable means, the program must demonstrate that the charging of additional fees will not diminish enrollment. The program should demonstrate that enrolled students realize that the potential earning power in the work force justifies their additional investment.
  2. The University must submit documentation of the above applicable criteria when requesting approval of a specialized academic fee. Specialized academic course fee revenues are limited to funding related costs accumulated in the instruction function.

Miscellaneous Course
All miscellaneous fees must be approved by the Board of Trustees. Fees for courses requiring special off-campus facilities or services do not require Board approval but should reflect the cost of the facilities or services.

Incidental Fees and
Incidental fees will be uniformly charged (or, if applicable, to the extent that they remain within the set range) at the University both as to the amount and condition of assessment. Charges are subject to approval by the President.

  1. A deposit may be established by the University for rent or lease of buildings and facilities or for the issuance of other institutional property or equipment. Deposits should be subject to a 100% refund if no damage or loss occurs. The amount of such deposits should be related to the value of the facilities or equipment subject to loss and the general ability of the University to secure reimbursement should loss or damage occur.
  2. Pursuant to APSU Policy on Student Residence Regulations and Agreements (No. 3:004), the University is authorized to require a security deposit for residence hall facilities which may be forfeited by the student for failure to enter into a residence agreement or non-compliance with applicable agreement terms.

Room and Board
  1. All regular and special rental rates for student residence halls and student apartments will be approved by the Board of Trustees upon the recommendation of the University. All meal plan rates will be approved by the President. The University may recommend special rates for non-student groups during summer periods, etc.
  2. Pursuant to APSU Policies on Student Resident Regulations and Agreements (No. 3:004) and this policy, rental for residence hall and student apartments shall be payable in full in advance of the beginning of a term. However, the University offers an optional payment plan under which a prorated amount of the rental shall be payable monthly in advance during the term. Specific provisions for the payment plan must comply with those cited in Policy No. 3:004. A monthly service charge and a late payment charge may be assessed. Residence Hall students can participate in either the deferred installment plan or the optional monthly housing payment plan. The University has the option of allowing students to participate in both the deferred installment plan and the optional monthly housing payment plan.

Other Fee and
Charge Considerations
The University may submit for Board of Trustees approval fees and charges not specifically covered by this policy when the establishment of a fee or charge is justified by the University.
  1. Fees may be established to control the utilization of facilities and services or to offset the cost of extraordinary requirements as a result of specific programs or activities. [Reference APSU Policy on Access to and Use of Campus Property and Facilities (No. 1:019).]
  2. When fees and charges are incorporated in agreements with outside contractors and vendors, specific rates, refunds and conditions must be clearly stated.
  3. Fees for auxiliary services must take into consideration that Auxiliary Enterprises should be a break-even operation with rates and charges generating revenue sufficient to cover all expenses as defined in operating budget guidelines.
  4. Fees established for non-credit courses and activities shall be sufficient to cover the total costs incurred in providing instruction plus a minimum of 25% of the annual instructional salary costs including contractual salary costs or personal services contracts.
  5. Students enrolled for six or more hours are eligible for full-time privileges, i.e., access to social, athletic, and cultural functions, pursuant to T.C.A. § 49-8-109.

Refunds and Fee
  1. Adjustments to all fees and charges must be in accordance with the following provisions except as previously stated, or when required by federal law or regulation to be otherwise.
  2. Pursuant to T.C.A. §§ 49-7-2301 and 49-7-2302, students called to active military or National Guard service during the semester are entitled to a 100% adjustment or credit of mandatory fees. Housing and meal ticket charges may be prorated based on usage.
  3. Mandatory Fees Refunds and Adjustments procedures will be posted appropriately on the website.

Revision Dates

APSU Policy 1:021 - Rev.: October 15, 2018
APSU Policy 1:021 - Rev.: September 15, 2017
APSU Policy 1:021 (previously 4:011) – Rev.: March 30, 2017
APSU Policy 1:021 – Rev.: September 14, 2015
APSU Policy 1:021 – Rev.: May 23, 2011
APSU Policy 1:021 – Rev.: February 8, 2006
APSU Policy 1:021 – Rev.: June 28, 2001
APSU Policy 1:021 – Rev.: September 26, 1994
APSU Policy 1:021 – Issued: August 1, 1986

Subject Areas:

Academic Finance General Human



President: signature on file