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Filing a Fee Adjustment Appeal (Request for Review of Fee, Charge, or Refund)

Issued: January 15, 2009
Responsible Official: Dean, Enrollment Management and Academic Support Service
Responsible Office: Enrollment Management and Academic Support Services


Contents Procedures



  Purpose
  Any student may appeal the assessment, application, calculation, or interpretation of any University fee, charge, deposit, refund, or any University action connected with fees, charges, refunds, and collection procedures. A written appeal for any fee, charge, refund, or calculation relating to registration fees may be filed using forms available online .Appeals will be considered and may be approved if deemed to be within University guidelines.  If the appeal is denied, the student has ten (10) business days in which to file a second appeal in writing to the Fee Adjustment Appeals Committee which meets twice each semester.  The decision of this Committee may be appealed in writing within ten (10) business days to the Assistant Vice President for Finance for a final decision. Students who appeal at this level may make an appointment to discuss their appeal. The Assistant Vice President’s decision concludes the appeals process. All appeals for Housing and Residence Life charges, parking citations, or any other fees must be filed with the appropriate office.
  Guidelines
Preliminary Information Students requesting a fee adjustment for courses must be withdrawn from the course(s) before an appeal for fee adjustment may be considered.  Students whose appeals are submitted while enrolled in courses will be notified to withdraw from the course prior to consideration.  Students who have missed the last day to withdraw or who are requesting a fee adjustment for a term that has already concluded must request a late/retroactive withdrawal from the Dean of their College. The student will be routed to the appropriate officials in the order necessary to approve a late/retroactive withdrawal.
Filing an Appeal Student is required to complete the APPEAL/REQUEST FOR REVIEW OF FEE ADJUSTMENT form on line and submit to the Office of Enrollment Management and Academic Support Services. Before submitting the appeal, the student should read the policy that pertains to the fee adjustment sought. After the student determines that the fee adjustment request is within University guidelines, the request should be submitted online to the Office of Enrollment Management and Academic Support Services. Appropriate documentation to support the request must be sent to the Office of Enrollment Management and Academic Support Services, Ellington 207, within 5 business days of the date the appeal is filed online. Examples of appropriate documentation are listed below. All decisions by the Dean of Enrollment Management and Academic Support Services will be sent to the student’s assigned University email account. Appellants who have no assigned University e-mail account will be sent a letter.(Please allow 2-3 weeks for a response.)
Appeal for refund based on Faculty Advising Error Students requesting a fee adjustment due to an faculty advising error must submit an appeal form on line. A memo on University letterhead from the advisor with a detailed account of the situation that led to the student's incorrectly being enrolled in a course must be sent to the Dean of Enrollment Management and Academic Support Services, Ellington 207. If the appeal is for a fee adjustment for late fees charged due to an advising error, the memo from the advisor must describe the circumstances that prevented the student from fulfilling registration/fee payment obligations by the appropriate deadline.
Appeal for refund based on Death in Family Students requesting a fee adjustment of tuition based on a death in the student's immediate family must submit documentation to the Office of Enrollment Management and Academic Support Services within 5 business days of filing the appeal online, supporting documentation. This includes an obituary that states the student's name as a survivor or a copy of the death certificate that includes the student's name as a relative. When exceptions are approved, the maximum fee adjustment is 75% of the fees.  If a student would, under our normal time and percentage schedule,  receive less than 75%, we may approve an exception to bring the total to 75%.  These fee adjustments are handled the same as all other fee adjustments, including determining if any part of the adjustment must be returned to federal sources. Appeals based on death in the family must comply with the University bereavement policy and be properly documented as outlined above.  
Appeal for refund based on Employer Conflict Students requesting a fee adjustment based on an employer conflict must include a letter from the employer on company letterhead with the effective date of change in the regular schedule, the date the change will occur, and the reason for the change in employment schedule/location.  Documentation from the employer should demonstrate that the cause of the employer conflict was beyond the student's control and could not have been anticipated at the time of registration. The exception rule for employer conflict fee adjustments provides a normal fee adjustment up to 75% of the fees.  If a student would, under our normal time and percentage schedule receive less than 75%, we may approve an exception to bring the total to 75%.  These fee adjustments are handled the same as all other fee adjustments, including determining if any part of the adjustment must be returned to federal sources.
Appeal for refund based on Medical Situation Students requesting a fee adjustment of tuition based on a medical situation must include a dated and signed letter from the attending physician as proof of illness with dates of illness along with the request and the impact of the illness on class attendance. The exception rule for medical refunds provides a normal fee adjustment up to 75% of the fees.  If a student would, under our normal time and percentage schedule receive less than 75%, we may approve an exception to bring the total to 75%.  These fee adjustments are handled the same as all other fee adjustments, including determining if any part of the adjustment must be returned to federal sources. Medical appeals may be granted for death/illness of family members as outlined in the University bereavement policy and proper documentation as outlined above is required.
Appeal for refund based on Military Call to Active Duty Per TBR Guideline B-060 Fees, Charges, and Refunds Pursuant to TCA 49-7-2301 and 49-7-2302, students called to active military or National Guard service during the semester are entitled to a 100% fee adjustment of mandatory fees.  Housing and meal ticket charges may be prorated based upon usage. Students requesting an adjustment of registration fees due to a call to active military service must supply the Office of Enrollment Management and Academic Support Services a copy of the official military orders.  Once received, the Dean will approve a 100% credit for all courses from which the student must withdraw due to military service. Students who receive Title IV funding are subject to any Title IV credits prior to processing the remaining credits to total 100% of mandatory fees.