Tuition Appeal Information
Process, Policies and Procedures
Purpose of the Appeal Form
This form may be used by students who have withdrawn, or wish to withdraw, from one or more classes (after the 15th calendar day of a regular quarter, the eighth calendar day of a summer session, or after the winter intersession deadline) when they feel that mitigating circumstances justify an exception to university tuition and fees refund policy (click here to view). It is NOT to be used to present an appeal for permission to drop classes after the 35th calendar day (17th calendar day for summer sessions). A form for that purpose is available in the student services offices in the student's college or regional dean's office.
This form also may be used by assistant deans, student services directors, or the Office of Graduate Studies to present reasons why exceptions should be granted in cases in which the University or its staff are culpable. Tuition Appeals are not approved for reasons of financial need or fear of low grades.
Submitting the Form
Students interested in filing an appeal must contact student services personnel, in their college or regional campus dean's office, to discuss the appeal process and to receive guidance for preparing the appeal. After the appeal is completed, student services personnel will submit it to the Appeals Panel for consideration. The Appeals Panel will not consider appeals that have not been vetted through the appropriate dean's office.
Financial Aid
Students who have received financial aid should be aware that approval of their appeal may result in them having to repay financial aid. Students should discuss this possibility during their conversations with the student services personnel in your college or regional dean's office.
Appeals After Grades are Assigned
Appeals cannot be processed for courses with grades other than W, WP, WF, FS, or FN.
Student Letter of Appeal
Students submitting appeals must write a letter to the panel describing the reason(s) and justification for requesting tuition reimbursement. The letter should contain information regarding the extenuating circumstances that prevented the student from attending class, completing course work, specific dates of occurrences, the name of persons contacted, and any steps the student took to address the problem at the time it occurred.
Supporting Documentation
Documentation supporting the reason for the appeal is required for all requests. Verification of last day attended, or non-attendance, must be obtained from the instructor of each course noted in the appeal.
Examples of Exceptional Circumstances and Supporting Documentation
Accidents, injuries, and other health-related problems - letter from medical provider (s)stating the severity of the condition, dates of office visits and treatment, the general circumstances and nature of treatment, and the impact of the condition on the student's ability to attend class and/or perform class requirements. The letter must be on the medical office letterhead and be signed by the appropriate medical professional.
Work conflicts
- Letter from employer, on company letterhead, stating the work dates/schedule and reasons the student was required to work.
Transfer to/attendance at another institution
- official enrollment verification by a member of the Office of the Registrar or other official at the enrolling institution, on institutional letterhead or other official document, stating the start and end dates for the appropriate quarter(s)/semester(s) in question. In some situations you may be asked to have the signature on documents notarized.
Military personnel called to active duty - copy of military orders.
Steps in the Appeals Process
1. Student completes the appeal form.
2. Student writes a letter documenting the justification for the appeal.
3. Student obtains supporting documentation (correspondence, statements from instructors, physicians, etc. as appropriate).
4. Student pays the $5 processing fee at the cashiers window in the bursar's office and attaches the receipt to the appeal or attaches a personal check for $5.
The fee is waived in documented cases of an error on the part of the University.
5. Student submits the appeal to his/her college dean's office.
In cases involving student disability or an error on the part of the university a representative of the dean's office and/or office of student services can complete the form for the student.
6. Personnel in the dean's office reviews the appeal, attaches appropriate forms and any additional information necessary, and forwards it to the appeals panel for review.
7. The appeals panel discusses the merits of the appeal and makes a decision and, if approved, sends appropriate forms to the Registrar's Office for processing.
8. The appeal form and supporting materials are returned to personnel in the dean's office.
9. Personnel in the dean's office contact the student regarding the panel's decision.
ADDITIONAL INFORMATION
Canceling Registration
Withdrawing from Classes
Withdrawing from the University
Once the term begins you cannot perform a complete withdrawal (i.e. withdrawing from all of your classes) using Web Registration.
One class will remain on your registration. You must contact student services personnel in dean's office of your college or regional campus.
Canceling your housing does not cancel your classes.
You must contact the Registrar's Office. You need to make an appointment with a Residence Life staff member in your building or contact the Housing Office: http://www.facilities.ohiou.edu/housing/rs/index.php Phone: 740-593-4090
Cancellation of Registration/Dropping All Classes
Cancellation of registration is defined as dropping all classes before the first day of classes in each quarter or sub-term. You may cancel your registration by using Web Registration or contacting the student services office of your college or regional campus. Cancellation will result in removal of these courses from your academic record. Official cancellation from the University prior to the beginning of classes entitles students to a refund of 100% of tuition and registration fees. If you are canceling all classes contact the Registrar's Office to confirm that all canceled classes were removed from your record.
Financial aid recipients who officially cancel their registration prior to the first day of the quarter are not entitled to receive any financial aid for that quarter. Any refunds received for that quarter MUST be returned. All financial aid credits appearing on the student’s bill will be removed.
Withdrawing from the University
In order to officially withdraw from the university, you must complete a withdrawal form available from student services personnel in the office of your college or regional campus dean. Graduate students must contact the Office of Graduate Studies. Withdrawal is not permitted on or after the last day of classes.
Informing housing that you are withdrawing from the University does NOT withdraw you from classes.
When withdrawing from the University you are encouraged to save documentation indicating that you contacted the dean's office, the Registrar's Office, and University Housing (if you live in student housing) in case it is needed later.
Withdrawals during the first 15 calendar days of the Quarter
Official withdrawal during the first 15 calendar days of the quarter or 8 calendar days of a sub-term entitles students to a refund of 80% of registration fees. Students will owe 20% of their tuition charges. Withdrawals from courses during the first 15 calendar days of the quarter will result in removal of these courses from your academic record. Financial aid will be reduced according to the Withdrawal Policy for Financial Aid Recipients located at: <http://www.finance.ohiou.edu/disbursement/withdraw.html
Withdrawals after the 15th Calendar Day of the Quarter
There is NO refund or reduction of registration fees for withdrawals after the 15th calendar day of the quarter. Students will receive WP or WF grades for courses and these withdrawals will appear on the students’ academic transcript. Students who withdraw will have their financial aid reduced according to the Withdrawal Policy for Financial Aid Recipients found at:
<http://www.finance.ohiou.edu/disbursement/withdraw.html
Medical Withdrawals
Medical withdrawals are withdrawals, cancellations, or credit hour reductions that are approved for medical reasons. They may occur up through the ninth week of the quarter or up through the fourth week of a summer session. The effective date of withdrawal is the date treatment is sought at the student health center (or another medical provider) or the last date the student attended classes (depending on the particular circumstances as determined by the Director of Student Health Services). Granting of withdrawals after this time period is made by exception upon consensus between the academic dean and appropriate medical director. Refunds involving medical withdrawals for financial aid recipients are based on mandated federal formulas. Requests for tuition refunds for medical withdrawals are made by filing a Tuition Appeal Form (see below). Students should first contact the Student Services Office of their college or regional campus to discuss the procedure for filing a Tuition and Fees appeal.
Dropping Individual Classes
Dropping a class (or classes) is permitted using Web registration through the 35th calendar day of a quarter or the 17th calendar day of a sub-term. If you drop a class during the first 15 calendar days of a quarter or 8 calendar days of a sub-term, there will be no record of that class on your DARS or transcript.
Students dropping below full-time status (11 credit hours for undergraduates; 9 hours for graduate students) during the first 14 days of the quarter will have tuition charges adjusted accordingly. Students will be credited with the difference between the cost of full-time status and the number of credits they are currently taking. For information concerning fee changes, see regulations under fees in the Ohio University Undergraduate Catalog at: http://www.ohiou.edu/catalog/
Students Suspended or Expelled as a Result of Disciplinary Action
Students suspended or expelled from the institution during the academic quarter may be eligible for a tuition and fee refund following the policies described above. University Judiciaries or the Office of the Dean of Students will be able to advise students on whether their particular circumstance would justify eligibility for a tuition refund.
*Grade changes can only be authorized by the course instructor or through the grade appeal process.
For information about the grade appeal process go to: http://www.ohio.edu/facultysenate/handbook/IV-Academic-Activities.cfm#CP_JUMP_122275
