Tuition and Fee Deferments and Refunds
Tuition and Fee Refund Policy for Physical or Financial Hardship - 4D2
This Policy is enacted pursuant to SIU Board of Trustees policy on refund of tuition and student fees (BOT Policy 4.A.6.c), and as otherwise required by State or Federal Law.
It is the goal of this Policy to assist students who have encountered a significant physical and/or financial hardship while attending SIUE, in addressing their needs, and working to limit the debt owed by these students, thus assisting them if and when they choose to re-enroll.
- Requests for Refunds and Withdrawal from the University within University Specified Time Periods
A refund of tuition and associated student fees is granted according to the University's refund policy when students drop individual courses or withdraw from all courses by submitting a written request to the Service Center within established deadlines. Information regarding withdrawal from individual courses or withdrawal from the University may be found here. - Requests for Refunds and Withdrawal from the University Due to Significant Financial Hardship
Students who experience significant financial hardship (including a significant cost of living increase and/or sudden and consistent lack of transportation) should consult with the Offices of the Bursar and Student Financial Aid prior to withdrawing to explore potential resources that would support continued enrollment/term completion. If it becomes necessary to withdraw from the University as a result of the significant financial hardship, students may request consideration of a refund of tuition and associated fees that were not otherwise eligible for refund. These requests will be reviewed by the Withdrawal and Refund Appeals Committee. Students will be required to provide appropriate documentation to support their request by the last day of the term in which they withdrew. If it is determined by the Committee that the financial or transportation hardship has impeded the student's ability to continue, the Committee will analyze the situation to determine the appropriate amount of tuition and fees to be refunded. - Requests for Refunds Outside of University Specified Time Periods
The following apply to requests for refund of tuition and student fees in cases where withdrawal from courses occurs after the time periods specified in the University's refund policy. Refunds of tuition and student fees approved in such cases are made at the University's discretion.
- Authority
The Vice Chancellor for Student Affairs is designated by the Chancellor to oversee the process for considering requests for refund of tuition and general student fees in cases where withdrawal from courses occurs after the time periods specified in the University's refund policy. The review of requests and decisions regarding those requests are made by the "Withdrawal and Refund Appeals Committee." The decisions of the Withdrawal and Refund Appeals Committee are final. - Composition of the Committee
The Withdrawal and Refund Appeals Committee shall be comprised of representatives from the Offices of the Bursar, Financial Aid, Registrar, Provost, Academic Advising, and Student Affairs. - Scope of Requests
The Withdrawal and Refund Appeals Committee reviews student requests to:
- Receive a full or partial refund or credit for tuition and mandatory fees for specific courses or semesters.
- Receive a back-dated withdrawal from a course or semester.
- Request, in the case of extenuating circumstances, that final grades revert to "W".
Typically, a student files an appeal because of an extraordinary occurrence such as a medical or personal hardship encountered during the semester. Reasons for which refunds may be granted include entry into military service, an extreme medical emergency or health condition that affects the student, or a medical issue of a family member for whom the student has to become a part-time or full-time caretaker, and which is of such a nature as to prevent the student from continuing their education.
A student requesting a refund must withdraw from courses before the request for a refund will be acted upon.
The deadline to submit such appeals to the University is one calendar year from the end of the semester in question.
Multiple appeals for the same circumstances will not be considered. Appeals that are approved are done so as a one-time exception. If an appeal is approved, future requests for extensions of registration, withdrawal and refund deadlines will not be approved, absent significant exceptional circumstances. - Making the Appeal
Students must fully complete the "Withdrawal and Refund Appeal Form." Copies of the form are available on the Registrar's website, or by following this link.
Supporting documentation must accompany the "Withdrawal and Refund Appeal Form." Forms submitted without explanation and supporting documentation WILL NOT be reviewed.
Supporting documentation could include a doctor's or mental health professional's statement on letterhead, death certificates, employment verification, eviction notices, utility shut-off notices, or other documents verifying extenuating circumstances beyond student control. Note: Hospital or clinic discharge papers without an accompanying letter from the attending doctor, written on the physician's letterhead, will not be accepted. The Committee reserves the right to verify the validity of supporting documentation.
Appeals and supporting documentation may be e-mailed, mailed or faxed to SIUE, or may be delivered in person to the Service Center, Rendleman Hall, Rm. 1309. Mail to: SIUE, Service Center, Box 1080, Edwardsville, IL 62026-1080. Fax to: (618) 650-2081. E-mail requests to: servicecenter@siue.edu. - Evaluation of the Appeal
The Chair of the Withdrawal and Refund Appeals Committee, or their representative, prepares a packet of information on behalf of each student appeal request. This packet shall include the student's documents [Withdrawal and Refund Appeal Form, student's letter of explanation, and student-supplied supporting documentation, and a copy of the Add/Drop/Withdrawal form (if applicable)], as well as any additional information needed for the review.
The Withdrawal and Refund Appeals Committee reviews each request. The Committee evaluates the student's entire record, particularly the student-submitted explanation and supporting documentation, to determine if an exception is warranted.
There is an expectation that the student has a substantive and well-documented reason for the appeal. Appeals submitted without appropriate merit or documentation will be denied.
Students should be aware that exceptions to University policy are made only in rare circumstances and at the University's discretion.
The Withdrawal and Refund Appeals Committee meets monthly to review requests, and applicants should allow 4 to 6 weeks for a decision.
Decisions of the committee will be sent to the student via written correspondence. Email correspondence is allowable. The Vice Chancellor for Student Affairs will be notified of the Committee's decisions.
Decisions of the Withdrawal and Refund Appeals Committee are final. - Financial Aid Impact
If an appeal is granted, students should be aware that their financial aid may be affected and, in some circumstances, they may potentially owe the University and/or the Federal Government money. It is recommended that the students contact the SIUE Office of Financial Aid at (618) 650-3880 to clarify their particular circumstances. - Outstanding Financial Balance Owed the University
If an appeal is granted based on any reason (Financial Hardship/Physical, etc.) that results in an outstanding balance owed the University, the student should contact the SIUE Office of the Bursar at (618) 650-3123, or email bursar@siue.edu (include full name and student 800#) to establish a monthly payment agreement. By establishing and maintaining a payment agreement with the University, the student's account balance will not be referred to an external collection agency unless payments are missed/stopped or deemed unsatisfactory. Once the outstanding balance has been satisfied, and the student chooses to return to the University, the student should seek sufficient financial resources to continue through graduation.
- Authority
Approved by President effective 8/18/22
This policy was issued on April 10, 2015.
This policy was edited on August 19, 2022, replacing the May 18, 2017 version. Approved by the SIU President & SIUE Chancellor
Document Reference: 4D2
Origin: OC 2/25/86; OC 11/14/90; OP 1/23/15; OP 8/18/22
