The date used in determining the refund of tuition and other enrollment fees shall be the date the student completes the transaction online or submits the Registration Request/Change of Schedule form to the Office of the Registrar.
Exceptions to the Required Student Fee Refund Policy
The University will consider refund exceptions for the following reasons:
- Student initiated requests based on exceptional circumstances
- Student initiated requests based on non-attendance
- Department initiated requests
Deadlines for Appeals
- Appeals for a fall semester must be received on or before June 30 of the following year.
- Appeals for a spring semester must be received on or before November 30 of the same year.
- Appeals for a summer session must be received on or before February 28 of the following year.
Student Initiated Requests Based on Exceptional Circumstances
Exceptions to the fee refund policy are generally granted only for documented exceptional circumstances that were beyond the control of the student (e.g., medical emergency or death in the immediate family) or when a documented University error has occurred.
- The Refund Exception Committee is charged with considering and approving exceptions to the fee refund policy. The Committee will meet monthly to review appeals.
- The class must have been dropped/withdrawn from in order to be considered for a refund. If a grade was received (including a failing grade or incomplete grade) a refund appeal cannot be considered.
- A change in assessment can only be adjusted or prorated to a refund percentage rate already established in the published University tuition and required fees schedule (100%, 75%, 50%, or 25%). Approved appeals are prorated based on the documented date of the extenuating circumstance and the refund percentage in place during the documented time.
- Only tuition related to a student’s assessment for registration in credit hours is covered by these guidelines. Other fees such as those for residence halls, the bookstore, etc., need to be directed to offices responsible for assessment of those fees.
- A successful grade appeal through the Scholastic Standards and Revision of Records Committee is not a guarantee or indicator that an exception to the fee refund policy will be approved.
- Appeals based on dissatisfaction with a course or instructor are not granted solely based on student appeal. Students are advised to first direct their concerns to the faculty member's Department Head.
- Students will receive a notification as to the results of their appeal.
Student Appeal Guidelines
A Refund Exception Appeal Request must be submitted to the Office of Registrar, 320 Carrington Hall, and must be accompanied by appropriate supporting documentation.
Examples of Acceptable Documentation Depending on the Circumstance
- A letter from your physician describing the student’s health problem and how it interfered with successful completion of the semester; copy of billing statements confirming medical visit dates; copy of discharge statement; or written verification of hospital stay. Documentation must confirm the time-frame for which the appeal has been submitted.
- Any other pertinent information that supports how the student’s acute health condition(s) interfered with the ability to meet academic commitments
Death in Immediate Family
- Copy of obituary or funeral program; letter of support from a family member.
Documented University Error
- Steps you took to address the problem at the time it occurred.
- Letter/email of explanation or recommendation from department head of course, class instructor, academic advisor, or staff member; reference to Advising Notes posted on the My Missouri State System; reference to specific web page or copy of University document or publication. Documentation must confirm the time-frame for which the appeal has been submitted.
In individual cases and when it is in the best interest of the student and the institution, the Refund Exception Committee may grant an exception that is not deemed to be served appropriately by the exception criteria stated above.
Student Initiated Requests Based on Non-Attendance
The University will consider requests for full refunds of tuition and fees if it is determined that a student:
- Did not attend any classes during the semester;
- Did not live any length of time in University student housing;
- Did not have other campus charges on their account (e.g., bookstore, Magers Health and Wellness Center, etc.);
- Did not have any financial aid returned causing the returned aid to be placed on the student’s account;
- Was assigned a “W” grade in all classes for the semester either by withdrawing from all classes by the last day to drop as indicated on the academic calendar or through a successful grade appeal to the Scholastic Standards and Revision of Records Committee;
- Has not been given a full refund for non-attendance for a previous semester.
Appeals for Non-Attendance require corresponding documentation to be attached at the time the appeal is submitted. Some types of documentation that can be included when you submit your appeal are:
- A verification of non-attendance by the instructor(s) of the course(s) you are filing a Refund Appeal for. (You can request this from your instructor(s) via email, then attach the emails to the appeal.)
- A verification of full-time enrollment (i.e. Enrollment Verification Letter or transcript) indicating that you are enrolled as a full-time student at another institution.
- A work schedule displaying that you are employed full-time (in or out of state) and reflects a schedule conflict with the courses being appealed.
Student Appeal Guidelines
A Refund Exception Appeal Request form must be submitted online and must be accompanied by appropriate supporting documentation (i.e., verification letter/email from instructor(s) that you never attended class). Complete the Refund Exception Appeal Request form.
Department Initiated Requests
Exceptions may also be made when courses are dropped and added after the change of schedule period if the department of the course(s) dropped and added provides written verification to the Office of the Registrar stating that the late schedule change was required or recommended by the department.