Proposed Revision To: REG 07.55.06Withdrawal – Special Circumstances

Rationale: Repeal REG07.55.06-Withdrawl-Special Circumstances and reissue as a University Cashier’s Office Standard Operating Procedure (SOP#6) and publish on the Student Accounts Office (SAO) Policy and Procedure Manual.

Consultation Process:

11/18/2011Bruce Forinash authorizes transmittal of PRR for review

01/09/2012General Counsel preliminary review (White)

1/18/2012Charlie Leffler, VC for F&B approves repealing REG 07.55.06 and reissuing as

an SOP in the Cashiers Office.

1/24/2012EOM Information

3/12/2012University Council notification

Attachments:

REG 07.55.06 Withdrawal Special Circumstances

UCO Manual TOC

SOP 6 Withdrawal Special Circumstances


Policies, Regulations and Rules / Authority
Vice Chancellor for Finance and Business
Title
Withdrawal – Special Circumstances
Classification
REG07.55.06
PRR Subject
Student Accounts
Contact Info
University Cashier's Office Director(919-515-6010)

History: First Issued: January 2, 2002.

1. Purpose

To provide information for handling refunds of Tuition and Fees for students called to active duty in the military or in case of national emergency.

2. Requirements

The Rule that governs refunds of Tuition and Fees for students called to active duty in the military or in case of national emergency is as follows:

2.1. In the event a student requests to withdraw from the University due to receiving orders to report to active duty, the following practice will be followed with respect to adjusting charges on the student's account:

2.1.1. Tuition and required fees will be adjusted in full, regardless of the withdrawal date, as long as the student receives no academic credit for the work completed. In the event the student is granted full academic credit for work completed for the semester, or requests an Incomplete be given for their courses, this special withdrawal policy will not apply.

2.1.2. Charges for services provided by the University which are considered consumed by the passage of time, such as Housing charges, Dining charges, Telecommunication charges, etc. will be prorated to the actual date of withdrawal.

2.1.3. Other charges may be credited at the discretion of the issuing department.

2.2. The student will follow the normal procedure for withdrawing from the University, initiating the request through the Counseling Center. The Center will assign a Reason Code 5 to withdrawals approved under this procedure.

2.3. Provisions for forgiveness/repayment of Title IV Financial Aid are subject to Department of Education regulations, and the Office of Financial Aid will issue separate instructions for students withdrawing under this Special Withdrawal Procedure who have such aid.

3. Miscellaneous provisions

3.1. This special withdrawal policy applies to reservists or National Guard members called to active duty as a result of Operation Enduring Freedom and subsequent related operations in the 2001-02 academic year.

3.2. This procedure applies when a student-reservist or Guard member receives orders to active duty, whether the call was voluntary or involuntary.

3.3. The student must provide a copy of their orders or other official notice of activation when withdrawing.

3.4. This special withdrawal policy applies to the student-reservist or Guard member only. If a non-reservist or Guard member student withdraws as a result of a reservist or Guard member spouse being called to active duty, this special withdrawal policy may be applied on a case-by-case basis upon approval by the Counseling Center, giving due consideration to the circumstances involved.

3.5. Students who feel they must withdraw due to traumatic effects of specific terrorist actions affecting themselves or their immediate family or other circumstances related to national emergencies may be eligible for this special withdrawal policy upon approval of their specific request by the Counseling Center.

3.6. Other withdrawals that result directly or indirectly from events flowing from the attack of September 11, 2001 will be considered for special withdrawal policy on a case by case basis, subject to approval of the Counseling Center. Such situations may include, but are not limited to: attacks or threats to a student's person resulting from their nationality or religion; call-up of other family members to active duty; and activation of National Guard units.

NC STATE UNIVERSITY

UNIVERSITY CASHIER’S OFFICE

STANDARD OPERATING PROCEDURES

Description / Number
Table of Contents
Reference / Date
March 2011

SOP#Description

IIntroduction

1Payment and Collection

2Delinquent Accounts

3Refunds

4Returned Checks

5Student Financial records

6Withdrawal – Special Circumstances

7Tuition Waivers – Faculty and Staff – Procedures

8Tuition Waivers – Family of Emergency Workers

9Tuition Surcharge

10Charges to Student Accounts by Campus Units

11Uncollectible Accounts

12Collections Program – Student Accounts

APPENDIX

  1. University of North Carolina FIT Student Accounts Standards
  2. NC State University Cash Management Plan
  3. NC State University Internal Controls Assessment – FY 2011

NC STATE UNIVERSITY

UNIVERSITY CASHIER’S OFFICE

STANDARD OPERATING PROCEDURES

Description / Number
Withdrawal – Special Circumstances / 6
Date
Revised - November 2011

1. Purpose:

To provide information for handling refunds of Tuition and Fees for students called to active duty or otherwise deployedin the military or in case of national emergency.

2. Requirements:

The Rule that governs refunds of Tuition and Fees for students called to active duty or otherwise deployedin the military or in case of national emergency is as follows:

2.1. In the event a student requests to withdraw from the University due to receiving orders to report to active dutyor deployment, the following practice will be followed with respect to adjusting charges on the student's account:

2.1.1. Tuition and required fees will be adjusted in full, regardless of the withdrawal date, as long as the student receives no academic credit for the work completed. In the event the student is granted full academic credit for work completed for the semester, or requests an Incomplete be given for their courses, this special withdrawal policy will not apply.

2.1.2. Charges for services provided by the University which are considered consumed by the passage of time, such as Housing charges, Dining charges, Telecommunication charges, etc. will be prorated to the actual date of withdrawal.

2.1.3. Other charges may be credited at the discretion of the issuing department.

2.2. The student will follow the normal procedure for withdrawing from the University, initiating the request through the Counseling Center. The Center will assign a Reason Code 5 to withdrawals approved under this procedure.

2.3. Provisions for forgiveness/repayment of Title IV Financial Aid are subject to Department of Education regulations, and the Office of Financial Aid will issue separate instructions for students withdrawing under this Special Withdrawal Procedure who have such aid.

3. Miscellaneous provisions:

3.1. This special withdrawal policy applies to reservists or National Guard members called to active duty as a result of Operation Enduring Freedom and subsequent related operations in the 2001-02 academic year.

3.2. This procedure applies when a student-reservist or Guard member receives orders to active duty, whether the call was voluntary or involuntary, or receives deployment orders without change in duty status that prohibits the student from continuing their studies.

3.3. The student must provide a copy of their orders or other official notice of activation when withdrawing.

3.4. This special withdrawal policy applies to the student-reservist or Guard member only. If a non-reservist or Guard member student withdraws as a result of a reservist or Guard member spouse being called to active duty, this special withdrawal policy may be applied on a case-by-case basis upon approval by the Counseling Center, giving due consideration to the circumstances involved.

3.5. Students who feel they must withdraw due to traumatic effects of specific terrorist actions affecting themselves or their immediate family or other circumstances related to national emergencies may be eligible for this special withdrawal policy upon approval of their specific request by the Counseling Center.

3.6. Other withdrawals that result directly or indirectly from events flowing from the attack of September 11, 2001 will be considered for special withdrawal policy on a case by case basis, subject to approval of the Counseling Center. Such situations may include, but are not limited to: attacks or threats to a student's person resulting from their nationality or religion; call-up of other family members to active duty; and activation of National Guard units.