02/07/05

Chapter 3Common Business Practices

Student Tuition and Fee Billing and Collection

All Students

  1. All students enrolling in courses will be assigned a HomeUniversity. The HomeUniversitywill be responsible to coordinate financial aid and provide students services, as necessary.
  1. Students may early-register for subsequent semester(s) without making a financial commitment at the time of early registration. This does not affect other deposit or advance payment procedures required by the campuses (i.e advance payment to hold residence hall rooms, professional program deposits, etc.)
  1. All early registered students will receive a bill no later than two weeks prior to the Fall term. Spring term bills will be available before the last class day of the Fall term. These billings will reflect pending financial aid as of the billing date and the aid will be shown as a credit to calculate the net amount due.
  1. The HomeUniversitywill compile the charges for students taking courses from more than one university into a single bill and send it to the student. Payment instructions will direct the student to pay the HomeUniversityfor the entire bill. However, a student may pay their bill to any RegentalUniversity. (Request clarification from BAC on billings by USDSU for student enrolled in courses only at Sioux Falls)
  1. Students who have early registered in at least one standard term course will be required to pay their full tuition and fee bill or make other financial arrangements no later than the third day of classed for the standard term. Examples of other financial arrangements may include payment plans, deferments for financial aid, or third party payments.A late payment charge will be assessed on all accounts with a balance due of more than $100 at the end of the third day of classes for the term.
  • Account balance of $55 - $100 – a $30.00 late fee
  • Account balance of $101 - $1,000 – a $50.00 late fee
  • Account balance greater than $1,000 – a $100.00 late fee
  • A $10.00 late fee may be assessed to balances of $0 to $54.

If a student’s course enrollment for a term consists of all courses that have a begin date after the census date of the term, the university will not cancel the student’s enrollment or assess a late fee until the end of the add/drop period of the student’s course enrollments.

  1. Students enrolled in only non-standard term courses will be billed and have a payment deadline established. A late fee will be assessed if payment is not received by the established deadline or if payment is not received by the end of the add/drop period for the non-standard term course with the earliest start date.
  1. A student’s enrollment will be cancelled between the end of business day on the third day of classes for the standard term and the final census extract freeze date (prior to census date if possible) of the term if the student does not make full payment or an arrangement to pay and does not attend a class or classes as determined by the institution in collaboration with the faculty.
  1. A student’s enrollment will be administratively withdrawn between the end of business day on the third day of classes for the standard term and the end of the 19th day of class for the term if the student does not make full payment or an arrangement to pay and does attend a class or classes as determined by the institution in collaboration with the faculty.
  1. Students, who have not paid in full and who have not been cancelled or administratively withdrawn by the dates identified in #7 and #8 above, will have the appropriate restriction comments entered on PERC (CDEF, CDFA, CPAY or CPA) by the Home University. All restrictions will have a begin and an end date and will also have a comment identifying the payment arrangement.
  1. Loans, which are processed with Electronic Funds Transfer (EFT), will be processed upon confirmation of attendance, and any excess balances will be distributed in accordance with federal financial aid requirements.
  1. Financial aid will be applied to the student’s accounts receivable balance by the HomeUniversity by the 12th class day of the standard term. Financial Aid will be processed upon confirmation of attendance, and distributed in accordance with federal financial aid requirements. The HomeUniversity will disburse refunds and payments to other campuses as soon as possible after collection.
  1. Students will be allowed to make class schedule changes without a drop/add fee through the census day of the course. The final balance due on a student’s account will be billed by the HomeUniversity.
  1. Campuses will remit tuition collections weekly to the Tuition and Fee Fund. Remittances will be based on estimates until actual distribution of collections can be determined. Remittances are only required if the total for the week is $5,000 or greater. All tuition and fee funds shall be remitted to the system pool prior to the end of the fiscal year, regardless of the dollar amount. All tuition and fees distributed through a common cut off date in June as determined by the AR groups shall be remitted to the system pool prior to the end of the fiscal year, regardless of the dollar amount
  1. The tuition rate for all distance education/off-campus courses will be in accordance with Board Policy 5:5 – Tuition and Fees. All courses, except those at the Regents’ UniversityCenter, Ellsworth Airforce Base, and Internet courses taken by students on a university campus, will be offered at the off-campus rate. The campus offering the course will retain the tuition revenue. The campuses may negotiate agreements for cost sharing as necessary. (Request clarification from BAC for #14 – this was in the original Chapter 3)
  1. The EUC web site shall have a link to each the six university bookstores for the purchase of books and supplies required for distance education courses.(Request clarification from BAC for #15 – this was in the original Chapter 3)

Source: BAC 2000

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