Tuition and Fee Refunds

[The following was approved on April 28, 1987, in accordance with provisions set forth in SIU Board of Trustees 4 Policies A.6.]

1. Tuition and all student fees (excluding any health insurance or housing costs or fees) shall be refunded to students who officially withdraw from the university by the withdrawal deadlines specified by Board of Trustees policy (4 Policies A.6.c). Action on any request for refund of tuition and fees shall be in compliance with Board of Trustees policy and these procedures.
2. For refund of tuition and fees when a student withdraws prior to the withdrawal deadlines, the following will apply:
   1. The student must submit a request to withdrawal from the university to the Withdrawals and Petitions Division of the Registrar’s Office.
   2. Refund of tuition and fees based on withdrawal from the university on or prior to the withdrawal deadlines is made without consideration of the student's reason for withdrawing.
3. No tuition or general student fees shall be refunded in cases where withdrawal occurs after the deadlines published in University catalog. Students who withdraw after the published deadline may file an appeal for an exception to the refund and reimbursement policy. This appeal is limited to students in grave circumstances who demonstrate, through appropriate supporting documentation, that, for reasons beyond their control, they are utterly unable to continue their educational program. Refunds of tuition and student fees (excluding health insurance and housing costs or fees) approved in such cases are made at the university's discretion upon a determination by the Associate Vice Chancellor for Enrollment Management (or designee) of the existence of one of the following conditions:
   1. Accident or illness occurring prior to the withdrawal deadline which incapacitated the student and made it impossible for him/her to withdraw prior to the deadline or which occurred after the deadline and prevents the student from continuing the semester;
   2. Accident or illness in the student's immediate family which occurs prior to the withdrawal deadline and is of such nature as to prevent the student from continuing his/her education or which occurred after the deadline and prevents the student from continuing the semester;
   3. Emotional or psychological trauma resulting from an incident which occurred prior to the deadline and for which the student is undergoing counseling or therapy or which occurred after the deadline and prevents the student from continuing the semester;
   4. A disciplinary, academic, or financial aid termination appeal which is not accepted if the appeal was initiated prior to the withdrawal deadline;
   5. A significant cost of living increase or a sudden and consistent lack of transportation which prevents the student from attending scheduled classes.
   6. Induction into military service for a period not less than six months.
4. A student may file this appeal to seek a full or partial refund of eligible tuition and fees in limited circumstances if the student withdrew from the university after the published deadlines. To file an Appeal under this subsection, the following procedures apply:
   1. Tuition and fees will not be refunded for courses which have already been completed earlier in the semester and/or for which a final grade has been earned.
   2. If a student is seeking a refund because of a significant cost of living increase or a sudden and consistent lack of transportation, the student must first consult with the Bursar’s office and Financial Aid office to determine whether other resources exists that would assist the student in continuing through the current term and resources available to assist them to graduation.
   3. If such resources are not available at levels sufficient to address the financial hardship, the student may submit a written request to the Associate Vice Chancellor for Enrollment Management to be permitted to withdrawal after the deadline and seek a refund of part or all of the tuition and fees. The request must be submitted before the last day of the semester in which the student is seeking to withdrawal and obtain a refund.
   4. The written request must include a description of the events leading to the request, the information obtained from the Bursar and Financial Aid office, and appropriate documentation to support the request. Supporting documents, such as:
      (i) a written verification from a physician as to an accident or illness to the student or in the student's immediate family and the student's inability to withdraw prior to the deadline (if applicable); or
      (ii) written verification from a physician or counselor which supports his/her statement concerning emotional or psychological trauma and which substantiates that the trauma resulted from an incident which occurred prior to the deadline (if applicable); or
      (iii) a copy of the letter denying a disciplinary, academic, or financial aid termination appeal and verification that the appeal was filed prior to the withdrawal deadline; or
      (iv) documents verifying the significant cost of living increase or the sudden and consistent lack of transportation; or
      (v) written correspondence from the military which verifies when the students is to report for military service and the length of time for which the student is expected to serve. The University may request additional information as necessary to substantiate the request.
   5. The Associate Vice Chancellor for Enrollment Management (or designee) shall review the appeal and make a written decision on the appeal. The Associate Vice Chancellor may consult with any parties necessary to fully consider the request or request additional information or documentation from the student. If the Associate Vice Chancellor (or designee) grants the appeal for a full or partial refund of the tuition and fees, the decision will be sent to the appropriate University offices for processing.