The East Carolina University's Board of Trustees is recognized as being charged with the responsibility of the review and approval of all student fees and charges. The Board of Trustees will be apprised of important issues and/or of major refund policy change(s) that are pending, for their consideration and recommendations to the Chancellor. With such diversity, as represented by this Board, a well-rounded, informed and educated consumer viewpoint can be injected into the policy-making process. All or part of this responsibility may be delegated to the Chancellor or the appropriate administrative business officer (i.e., Vice Chancellor for Administration and Finance).
An appeals process and an Appeals Committee is hereby established to review formal requests for refunds that are extreme and/or unusual or could not be resolved at the appropriate level. All requests, whether for refund or appeal, must be in writing and retained for audit review. Committee members are: the Dean of Students, the Registrar, the Director of Student Financial Aid, the Director of Accounting, a representative from Academic Affairs, and the University Cashier in an ex officio role. The Directors of Housing and Dining Services were excluded because they currently have in place a contractual appeals process for the refund of room and board charges. The University Attorney or other officials may be asked to join this committee as deemed appropriate. This committee will report directly to the Vice Chancellor for Administration and Finance. The office of the University Comptroller will be designated as the publicized point of contact for initiating a formal appeals request for refund. The withdrawal and refund policy, as well as the refund appeals process, will be outlined in the appropriate university publications, related printed materials and campus newspaper and/or campus bulletin board system. This informational material will include the name, title, and address of the University Comptroller. Decisions of the committee will be final and should be disseminated internally as necessary and externally upon written request. The Appeals Committee will convene as required or as directed by the Vice Chancellor for Administration and Finance.
Students withdrawing after fifty percent (50%) of the semester or term has expired will not be considered for a refund, regardless of the reason(s) necessitating the withdrawal.
Requests for refunds submitted later than one year after the end of the semester/term for which the refund request is made will not be considered, regardless of reason(s).
The University's revised withdrawal and refund policy was implemented Fall semester 1994. The revised general statement for publication was disseminated as follows: it was restated in the 1994-1996 catalogs, the 1994 Fall Course Registration Schedule booklet, as well as related printed materials as practical (i.e., Cashier's Billing Statements, Fee Payment Schedule and Tuition and Fee Schedule and the Official Class Schedule). The campus bulletin board system was also used to notify students of policy change(s).
During the withdrawal and exit process, the student should be referred to the University Cashier's Office and the Student Financial Aid Office (if applicable), where their financial rights and responsibilities, including refund eligibility will be explained.
The refund of tuition and required fees for withdrawal or reduction in course load is generally approved within the above-stated policy, if caused by (a) death of student; (b) being called to active military duty or the reassignment to a new active duty station; (c) documented serious medical reasons; (d) death or serious illness of immediate family (defined as mother, father, sister, brother, spouse, child, legal guardian or step relation); (e) verifiable circumstances completely beyond the student's control that result in extreme and/or unusual hardship to the student (ie. catastrophic calamity, natural or otherwise), or; (f) substantive error on the part of the University. Refunds are generally not approved when withdrawal or reduction in course load is caused by (a) personal reason(s); (b) ignorance of publicized rules and regulations; (c) circumstances within the student's control, and; (d) failure of student to fulfill responsibilities.
Specific conditions:
It is to the financial advantage of all students withdrawing, dropping to a part-time status or dropping to a lower block of charge hours to do so as early in the semester/session as possible.
Withdrawal:
East Carolina University's withdrawal and refund policy is as stated:
Prior to or commencing with and inclusive of the first officially published day of classes for the University and extending for a period of (5) five consecutive class days, tuition and required fees will be refunded at 100% minus a nonrefundable $25.00 registration/processing fee.
Commencing with the sixth (6th) class day and extending through the tenth (10th) consecutive class day, tuition and required fees will be refunded at a rate of 75% minus a nonrefundable $25.00 registration/processing fee.
Commencing with the eleventh (11th) class day extending through the fifteen (15th) consecutive class day, tuition and required fees will be refunded at a rate of 50% minus a nonrefundable $25.00 registration/processing fee.
Commencing with the sixteenth (16th) and extending through the twentieth (20th) consecutive class day, tuition and required fees will be refunded at a rate of 25% minus a nonrefundable $25.00 registration/processing fee.
Commencing with the twenty-first (21st) consecutive class day no refunds will be considered.* **
Housing and dining refunds (if applicable) are determined by contractual agreement (refer to the contract and/or contact the appropriate office).
Official withdrawals must be in writing and the student activity card must be surrendered to and processed through the Office of the Dean of Students to be eligible for a refund of required fees.
Reduction in Course Load:
Students dropping to part-time status or a lower block of charge hours during the first five (5) days of classes inclusive of the first officially published day of classes for the University will receive a 100% refund of monies overpaid as a result of reduction in charge hours.
Commencing with the sixth (6th) day of classes and extending through the tenth (10th) consecutive day of classes students dropping to part-time status or a lower block of charge hours will receive a 75% refund of monies overpaid as a result of a reduction in charge hours.
Commencing with the eleventh (11th) day of classes and extending through the fifteenth (15th) consecutive day of classes students dropping to part-time status or a lower block of charge hours will receive a 50% refund of monies overpaid as a result of a reduction in charge hours.
Commencing with the sixteenth (16th) day of classes and extending through the twentieth (20th) consecutive day of classes students dropping to part-time status or a lower block of charge hours will receive a 25% refund of monies overpaid as a result of a reduction in charge hours.
Commencing with the twenty-first (21st) consecutive class day no refunds will be considered. * **
NOTE POLICY EXCEPTION: There is no refund available on private music lessons and remedial math after the first five (5) consecutive class days.
Any refund that a student becomes entitled to shall first be applied to outstanding financial obligations owed the university.
Refunds for withdrawal or dropped hours shall be available (10) ten business days from (1) the date processed, (2) financial aid, scholarship, award check(s) endorsed, or (3) official drop or withdrawal date. No refund checks will be disbursed prior to the first official day of classes.
The University Cashier's Office business hours are from 8:00 AM to 5:00 PM, Monday through Friday, unless otherwise posted or publicized.
Summer Sessions: Prior to or commencing with and inclusive of the first officially published day of classes for the University and extending for a period of five (5) consecutive class days, tuition and required fees for a student withdrawing will be refunded at 100% minus a nonrefundable $25.00 registration/processing fee. Students dropping to part-time status or a lower block of charge hours during this five (5) day class period will receive a 100% refund of monies overpaid as a result of a reduction in charge hours. Commencing with the sixth (6th) consecutive class day no refunds will be considered.* ** Housing and dining refunds (if applicable) are determined by contractual agreement.
* Refer to catalog(s), respective office(s), department or contact the Dean of Students Office for additional information and/or clarification. The appeals process must be initiated in writing through the Office of the University Comptroller, Financial Services Building, Second and Reade Streets.
** A separate and extended refund policy exists for first-time Federal Title IV student financial aid recipients. Refer to financial aid materials or contact the Student Financial Aid Office.