Student Tuition
Appeal Forms

Excel
(can be filled out electronically)

PDF
(not designed to be filled out electronically)

Medical Documentation Form

(Click here.)

Tuition Appeal
Frequently Asked Questions

Ohio University Tuition Refund Policy (12.050) - Students are entitled to a 100% refund of their tuition charges if all classes are dropped (registration canceled) before classes begin. Students will receive an 80% refund of charges if all classes are dropped by the 15 day of the quarter. If all classes are dropped after the 15 day of the quarter no tuition refund is issued.  http://www.ohiou.edu/policy/12-050.html     

The Tuition Refund Appeal Panel functions to approve exceptions to the policy above.  Usually the panel is all about a refund of tuition dollars, but not always.



What are some examples of requests for tuition refunds that may  granted?

Significant illness or injury that prevented the student from attending class, completing assignments, and/or necessitated the student’s withdrawal from class(es) and/or the university.  (Click here for a medical documentation form to submit to your provider.)

Significant Illness or injury of an immediate family member that required the student’s absence from class and/or necessitated the student’s withdrawal from the university.

Death of an immediate family member.

Military deployment/call to active duty.

Student decided to attend another college/university and never attended class at Ohio University. (Verification of attendance from the other institution is required.)

Unforeseen job schedule conflicts that directly conflict with student’s class schedule.

Error on the part of the university or a university employee.

Student attempted to drop all of their classes online prior to the first or 15th day of classes, but was unable to drop the last class in time.

Student was suspended or expelled from Ohio University. (Refund based on the date of the occurrence, not the date of the hearing.)

NOTE!   In all of the cases above, written verification of the situation must be obtained from the student’s physician, employer, commanding officer (copy of military orders), etc. on official letterhead.  In cases of illness, a specific diagnosis need not be mentioned but statements from medical providers must indicate that the condition prevented the student from attending and/or functioning in class.  Verification of class non-attendance or date student last attended class should be verified by instructor(s) in writing if at all possible.

What are some examples of requests for tuition refunds that will NOT be granted?

"Course is too difficult; I’m going to get a lousy grade if I don’t get out."
"The instructor is terrible."
"Someone registered me for this class via the web and I was not aware of it."
"I know I dropped this course from the web, but the system didn’t take it off.”  
 

How much will the refund be? 

Tuition refunds are typically prorated from 80% depending on the date of the incident or the last day the student attended classes.  Even if a student attends class only the first day of class, an 80% refund is usually the best they can hope for. 


Can students drop some of their classes and not others and still have their tuition appeal approved?

Typically refunds are “all or nothing”. In other words, students generally cannot selectively drop classes for the reasons noted above. There are some exceptions.  For example, a student who breaks his leg during the quarter can drop a softball class but keep his/her other classes.  Another example could be a physician's recommendation that, due to a student's health situation, a reduced class load is necessary.

What are the things the appeals panel CANNOT do?

Process appeals for courses that have grades other than WP, WF, FN or FS. If an F is given in a class the student never attended, the student’s college needs to get the instructor to change this grade before submitting the appeal to the panel.

Change a course grade. Only the instructor can do this.

Authorize a refund of special course fees.  Contact the dean’s office of the college that billed the fee to pursue these refunds.

Authorize a refund of dorm/dining fees.  Contact the Housing office to pursue these refunds.

Course withdrawals that do not result in a tuition refund.  These requests are to be completed in the college dean’s office.


How can the Tuition Appeal Form be used?

This form may be used by students who have withdrawn, or wish to withdraw, from one or more classes (after the 15th calendar day of a regular quarter, the eighth calendar day of a summer session, or after the winter intersession deadline) when they feel that mitigating circumstances justify an exception to  university tuition and fees refund policy (click here to view).  This form also may be used by assistant deans, student services directors, or the Office of Graduate Studies to present reasons why exceptions should be granted in cases in which the University or its staff are culpable. 

It is NOT to be used to present an appeal for permission to drop classes after the 35th calendar day (17th calendar day for summer sessions).  A form for that purpose is available in the student services offices in the student's college or regional dean's office.


How does a student submit the Tuition Appeal Form?

Undergraduate students interested in filing an appeal must contact student services personnel, in their college or regional campus dean's office, to discuss the appeal  process and to receive guidance for preparing the appeal.  

Graduate students (other than medical students) should submit appeals through the Graduate Student Services office in the graduate college. 

Graduate students in the College of Osteopathic Medicine should submit appeals through the student services office in the college. 

International students should contact the office of International Student and Faculty Services prior to submitting an appeal to ensure that there will be no negative consequences to their visa status if the appeal is approved.


What is the student letter of appeal? 

Along with their appeal, students must submit a letter addressed to the panel giving an account of the circumstances that provide justification for the appeal for tuition reimbursement. The letter should include information regarding the extenuating circumstances that prevented the student from attending class and/or completing course work, specific dates of occurrences, the name of persons contacted, and any steps the student took to address the problem at the time it occurred. In cases of very personal issues or illness the student does not necessarily have to divulge all specifics if there is enough documentation from medical or other professionals to support the appeal.

What exactly is supporting documentation?

Documentation supporting the reason for the appeal is required for all requests.  Verification of the last day of class attended or class non-attendance, must be obtained from the instructor of each course noted in the appeal.

      Examples of Exceptional Circumstances and Supporting Documentation:

Accidents, injuries, and other health-related problems - letter from medical provider(s)stating the severity of the condition, dates of office visits and treatment, the general circumstances and nature of treatment, and the impact of the condition on the student's ability to attend class and/or perform class requirements.  The letter must be on the medical office letterhead and be signed  by the appropriate medical professional.

Work conflicts- Letter from employer, on company letterhead, stating the work dates/schedule and reasons the student was required to work. 

Transfer to/attendance at another institution - official enrollment verification by a member of the  Office of the Registrar or other official at the enrolling institution, on institutional letterhead or other official document, stating the start and end dates for the appropriate quarter(s)/semester(s) in question.  In some situations you may be asked to have the signature on documents notarized.

Military personnel called to active duty - copy of military orders.

Can appeals be submitted after grades are assigned?

Tuition appeals can only be processed for courses with grades of W, WP, WF, FS, or FN.  For courses with grades other than W, WP, WF, FS, or FN, students should speak to the course instructor about the possibility of changing the grade prior to submitting a tuition appeal.  Course grades can also be appealed.  For information about the grade appeal process, click here for grade appeal information in the student handbook.

What are the steps in the appeals process?

1. Student completes the tuition appeal form.
   

2. Student writes a letter documenting the justification for the appeal.

3. Student obtains supporting documentation (correspondence, statements from instructors, physicians, etc. as appropriate).   (Click here for a medical documentation form to submit to your provider.)

4. Student pays the $5 processing fee at the cashiers window in the bursar's office and attaches the receipt to the appeal form. The fee is waived in documented cases of an error on the part of the University and for medical appeals.

5. Student submits the appeal to the student services office in his/her college dean's office.  In cases involving student disability or an error on the part of the university a representative of the dean's office and/or office of student services can complete the form for the student.

6. Personnel in the dean's office review the appeal, attach appropriate forms and any additional information necessary, and forward it to the appeals panel for review.

7. The appeals panel discusses the merits of the appeal, makes a decision and, if the appeal is approved, sends appropriate forms to the Registrar's Office for processing.

8. Once a decision is made, the appeal form and supporting materials are returned to personnel in the dean's office.

9. Personnel in the submitting office contact the student regarding the panel's decision.    

NOTE! Students should not submit tuition appeals directly to the appeals panel or the provost's office.  These appeals will be routed to the college dean's office and may delay consideration of the appeal.

General Definitions and Information Regarding the University's Policies on Cancellations, Withdraws, Etc.
Cancellation of Registration/Dropping All Classes

Cancellation of registration is defined as dropping all classes before the first day of classes in each quarter or sub-term.  You may cancel your registration by using Web Registration or contacting the student services office of your college or regional campus.  Cancellation will result in removal of these courses from your academic record.  Official cancellation from the University prior to the beginning of classes entitles students to a refund of 100% of tuition and registration fees.
If you are canceling all classes contact the Registrar's Office to confirm that all canceled classes were removed from your record.

NOTE!!!!  Once the term begins you cannot perform a complete withdrawal (i.e. withdrawing from all of your classes) using Web Registration.
One class will remain on your registration.  You must contact student services personnel in dean's office of your college or regional campus. 

NOTE!!!! Canceling your housing does not cancel your classes. You must contact the Registrar's Office.  You need to make an appointment with a Residence Life staff member in your building or contact the Housing Office:  http://www.facilities.ohiou.edu/housing/rs/index.php  Phone: 740-593-4090

NOTE!!!!  Financial aid recipients who officially cancel their registration prior to the first day of the quarter are not entitled to receive any financial aid for that quarter.  Any refunds received for that quarter MUST be returned.  All financial aid credits appearing on the student's bill will be removed.

Withdrawing from the University

In order to officially withdraw from the university, you must complete a withdrawal form available from student services personnel in the office of your college or regional campus dean. Graduate students must contact the Office of Graduate Studies. Withdrawal is not permitted on or after the last day of classes. 

Informing housing that you are withdrawing from the University does NOT withdraw you from classes. 

When withdrawing from the University you are encouraged to save documentation indicating that you contacted the dean's office, the Registrar's Office, and University Housing (if you live in student housing) in case it is needed later.

Withdrawals during the first 15 calendar days of the Quarter
Official withdrawal during the first 15 calendar days of the quarter or 8 calendar days of a sub-term entitles students to a refund of 80% of registration fees. Students will owe 20% of their tuition charges. Withdrawals from courses during the first 15 calendar days of the quarter will result in removal of these courses from your academic record. Students who withdraw will have their financial aid reduced according to the withdrawal policy for financial aid recipients.  Contact the financial aid office for more information. 

Withdrawals after the 15^th Calendar Day of the Quarter
There is NO refund or reduction of registration fees for withdrawals after the 15^th calendar day of the quarter. Students will receive WP or WF grades for courses and these withdrawals will appear on the students' academic transcript. Students who withdraw will have their financial aid reduced according to the withdrawal policy for financial aid recipients.  Contact the financial aid office for more information. 

Medical Withdrawals
Medical withdrawals are withdrawals, cancellations, or credit hour reductions that are approved for medical reasons. They may occur up through the ninth week of the quarter or up through the fourth week of a summer session. The effective date of withdrawal is the date treatment is sought at the student health center (or another medical provider) or the last date the student attended classes (depending on the particular circumstances as determined by the Director of Student Health Services). Granting of withdrawals after this time period is made by exception upon consensus between the academic dean and appropriate medical director.  Refunds involving medical withdrawals for financial aid recipients are based on mandated federal formulas.

Dropping Individual Classes

Dropping a class (or classes) is permitted using Web registration through the 35^th calendar day of a quarter or the 17^th calendar day of a sub-term.  If you drop a class during the first 15 calendar days of a quarter or 8 calendar days of a sub-term, there will be no record of that class on your DARS or transcript. 

Students dropping below full-time status (11 credit hours for undergraduates; 9 hours for graduate students) during the first 14 days of the quarter will have tuition charges adjusted accordingly.  Students will be credited with the difference between the cost of full-time status and the number of credits they are now taking. For information concerning fee changes, see regulations under fees in the Ohio University Undergraduate Catalog at: http://www.ohiou.edu/catalog/

Students Suspended or Expelled as a Result of Disciplinary Action

Students suspended or expelled from the institution during the academic quarter may be eligible for a tuition and fee refund following the policies described above. University Judiciaries or the Office of the Dean of Students will be able to advise students on whether their particular circumstance would justify eligibility for a tuition refund. 

*Grade changes can only be authorized by the course instructor or through the grade appeal process.