I. Exceptions to published fee assessment policy and charges
a. The Office of the Registrar and the appeal committee are charged with the responsibility of considering and approving exceptions to published fee assessment policy.
b. Any change in assessment can only be adjusted to a rate already established in the Comprehensive Fee Schedule.
c. Submitting a petition/appeal does not exempt a student from meeting the payment deadline on outstanding tuition and fees until a decision is rendered. Balances are subject to the appropriate late fees if payment arrangements are not made prior to the fee payment deadline. Fees will be adjusted accordingly for approved petitions/appeals.
II. Initial appeal by a student
a. An appeal and all pertinent written documentation must be submitted in writing within 20 calendar days of notifications of assessment, adjustment or refund. In cases of incapacitation, exceptions may be made on a case-by-case basis
- Minimally, each written appeal must be dated and included the student's name, address and phone number, KUID, signature of the student, statement describing specifically what is being requested and for what term, statement of any extenuating circumstances, and why the request should be honored.
b. All appeals must be submitted to the Office of the Registrar and must meet one or more of the following criteria to be considered and approved:
- Written documentation of an illness, accident, injury, or situation which could not be influenced, planned for, or prevented by the student or the institution and which subsequently caused a change in the class schedule, thus changing the assessment. This provision specifically excludes conditions or chronic illnesses that remain static and are known to the student at the time of enrollment.
- Written documentation of substantiated circumstances involving deadlines where a student has in good faith relied on information provided by a named University official, or the official's interpretations of the text of a University document or publication, and was consequently misled or mistaken about its terms.
- In individual cases and when it is in the best interest of the student and the institution, the Registrar may grant an exception that is not deemed to be served appropriately by the exception criteria stated elsewhere in this document.
c. Decisions will only address whether an adjustment of charges will be made. Grade assignments and other academic issues are not within the scope of the procedures and should be addressed to the Dean of the school.
d. Grounds for considerations of an appeal will be restricted to only those circumstances personally experienced by the enrolled student.
e. Decisions are rendered by the designated official in the Office of the Registrar and will be based solely upon any and all pertinent written documentation.
f. Notification of a decision will be made in writing within 10 calendar days of receipt of the written appeal.
III. Appeal of the decision rendered by the Office of the Registrar.
a. Upon written request of a student may appeal the decision rendered by the Office of the Registrar.
b. The Office of the Registrar must receive a written appeal within 20 calendar days of the notification decision.
c. The written appeal must request a review of the original decision and may contain additional written documentation to support the appeal.
d. The appeal will be reviewed by the same designated official in the Office of the Registrar. If the appeal information is sufficient to overturn the original decision, the designated Office of the Registrar official can direct staff to issue a fee refund or adjustment in accordance with appropriate fiscal procedures.
If denied within 10 calendar days of receipt, the same official must forward the information to the Student Services Appeal Committee for consideration.
IV. Refund of Tuition and Fee in the Event of a Student Death
Grade assignments and other academic issues are not within the scope of these procedures and should be addressed to the Dean of the school.
a. When a student dies prior to completing the current academic semester, a full refund of tuition and fees will be made after the deduction of the following:
- Any required adjustments to scholarships, grants or loans determined by federal formula applied by the Office of Student Financial Aid.
- Any other debts owed to the University which occurred prior to the death of the student.
b. Any refund will be made payable to the administrator or executor of the estate of the deceased student.
c. If, after all adjustments are made, there still remains a debt to the University, generally the University would not attempt to recover the debt from the estate of the deceased student.
V. Students Called to Active Military Duty
a. The Students called to Active Military Duty policy can be found in the KUMC Student Planner and Handbook or online.