The purpose of this protocol is to establish a fair and transparent mechanism to process student fees.

Scope

This is an administrative policy, affecting all students and officers of Finance and Operations.

Referenced Laws, Regulations, and/or Policies 

This is the University protocol.

Protocol

The University will publish an institutional calendar with the following activities with actual dates every year at the end of each April.

Sending Billing Statements

The Unit of Finance and Accounts will send invoices or billing statements on indicated dates via both the Orbund student portal (once students have Orbund accounts), and emails.

Refund

Once students follow procedure to withdraw from the program or leave of absence in accordance with the institutional calendar that will be published each year, refunds will be provided to students, if they have paid fees. All fees minus any non-refundable enrollment deposit as well as ICT fees will be provided if students withdraw from the program or take leave of absence before the beginning of a semester as indicated on the institutional calendar. Partial (80%) of all fees minus non-refundable fees will be refunded if students withdraw from the program or take leave of absence before the end of the Add/Drop period. No refund will be provided after the Add/Drop period. Once students are cleared to be refunded, the refund will be provided within fourteen (14) days. The students are required to fill out the Refund Request Form (form attached) and send it to the Unit of Finance and Accounts, Office of Finance and Operations.

It is crucial that students take note of the Add/Drop periods closely. No discussion will be possible for refund after the Add/Drop period. Please note that refund is provided less any amount due to the University and any wiring transfer fees. Please note that ICT fees are non-refundable, as these fees will have been paid to third parties.

Please note that you will receive money back if you or your aid paid more than the amount needed for fees.However, any need-based scholarship provided by the University to the student cannot be converted into refund cash, and therefore will be carried over to the next semester. If the student does not use the allocated scholarship in two years, it will be removed from the student account.

Financial Clearance Process Flowchart

Refund Process Flowchart (for Withdrawal/ Leave of Absence)

1.  Suspension or dismissal at period (before or after registration) will not be refunded.

2.  Suspension due to student inactivity before the end of drop/add period will not be refunded. Students must submit a leave of absence form or withdraw from the institution to receive a refund (all paid fees minus non-refundable fees before the first day of semester classes, and 80% of all paid fees minus non-refundable fees during the drop/add period).

Complaint mechanism for payment or refund

Department process

1.  Students fill out student fee handling complaint forms and submit to the Office of Finance and Operations, stating the reasons for complaint and requested action.

2.  Department assesses the complaint against payment and refund rules, and identifies whether there has been non-conformity.

3.  If there is non-conformity, the Department determines whether it is due to 1. Department error, 2. Student error, or 3. Process error. The Department takes corrections for department error; maintain decisions for student error; and consider course of action for process error.

Committee of Student Affairs of the Board of Trustees process

1.  The affected student may file a complaint to the University Management if not satisfied with the decision of the Department.

2.  The decision of the University Management will be final. Review

The Administration is responsible for ensuring compliance with this policy in various offices of the

University.

Review

The Administration is responsible for ensuring compliance with this policy in various offices of the

University.

Date

Adopted on January 31, 2022.

Amended on January 13, 2023; Effective Immediately