Process & Policies
Obligation and Collection of Student Fees and Charges
Tuition and fees and other fees for special educational services are due priot to the first day of class. The University's administration shall establish and publish a deadline when tuition and fees are payable, after which the payment may be subject to a service/late payment charge.
Courses that are dropped during the first two weeks of a fall/spring term and the first week of a summer term will receive a 100% reduction in charges for a dropped course. Courses dropped after this add/drop period will not receive a refund.
Late payment will require payment in full and will be subject to a service/late payment charge in an amount determined and published by the University.
The following procedures modify and clarify existing practices of the University governing financial obligations incurred by students, including both initial payments and delinquent debts. These procedures may be categorized as:
By contractual arrangement, all returned checks are purchased by the university. A financial institution contacts the University on return items to be collected. This process can take approximately four to six weeks. The Accounting and Finance Department will charge back the payment to the student account or return the payment to the original department. Return items are subject to a return check fee of $25.00. The University reserves the right to withdraw students for nonpayment of returned checks.
A financial and legal obligation is incurred when a student or the student's parent signs a housing contract. The contract specifies the payment procedures. The Director of University Housing and Food Services shall establish, publish, and maintain policies and procedures to ensure the collection of University Housing and Food Services obligations in accordance with housing and food service contracts. Said policies and procedures shall include the use of both internal and external collection offices and the University's Legal Counsel when appropriate.
The Vice Presidents for Administrative Affairs or their designees will be responsible for the supervision and enforcement of the procedures set out herein.
All questions about financial obligations should be directed to the Bursar Services. If the question concerns the student's enrollment, verification of registration records will be performed and, if appropriate, financial obligations adjusted. If the question concerns miscellaneous charges and fines or fees, satisfactory adjudication must be obtained from the charging department. If it is evident that a problem developed as a result of an error in the University administrative processes, payment and reinstatement will be permitted without additional late charges or penalties.
The Board of Regents authorizes the Office of Legal Counsel to institute suit in the name of the Board of Regents to collect accounts due and owing to the University, and to compromise or settle said suits upon such terms and conditions as the General Counsel believes to be in the best interests of the University.
The University Collection Division, under the authority of the Office of Legal Counsel, is responsible for recovery of delinquent student accounts receivable and student loans that require litigation or collection agency referral. The service and authority includes all University campuses under control of the Board of Regents.
- A financial obligation is incurred at the time a student elects to register. Registration may be canceled without financial obligation at any time before the scheduled first day of classes or during the first two weeks of a regular semester or first week of a summer term.
- Students may pay fees in the Bursar's Office beginning one week prior to the first day of the fall or spring semester or the first day of the summer term. Monthly statements will be prepared and mailed prior to the fee payment deadline. Failure to receive a statement will not exempt a student from late penalties. It is the student's responsibility to determine his or her financial obligation and how it is to be met.
- To avoid penalties and/or service charges, students are required to pay all tuition and fees in total prior to the date designated by the Bursar's Office as the last day to pay tuition and fees without penalty. At the time of enrollment, students will receive detailed information regarding tuition and fee payment.
- Students may pay their tuition and fees in four payments during each fall and spring semester. These payments are subject to the service charge as defined below. Students who do not pay their tuition and fees during the period noted above will be considered to have delinquent accounts. The Bursar's Office will send "Overdue Notices" directly to the students when their tuition and fees are not paid on time.
- Students will be charged a monthly service charge on any unpaid balance on their student accounts receivable that is one billing cycle past due. The monthly service charge rate is published by the Bursar's Office each semester. The minimum monthly service charge shall be $.50. Service/Late Payment Charges may be waived if the University, through its action or inaction, has caused the payment for tuition and fees to be made beyond published deadlines or if there are extraordinary circumstance (e.g., death in family, serious illness, accident) which results in the student's tuition and fees not being paid by the published deadlines. The extraordinary circumstance must be an event which the student could not reasonably control or foresee. Extraordinary circumstances do not include reasons such as failure to receive a bill, not having the funds to pay, other payments due, or other reasons which could be reasonably controlled by the student. Students requesting a waiver of the Service/Late Payment Charges due to an extraordinary circumstance should submit a written request to the Bursar fully describing the circumstances and include copies of supporting information. Requests for waivers should be submitted prior to the published deadline for tuition and fee payment whenever possible. The Bursar shall review the request and supporting documentation and determine whether a Service/Late Payment Charges waiver is to be made. In addition, students requesting Service/Late Payment Charges waivers should contact the Office of Financial Aid to determine if the extraordinary circumstance makes them eligible for aid from any of the University's financial aid programs. Students paying tuition and fees with financial aid must obtain a Service/Late Payment Charges waiver from the Office of Financial Aid. Eligibility for this waiver will be determined by the Office of Financial Aid.
- Students with outstanding tuition and fees not in conformance with items 3 or 4 above at the beginning of any enrollment period will not be permitted to enroll. The Bursar's Office will notify the Registrar of the names of those students with outstanding tuition and fees. Except for STOPS on students' accounts that have been referred to the University's Legal Counsel Office, the Bursar or his or her designee may remove enrollment STOPS as an exception to this policy when, in the judgment of the Bursar or his or her designee, there are extraordinary circumstances that prevented the students from paying outstanding tuition and fees. A quarterly report of STOPS removed due to extraordinary circumstances shall be available to the University's Legal Office and to the Office of the President. This report shall include, as a minimum, the student's name and the dollar value of the STOPS removed.
- Until and including the last day of final examinations, students may pay their delinquent accounts by paying tuition and fees for all of their original enrollment plus the service charge noted above. Students settling their delinquent accounts after the last day of final examinations will be charged an additional penalty over and above charges for delinquent accounts noted above. The amount of the additional late payment charge is published each semester.
- The Bursar's Office will notify the Registrar of the names of those students whose tuition and fees are not paid by the last day of classes so that the Registrar can withhold the release of those students' transcripts.
- Withdrawal from classes after the first two weeks of a fall or spring semester or first week of a summer term does not relieve students of their financial obligation to the University, and these students will be charged 100% of the tuition and fees due the University.
- Those students who wish to pay tuition and fees to reinstate for a semester or summer term after the last day of finals for that session must be referred to the Vice Provost for Instruction on the Norman Campus or the Vice Provost for Educational Services on the Health Sciences Center campus for a final decision. The basic posture is that retroactive reinstatement may be allowed only in cases where it can be established that the University somehow contributed to the student's late payment by some error on its part. Students requesting to be retroactively enrolled or added for prior semesters will be charged the tuition and fee rates in effect for the current semester plus applicable late fees and service charges. Regardless of when a student pays tuition and fees, payment for the entire enrollment is required. Selective course payment is not permitted.
- All payments for delinquent accounts must be made in cash or by cashier's check or money order.
Fines, charges, or other miscellaneous fees become a financial obligation of the student at the time they are assessed.
These charges will be periodically added to the central student accounts receivable maintained by the Bursar's Office.
Payment or satisfactory adjudication of all existing charges may be made at any time. If not paid prior to payment of tuition and fees, all other charges and fees are immediately due, and payment must be made when tuition and fees are paid.
Miscellaneous charges incurred during the remainder of the semester will be billed to the student on a monthly basis.
Delinquent payment of charges will not constitute grounds for withdrawal. The charges will be carried forward to the next semester, at which time all fees and charges must be cleared prior to any new enrollment. Except for STOPS on students' accounts that have been referred to the University's Legal Counsel Office, the Bursar or his or her designee may remove enrollment STOPS as an exception to this policy when, in the judgment of the Bursar or his or her designee, there are extraordinary circumstances that prevented the students from paying outstanding fees and charges. Students leaving the University will have their official records and transcripts tagged, and these records will not be released to other persons, institutions or agencies until all debts are paid.