Refund/ Adjustment of Student Charges for Tuition and Fees
The University of Kansas, Lawrence Campus and Edwards Campus
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I. Exceptions to published fee assessment policy and charges
1) The Office of the University Registrar (represented by
the Office of Enrollment Services in Lawrence and the
Edwards Campus Registrar in Overland Park) and the
appointed appeal committees to each are charged with
the responsibility of considering and approving
exceptions to published fee assessment policy.
Each appeal committee's jurisdiction is limited to
assessments that originate from their respective campus.
In cases of dispute, the University Registrar will
determine the appropriate committee.
2) Any change in assessment can only be adjusted or
pro-rated to a rate already established in the
University of Kansas Comprehensive Fee Schedule.
Comprehensive Fee Schedule
II. Initial appeal by a student
1) An appeal and all pertinent written documentation must
be submitted in writing within 20 calendar days of
notification of assessment, adjustment or refund.
The University Registrar may make exceptions on a
case-by-case basis when there is a compelling case
to do so.
Minimally, each written appeal must be dated and include
the student 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.
Fee Petition website
Petition for fee reassessment form (in PDF format)
2) All appeals must be submitted to the appropriate office:
the Office of the University Registrar in Lawrence or the
Edwards Campus Registrar in Overland Park. Appeals
must meet one or more of the following criteria to
be considered and approved:
a. 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.
b. 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 interpretation of the text of
a University document or publication, and was
consequently misled or mistaken about its terms.
c. In individual cases and when it is in the
best interest of the student and the
institution, the University Registrar may
grant an exception that is not deemed to
be served appropriately by the exception
criteria stated elsewhere in this document.
3) Regarding all sections of this document; decisions will
only address whether an adjustment of charges will be
made. Grade assignments, quality and quantity of
instruction and other academic issues are not within
the scope of these procedures and should be addressed
to the Dean of the College or academic school.
4) Generally, grounds for consideration of an appeal
will be restricted to those circumstances personally
experienced by the enrolled student. Loss or illness
of a family member, close associate, employee or
friend, and/or difficulty in a family operated business
or enterprise, is generally excluded from consideration.
5) Decisions are rendered by the designated official of
the Office of the University Registrar and will be
based solely upon any and all pertinent written
documentation.
6) 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 University
Registrar
1) Upon written request a student may appeal the decision
rendered by the Office of the University Registrar.
2) A written appeal must be received by the appropriate
office: the Office of Enrollment Services in Lawrence
or the Edwards Campus Registrar in Overland Park within
20 calendar days of the notification decision.
3) The written appeal must request a review of the
original decision and may contain additional written
documentation to support the appeal.
4) The appeal will be reviewed by the same Office of the
University Registrar designated official. If the
appeal information is sufficient to overturn the
original decision, the designated Office of the
University Registrar official can adjust a tuition
or fee assessment in accordance with appropriate fiscal
procedures.
If denied, the information must be forwarded to the
chair of the Appeal Committee for further, prompt
consideration.
IV. Appeal Committees and Operation
1) The Appeal Committees, one for Lawrence and one for the
Edwards Campus, shall consist of not more than 5
official voting members appointed by the Provost.
Appointments begin in August and are for a period of
one calendar year. At the discretion of the Provost,
such appointments are renewable.
2) The chairperson shall be selected by the Provost and
shall be a member of the committee.
3) A designated official from the Office of the University
Registrar shall serve as an ex-officio non-voting
member on each Appeal Committee.
4) The Appeal Committee shall operate under all guidelines
set forth in these articles.
5) Decisions of the committee will be decided upon a
motion for action, a second of the motion and a
majority vote supporting the motion.
6) Each appeal committee must meet, consider and send
notification of the outcome of an appeal to the student
and to the University Registrar within 30 calendar
days after receiving the appeal information from the
Office of the University Registrar.
7) The decision rendered by the appropriate appeal
committee is the final University determination on
the matter.
V. Refund of Tuition and Fees in the Event of a Student Death
1) When a student dies prior to completing the current
academic semester, 100% adjustment of tuition and fees
will be made after the deduction of the following:
a. Any required adjustments to scholarships,
grants, or loans determined by federal formula
applied by Student Financial Aid.
b. Any other debts owed to the University that
occurred prior to the death of the student.
2) If the student resided in University owned housing, the
Student Housing Department will refund the balance of
housing fees paid by the student applying a daily rate
charge for actual days of occupancy.
3) Any refund will be made payable to the administrator
or executor of the estate of the deceased student.
4) If, after all adjustments are made, there still remains
a debt to the University, generally the University will
not attempt to recover the debt from the estate of the
deceased student.
VI. Students called to Active Military Duty
1) With appropriate documentation and following appropriate
procedures and at any time in the current semester,
a student who is involuntarily called to active military
duty, individually or with a unit, may withdraw from all
classes or from some classes and not others.
2) In such cases, a 100% adjustment of tuition and any
applicable fees will be given for all classes that are
recorded as withdrawals.
More information for students called to active military duty
VII. Students called to Jury Duty
1) A 100% adjustment of tuition and any applicable fees
will be given for all credit hours from which a student
withdraws when the reason is determined by the University
Registrar to be related to required jury duty service.
Approved by: David E. Shulenburger
Provost, The University of Kansas
August 2000
