The University of Cincinnati understands that from time to time students face serious adversity during a particular term in pursuing their educational goals. The purpose of the following procedure is to offer students the opportunity to appeal university-related educational costs they have incurred for that term if what they have faced has kept them from successfully completing the term.
Submitted and completed applications initially will be reviewed by the Assistant Dean of Students (ADoS) for resolution. Applications not resolved by the ADoS will be reviewed by the Tuition Refund Applications Committee (TRAC). The TRAC consists of college representatives, and one representative from the Financial Aid Office, the Bursar’s Office, the Registrar’s Office, and Student Affairs. The committee will be chaired by the Assistant Dean of Students (ADoS).
Generally, students are entitled to a 100% tuition credit for full semester (15-week) courses that are dropped on/by midnight on the sixteenth (16) calendar day of the term, and no tuition credit (0%) refund for classes dropped after that date. Add/Drop dates vary for some courses, based on course length and/or start/end date. General refund information is published for each term academic calendar.
However, this calendar may not contain specific dates for special sessions such as flexibly scheduled and/or abbreviated courses. Complete refund information for students for every class is listed on a student’s Catalyst portal (My Academics tab, View My Schedule. Not being aware of this information displayed to the student is not a basis for a refund.
Students may apply for a refund of the cost of tuition for the term in which circumstances beyond their control such as an unanticipated significant personal event occurred and the student could not continue attending classes, or drop classes within the tuition refund period.
Circumstances that support a refund include, but are not limited to(Significant illness, injury, or death of an immediate family member that required the student to withdraw from the University)
Recent medical condition
(Significant illness or injury that impacted the student’s physical and/or mental health, and required the student to withdraw from the University)
|Please refer to the Tuition Refund Application (TRA) Medical Documentation Form. Students may also submit a dated letter on letterhead from the attending physician from your withdrawal term containing: 1) nature of illness/injury; 2) dates; 3) severity of illness; 4) your inability to attend school due to the condition; and 5) the date the physician recommended the student stop attending classes.|
Immediate family emergency
(Significant illness or injury death of an immediate family member that required the student to withdraw from the University)
|Death certificate or obituary notice. Documentation from the attending physician or hospital containing the nature of your relative’s illness/injury, dates, and severity.|
|Enrollment/attendance at another college/university||Official enrollment verification on letterhead with university seal from another university containing dates and term attended.|
Circumstances NOT SUFFICIENT to support a refund include, but are not limited to
|Dropping courses to avoid low grades||Not being aware of add/drop deadlines|
|Dissatisfaction with instructor of course||Charges older than 4 years old|
|Late payment fees/charges||Room and board fees|
|Student health insurance charges|
Filing a Refund Application
Fill out the Tuition Refund Application (TRA) form and include explanation of your situation/request in the space provided. If your application is based on a medical condition, you must print out the TRA Medical Documentation form and have your healthcare provider fill it out and sign it. You must also include a letter from your health care provider that verifies that you have seen them for treatment and that includes their signature. These documents may be scanned and uploaded along with your TRA form in support of your application. Applications where a letter grade has been assigned by the professor will not be reviewed. All courses for the semester for review must have a "W," "UW," or "X" grade for the course.
Tuition refund applications must be submitted to the committee no later than the 1st day of the month, to be considered for the upcoming month. Applications not received by the 1st day of the month will not be considered until the following month. Incomplete requests will be returned to the student for completion and resubmission.
Once the Refund Application is Complete
The Office of the Assistant Dean of Students (ADoS) will contact you upon receipt of your application to discuss your request. As needed they will:
- Listen to your concerns
- Review any supporting documentation you submit with your TRA form, as well as advise you if additional documentation is necessary
- Contact relevant faculty and university departments to ascertain if additional information is available
- Gather and evaluate the documentation presented and obtained
- If you do not respond to email and telephone communication from the ADoS, your refund request will be deemed incomplete and returned to you.
When a Decision Has Been Reached
Generally within 30 days, the ADoS or the TRA Committee will make a determination regarding the disposition of your application. Students will be notified by email to the email address provided on the application when the matter has been decided.
A favorable decision of an appeal does not relieve the student of their financial aid obligations. Loans, grants, scholarships and other sources of funding often have specific criteria that must be met in order to keep the funding or even part of the funding. In some cases, granting the refund will result in the loss of funding or new financial charges.
If the Student Does Not Agree with the Committee Decision
In cases where the student does not agree with the decision of the TRA Committee (TRAC), the student has 30 days to submit an appeal to the Assistant Vice President and Dean of Students. Grounds for filing an appeal are limited to new evidence or procedural error. New evidence means Information that was not available at the time the original application was filed which can significantly influence the outcome of the decision (i.e. written documentation from a University employee, a healthcare provider, counselor etc.) Procedural error in reviewing the original application means failure to contact the student to ask for additional supporting information.
The student must file the appeal form and document the new evidence or specifically address the procedural error made by the TRA Committee (TRAC). The student will be notified by email when the matter has been decided.