Tuition Refund Application (TRA)
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 courses that are dropped on/by midnight on the fifteenth 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 the academic calendar for each term.
This calendar, however, 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 each student’s Catalyst portal (My Academics tile, Classes and Schedule, 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)
Allowable Circumstances and Required Documentation
Recent Medical Condition
A Recent Medical Condition is defined as a significant illness or injury that impacted the student’s physical and/or mental health, and required the student to withdraw from the University.
To provide proof of a Recent Medical Condition students will need to have either their physician or hospital complete a Tuition Refund Application (TRA) Medical Documentation Form. This form will need to be printed by the student, completed by the physician or medical professional, then uploaded to the Tuition Refund Application as Supporting Documentation.
Students have the alternative option to submit a dated letter on letterhead from the attending physician from your withdrawal term containing:
- Nature of illness/injury;
- Severity of illness;
- Your inability to attend school due to the condition;
- The date the physician recommended the student stop attending classes.
Immediate Family Emergency
An Immediate Family Emergency is defined as a significant illness, injury, or death of an immediate family member that required the student to withdraw from the University.
To provide proof of an Immediate Family Emergency, you will need to submit one of the following: a death certificate or obituary notice; or 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
Enrollment or Attendance at Another College or University is defined as a student who has decided to matriculate (become a degree–seeking student) at another college or university other than the University of Cincinnati.
To profice proof of Enrollment or Attendance at Another College or University, an official enrollment verification on letterhead with university seal from another university containing dates and term attended is required.
Never Attending or Participating in Any Academic Work or Assignment
Never Attending or Participating in Any Academic Work or Assignment is defined as a student who had not participated in any of the courses for which they were enrolled in a given term.
Evidence of Never Attending or Participating in Any Academic Work or Assignment will be proven by never attending any class; never signing into any course portal or discussion page; and never engaging in any academic work in any form.
Insufficient Circumstances for a Refund
Circumstances not sufficient to support a refund include, but are not limited to:
- Dropping courses to avoid low grades
- Dissatisfaction with instructor of course
- Avoidance of late payment fees/charges
- Avoidance of student health insurance charges
- Not being aware of add/drop deadlines
- Asking to waive charges older than four years old
- Requesting to waive room and board fees
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 [original link path: /content/dam/uc/registrar/docs/TRAC_medical_form.pdf] and have your healthcare provider fill it out and sign it. You must also include a letter from your health care provider with their signature that verifies that you have seen them for treatment. 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 first 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 TRA decision, the student has thirty (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.). This new evidence must be related to the original application explanation. Evidence not associated with the original application explanation will not be accepted. Procedural error in reviewing the original application means failure to contact the student to ask for additional supporting information.
The student must file a Tuition Refund Appeal and document the new evidence or specifically address the procedural error made by the TRA Committee. The student will be notified by email when the matter has been decided. All decisions rendered by the Assistant Vice President and Dean of Students is considered final and there is no further appeal options.