Tuition Refund Application

Students may apply for a refund of the cost of tuition and fees for a term in which circumstances beyond their control, such as the occurrence of an unanticipated significant personal event, prevented the student from completing the term or dropping classes within the tuition refund period.

Tuition refund applications will be reviewed by the Tuition Refund Appeals Committee (TRAC), chaired by the Bursar.  The committee consists of representatives from a variety of university offices, including:

  • Academic units
  • Student Financial Aid Office
  • Office of the Registrar
  • Student Affairs

Limitations

  • Charges more than two years old cannot be considered for any circumstance.
  • Students may appeal for only one term for a given medical condition. Subsequent refund applications must be for different conditions.
  • Refund applications for courses in which the student has received a letter grade indicating completion of the course will not be reviewed.
  • Housing, health insurance, and other non-tuition charges cannot be appealed through this process.

Applications submitted for circumstances covered by UC’s Title IX policies or involving student conduct issues cannot be adjudicated until a review has been completed by the appropriate office.

Tuition Refund Application Eligible Circumstances and Documentation

  • Acute medical condition - illness or injury that significantly impacted the student’s physical and/or mental health and prevented the student from being able to complete the term.
    • Documentation: Students must submit a Medical Documentation Form or 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.
  • Chronic or recurring medical condition that worsened during the term provided the student has not had a prior approved tuition refund application for the same condition
    • Documentation: Students must submit a Medical Documentation Form or 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 - Death, significant illness, or injury of an immediate family member that required the student to withdraw from the University.
    • Documentation: 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 or attendance at another college or university
    • Documentation: official enrollment verification on letterhead with university seal from another university containing dates and term attended
  • University Error
    • Documentation: letter of support from faculty/staff member detailing error and impact on term completion

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 the instructor
  • Not being aware of add/drop deadlines
    • Complete refund information for students for every class can be found on the student’s Catalyst portal (My Academics tab, View My Schedule). General refund information is published on each term‘s academic calendar.
  • Nonattendance or lack of participation

Tuition Refund Application Process

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 health care provider complete 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.

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 not be reviewed.

Once the Refund Application is Complete

It is important that you monitor your UC email account after submitting your application. Representatives from the Tuition Refund Appeals Committee may contact you via your UC email upon receipt of your application to discuss your request. As needed, they will:

  • 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
  • Refer the documentation & circumstances of your application to the Title IX or Student Conduct office as appropriate under University policy
  • Gather and evaluate the documentation submitted

When a Decision Has Been Reached

Once the TRA Committee has made a determination regarding the disposition of your application you will be notified by email to your UC email account.

A favorable decision for a tuition refund application does not necessarily relieve you of all financial obligations to the University of Cincinnati nor guarantee you a refund. Several factors will determine whether you have a remaining balance due to the University of Cincinnati or will receive a refund for payments you’ve made:

  • Refunds will only be issued for out of pocket payments, earned federal financial aid, and private aid sources
  • Federal financial aid you received in the term from which you withdrew will be subject to a return of Title IV funds calculation, which will determine how much of your federal aid you are eligible to keep
  • State aid is tuition restricted and not refundable to the student; if your tuition is waived state aid is returned to the state
  • Institutional aid will be removed prior to a refund being issued

A favorable decision will not clear your academic record of withdrawal grades. When you withdraw from courses after the drop period those courses will remain part of your academic record regardless of the determination of the Tuition Refund Appeals Committee.

If the Student Does Not Agree with the Committee Decision

The Tuition Refund Appeals Committee’s decision is final. There is no further level of appeal. However, in cases where the student does not agree with the TRA decision, the student has 30 days to submit additional information to the TRA Committee for a second review. A second review will only occur if you submit significant information or documentation related to your application that was not available at the time the original application was filed.