Questions and Answers on UCD Downtown Campus Enrollment and Billing Policy
Effective Spring 2008
Source: Enrollment and Billing Policy Committee, 4/17/08
This document reflects the following policy changes made since fall 2007.
- Bill due date changed from first day of class to census date each term.
- References to administrative disenrollment have been removed.
For more information, please contact one of the following offices:
- Your academic advisor
- Your Assistant or Associate Dean’s office
- UCD Service Center, North Classroom 1001, 303) 556-2710
- Registrar’s office, 1250 14th Street, Annex, 303) 556-2389
Why are these changes being made?
We made these changes in order to meet the following goals in our billing and enrollment policies.
- Treat students in an equitable manner.
- Increase the availability of and student access to classes. Create a financial incentive for earlier class drop or withdrawal before census date, and preferably before the waitlist expires (currently, end of day five of classes in fall, end of day four in spring). Continue the current policy of no refund after census.
- Simplify the enrollment and billing process – make it easier to explain to students and parents, and easier to administer.
- Have one set of payment deadlines for all students.
- For fall 2007, students had to pay in full or opt for a deterred payment plan by the first day of classes.
For Spring 2008 and beyond, this payment due date policy has been changed from the first day of classes to census date, approximately 14 class days into the semester.
- All students have option of an institutional deferred payment plan with a $35 processing fee cost (proposed as 40/30/30 payment split).
When is the $200.00 registration advance payment due? Is it applied to tuition?
The $200 registration advance payment is due each term before you are able to register. It is applied to tuition and will show as a credit on your first bill. For Fall, first bills are generated on approximately July 21st. For Spring, first bills are generated on approximately December 8th.
The policy says ‘some students will have to pay $200.00’. Who doesn’t?
Every student must either pay the registration advance payment, or must have completed the financial aid application process. “Completed” means completing the UAPP, filing the FAFSA and FAFSA results are received back by UCD. In addition, you must be otherwise eligible for aid based on admission to a degree seeking program and being in compliance with the reasonable academic progress policy. If you meet these requirements, the $200 registration advance payment will be waived.
Can I add and drop classes through census date on the SMART system?
- No. You can drop and add classes on SMART through the second Monday of the semester in fall and spring.
- After that point in time (second Tuesday of the semester, through census) to ADD: you must receive faculty approval to add a course, using a schedule adjustment form. Faculty have requested that this process be changed in order to take into account curriculum and predictions of course success.
- After that point in time (second Tuesday of the semester, through census), to DROP: you can drop on-line. Be aware that each time you drop, you will be assessed a $100 drop charge. This charge applies even if you are changing sections within a course.
Why am I being charged if I drop in the second week – but not in the first week?
If you drop during the first week of classes (through the second Monday), you are freeing up a spot in a class that another student can get into via waitlist. If you wait to drop the course until the second Tuesday of the semester, the waitlist has been purged. You have denied another student a spot in the class by holding on to it.
What happens if I have to drop a course because the faculty member and/or my advisor suggests I change? Am I still charged the drop charge if I do this after the second Tuesday of the semester?
If you are told by a faculty member or advisor to change courses/sections, this is considered an “administrative drop”, and you will not be assessed the drop charge. This drop must be processed through your Associate Dean’s office in order to be accurately processed.
What happens if I withdraw (drop all my classes in a given term) – do I get my $200 back?
It depends on when you withdraw.
- Before classes begin – the $200 is automatically refunded.
- Through the second Monday of the term – you forfeit the $200, but are not assessed drop charges for each class.
Students who receive financial aid, for whom the $200 registration advance payment has been waived, will not be charged $200 if they withdraw from all classes through the second Monday of the term.
- From the second Tuesday of the term through census date – the $200 has been applied to your bill. If you drop all your courses during this time, the $200 will be applied to the total drop charges. For example, if you are enrolled in five courses and drop them all, your drop charges are $500. You will have to pay $300 ($500 total drop charges less the $200 registration advance payment already paid).
Drop charges apply to all students, including those for whom the registration advance payment has been waived. If you have had the registration advance payment waived and withdraw from 5 courses, your total charges would be $500.
- If you wait to withdraw until after census date, you are responsible for full tuition and fees for the term. No drop charges are assessed for courses dropped after census date.
If my $200.00 is forfeited, or if I am charged a drop charge for circumstances beyond my control, do I have appeal rights?
Yes. Appeals will be routed through the normal tuition appeals process. If there have been extenuating circumstances beyond your control that have caused you either to forfeit your $200 or be charged a drop charge, contact the Registrar’s office to begin the appeals process. You will be required to provide documentation of your situation as part of this process.
This tuition appeals process applies even in the situation where you may have registered for one class and were placed on a waitlist and didn’t get in to the course.
The tuition appeals form is located at the following web site:
http://www.cudenver.edu/Admissions/Registrar/Forms/Pages/default.aspx
When is my bill due?
See the Bursar billing calendar at http://www.cudenver.edu/Admissions/Bursar/Pages/BursarCalendar.aspx
Your bill is due on census date of each term. By that date, you must either pay your bill in full, or elect the 40/30/30 deferred payment plan
See the question below if your bill is paid through a third party sponsor.
What happens if I haven’t completed my application for financial aid? Will I be required to pay the registration advance payment? What happens once my aid comes through?
- If you have completed the financial aid application process (completed the UAPP, filed the FAFSA and FAFSA results are received back by UCD) and are otherwise eligible for aid based on admission to a degree seeking program and being in compliance with the reasonable academic progress policy, you will have the $200 registration advance payment waived.
- If you have not completed all of those steps, you will be required to pay the registration advance payment before you can register.
- Financial Aid staff have advised that in general if you have completed all financial aid application requirements by a month prior to the beginning of classes, it is reasonable that aid will be disbursed and applied to your bill by the beginning of the semester.
- If your aid has not been applied to your bill by the term’s census date (when bills are due) you must pay your bill in full or sign up for the deferred payment plan and pay the first 40% of the bill.
Failure to pay your bill will result in a finance stop and a registration stop that prevents adding courses being placed on your record.
- Once your aid has been applied to your bill, depending on the size of your bill and the amount of your aid, a refund may be generated.
How long does it generally take once I file my FAFSA for UCD to get the results back?
Generally it takes ten processing days for information to go from you to FAFSA and back to UCD. We suggest that you file for financial aid as soon as circumstances permit, so that your registration is not delayed.
What happens if I’m getting an institutional scholarship that pays part or all of my costs, but the funds aren’t released until after census date. Do I have to pay the registration advance payment? Do I have to pay my bill on census date/bill due date? What happens once my scholarship comes through?
- If you have not filed the FAFSA and a UAPP as part of your scholarship application process, you must pay the $200 registration advance payment before you can register. If you have completed the financial aid application process (completed the UAPP, filed the FAFSA and FAFSA results are received back by UCD) and are otherwise eligible for aid based on admission to a degree seeking program and compliance with the reasonable academic progress policy, you will have the $200 registration advance payment waived.
- Your bill is due on census date of the term. . On this date, you must pay in full or sign up for the deferred payment plan and pay the first 40% of the bill due.
- If your scholarship comes in before census date, it will appear as a payment made toward your bill. We are encouraging departments to apply all scholarships by the first day of class.
- If your scholarship comes in after census date, depending on the size of your bill and the amount of your scholarship, a refund may be generated.
- If you are waiting for a departmental scholarship to offset part or all of your bill, you will not be assessed late fee and service charges on the unpaid balance of your bill.
Part or all of my tuition is billed directly by UCD to a third party sponsor. Do I have to pay the $200.00 registration advance payment?
- Yes - unless you have filed FAFSA and a UAPP, you must pay the $200 registration advance payment before you can register. If you have completed the financial aid application process (completed the UAPP, filed the FAFSA and FAFSA results are received back by UCD) and are otherwise eligible for aid based on admission to a degree seeking program and compliance with the reasonable academic progress policy, you will have the $200 registration advance payment waived.
- Normally, your bill would be due on census date of the term. In the case of third party sponsors, bills are not generated until after census date. Depending on the amount committed by your third party sponsor:
- If the third party has committed to paying only a portion of tuition and fees, by census date you must pay the remainder of your bill in full. No deferred payment plan option is available to you. You will not be assessed late fees and service charges on the unpaid balance of your bill.
- If the third party has committed to paying all of your tuition and fees, on census date you do not have to pay any amount. You will not be assessed late fees and service charges on the unpaid balance of your bill.
I’m a high school student (enrolled through Post Secondary Education Options) - how does these enrollment and billing policies affect me?
Any student enrolled through UCD D1 campus (not Extended Studies D2) is subject to these payment policies and deadlines.
Does this policy affect Extended Studies (D2) registration?
At this time, only enrollments in UCD D1 campus are subject to these policies and deadlines.
I’m an employee of the University and periodically use a faculty/staff tuition waiver. How will this affect me?
You must comply with these policies and procedures. If you use a faculty/staff tuition waiver in a given term, you will pay the $200 registration advance payment at the time you register. This $200 will go toward the payment of required fees. Your faculty/staff tuition waiver will then be applied to the balance of your tuition and fee bill.
If you have registered on a space available basis and are placed on a waitlist and then do not get into the course, your $200 registration advance payment will be returned to you. To initiate this refund, submit a tuition appeals form to the Registrar’s office. The tuition appeals form is located at the following web site:
http://www.cudenver.edu/Admissions/Registrar/Forms/Pages/default.aspx
How does the policy affect late-start classes (those that don’t start at the beginning of the
term)?
- If the student registers after census, he/she must pay in full before registering.
- If the student drops before the course start date, it will be coded with the administrative drop reason, and no drop charge will apply.
- If the student drops after the course start date, he/she is charged the drop charge.
Given this new policy, is there still an administrative disenrollment for failure to pay my bill ?
No. Effective fall 2007, there is no longer a disenrollment or administrative withdrawal process. Bills are due on census date. If you fail to pay your bill in full by census date or to sign up for the deferred billing plan and pay the required 40% payment, service charges will be applied to your bill and a finance stop will be placed on your account. This stop prevents registration or release of a transcript.
Please be sure that you know and follow Registrar procedures if you plan to withdraw from the institution. If you stop attending classes, you are still liable for your bill balance (bill, service charges and late fees), and may have F’s posted to your academic record.