5.10 TUITION WAIVERS, REDUCTIONS, OR REFUNDS/ADJUSTMENTS

Effective: August 15, 2024

Purpose: This policy provides information on waiver programs that make education more accessible and affordable for specific students. It also provides a method of appeal for students in special situations.

Scope: This policy applies to qualifying students.

Responsible Office: Business and Finance Office; Controller’s Office

Policy Statement: Graduate assistantships are awarded a tuition waiver on a basis of hours worked per week for a full semester. Graduate assistantships for the purpose of a tuition waiver must be awarded on the basis of twenty (20) hours worked per week for a full semester. Split graduate assistantships, for the purpose of a tuition waiver, must be awarded on the basis of ten (10) hours worked per week for a full semester. Non-resident graduate assistants, holding a ten (10) hour weekly assignment, are eligible for a maximum of three (3) hours of resident tuition.

Residents of Kansas who are sixty (60) years of age or over may take courses without paying tuition or fees, but these courses cannot be counted toward a degree program.

The Foster Care Tuition Waiver Program provides an opportunity for foster care children in the custody of the Department of Social and Rehabilitation Services at age eighteen (18) to enroll in Kansas postsecondary institutions without payment of tuition or fees.

At its discretion, the University may not honor more than three (3) waivers in any academic year.

Waivers are limited to a total of eight (8) semesters of undergraduate instruction, or the equivalent thereof, per eligible applicant.

The tuition waiver for dependents of deceased public safety officers provides an opportunity for dependents of public safety officers, who died as a result of injuries sustained in the line of duty, to enroll in the University without payment of tuition or fees. The student will be responsible for other charges associated with the student’s academic program and living costs, such as books and room and board. Only students between the ages of eighteen (18) and twenty-one (21) are eligible for this program.

Exceptions to the Published Fee Assessment Policy and Charges

The Controller’s Office and the Financial Appeals Committee are charged with the responsibility of considering and approving exceptions to the published fee assessment policy as identified in the  University’s Comprehensive Fee Schedule.

Any change in assessment can only be adjusted to a rate already established in the University’s Comprehensive Fee Schedule.

Initial Appeal by a Student

An appeal of any change in assessment and all pertinent written documentation must be submitted in writing within twenty-five (25) calendar days of notification of assessment, adjustment, refund or event. Minimally, each written appeal must be dated and include the student’s name, address and phone number, University ID, 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.

All appeals must be submitted to the Controller’s Office. The Controller or designee may make exceptions on a case-by-case basis when there is a compelling case to do so. Appeals must meet one or more of the following criteria to be considered and approved:

• Written documentation of an illness, accident, injury, or situation which could not be influenced, planned for, or prevented by the student or the University and which subsequently caused a change in the class schedule, thus changing the assessment.
• 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 a University document or publication, and was consequently misled or mistaken about its terms.
• In individual cases and when it is in the best interest of the student and the University, the Controller may grant an exception that is not deemed to be served appropriately by the exception criteria stated elsewhere in this policy.

Grade assignments, quality and quantity of instruction, and other academic issues are not within the scope of this policy.

Decisions are rendered by the designated official in the Controller’s Office and will be based solely upon any and all pertinent written documentation.

Notification of a decision will be made in writing within fifteen (15) calendar days of receipt of the written appeal.

Appeal of the Decision Rendered by the Controller’s Office

Upon written request a student may appeal the decision of any change in assessment rendered by the Controller’s Office.

• A written appeal must be received by the Controller’s Office within twenty-five (25) calendar days of the decision.
• The written appeal must request a review of the decision and may contain additional written documentation to support the appeal.
• The appeal will be reviewed by a designated official in the Controller’s Office. If the appeal information is sufficient to overturn the decision, the designated official in the Controller’s Office 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 Financial Appeals Committee for further, prompt consideration.

A decision rendered by the Financial Appeals Committee is the final University determination on the matter.

Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in University or Board of Regents policy or by statute or regulation.

Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of Business and Finance.

[Business and Finance procedures - coming soon]

Related Policy Information: House Bill 2872; K.S.A. 75-4364