Tuition Rebate Program UPPS No.
03.01.13
(
Effective Date: 08/23/2006
Review: May 1 E4Y
01. POLICY STATEMENT
01.01 This UPPS details the Texas State
University-San Marcos (University) policies and procedures for administration
of the State’s Tuition Rebate Program (Rebate Program), in accordance with S.B. 1907, as enacted
by the 75th Legislature, 1997 in Texas Education Code 54.0065 and in
Texas Administrative Code Chapter 13, Subchapter E, sections 13.71-13.78;
amended with H.B. 1890 as enacted by the 78th Legislature, 2003 in
Texas Administrative Code Chapter 13, Subchapter E, sections 13.80-13.87; and
further amended with S.B. 34 as enacted by the 79th Legislature,
2005.
02. GUIDELINES FOR THE
REBATE PROGRAM
02.01 Eligibility - To be eligible for the Rebate
Program, a student must:
a. have enrolled for the first time in an
institution of higher education in the fall 1997 semester or later;
b. request a rebate for coursework related to a
first baccalaureate degree received from Texas State University-San Marcos;
c. have been a resident of Texas as set forth
under Texas Administrative Code Chapter 21, Subchapter B (relating to
Determining Residence Status) and have been entitled to pay resident tuition at
all times while pursuing the degree;
d. if enrolled for the first time in fall 2005
or later, graduate within four calendar years from the first semester enrolled
in a general academic teaching institution for a four-year degree or within
five calendar years for a five-year degree if the degree is in architecture,
engineering, or any other program determined by the Texas Higher Education
Coordinating Board to require more than four years to complete;
e. have attempted no more than three hours in excess of the minimum number of
semester credit hours required to complete the degree under the catalog under
which the student graduated. Hours
attempted include transfer credits, course credit earned exclusively by
examination (except that, for the purposes of this Rebate Program, only the
number of semester credit hours earned exclusively by examination in excess of
nine semester credit hours is treated as hours attempted), courses dropped
after the official date, for-credit developmental courses, optional internship
and cooperative education courses, and repeated courses. Courses dropped for reasons that are
determined by the institution to be totally beyond the control of the student
shall not be counted. For students
concurrently earning a baccalaureate degree and a Texas teaching certificate,
required teacher education courses shall not be counted to the extent that they
are over and above the free electives allowed in the baccalaureate degree
program; and
Note that the four- or five-year time
limit prescribed in section d. above begins on the first day of the month for
enrollment in the semesters described as follows: September for a fall semester; January for a
spring semester; June for summer I; and August for summer II. For example, a student enrolling for the
first time in fall 2006 for a four-year degree must complete that degree no
later than September 1, 2010 to be eligible for the rebate.
02.02 Hardship Provisions – Effective for students
who enroll for the first time in fall 2005 or later, an otherwise eligible
student may be eligible for a rebate without satisfying the requirements of
Section 02.01 above, if the student is awarded a baccalaureate degree and the
college dean certifying the degree has determined, with the completion of the
Tuition Rebate Hardship Justification form in Attachment
II, that the student has demonstrated a hardship under any of the following
conditions:
a. a severe illness or other debilitating
condition that may affect the student’s academic performance;
b. an indication that the student is responsible
for the care of a sick, injured, or needy person and that the student’s
provision of care may affect his or her academic performance; or
c. performance of active duty military service.
02.03 Tuition - Education & General (E&G)
tuition is the only tuition or fee which is eligible for rebate under the
Rebate Program [per The Texas Higher Education Coordinating Board].
02.04 Rebate Amount –The amount of tuition to be
rebated to a student under the Rebate Program is $1,000, unless the total
amount of tuition paid by the student to the University was less than $1,000,
in which event the amount of tuition to be rebated is an amount equal to the
amount of tuition paid by the student to the University. A student who paid the
institution awarding the degree an amount of tuition less than $1,000 may
qualify for an increase in the amount of the rebate, not to exceed a total
rebate of $1,000, for any amount of tuition the student paid to other Texas
public institutions of higher education by providing the institution awarding
the degree with official receipts documenting the total amount of that tuition
paid to other institutions. This proof
must be provided at the time that the student submits the rebate
application. Failure to do so at that
time will result in those amounts not being considered in calculating the
amount of the rebate.
02.05 Financial Aid – Tuition rebates shall be
reduced by the amount of any outstanding student loan, including an emergency
loan, owed to or guaranteed by this state, including the Texas Guaranteed
Student Loan Corporation. If a student
has more than one outstanding student loan, the University shall apply the
amount of the rebate to the loans as directed by the student. If the student fails to provide timely
instructions on the application of the amount, the University shall apply the
amount of the rebate to retire the loans with the highest interest rates first.
02.06 Degree-granting institution - The University
is required to make payment under this Rebate Program, including any amounts
which are due to the student because of prior attendance at other
03. PROCEDURES
ASSOCIATED WITH THE REBATE PRORAM
03.01 Students must complete the rebate application
form (Attachment
I) and submit it to the Academic Advisor II in the college academic
advising centers (advisor) no later than the workday immediately preceding
their graduation. Copies of this form
are available in the college academic advising centers, or with the online
graduation application, along with instructions for completion. General information about the Rebate Program
can also be found in the undergraduate catalog.
The advisor reviews the student’s academic records and, if necessary,
requires the student to complete and submit the Tuition Rebate Hardship
Justification form (Attachment
II) and then makes a recommendation to the college dean about the student’s
eligibility for the Rebate Program. The
college dean will review the rebate application, if necessary the Hardship
Justification form, and the advisor’s recommendation, and then approve or deny
the rebate application. The approved
rebate application, and, if necessary the Hardship Justification form, are
forwarded to the Cashier’s Office for verification of resident tuition status
and for calculation of any outstanding indebtedness and the amount of the
rebate. The Cashier’s Office processes
the rebate. Denied applications and
forms are returned to the advisor for student notification.
04. APPEALS PROCEDURES
04.01 Ineligibility - Students who are determined to
be ineligible for participation in the Rebate Program may file an appeal with
their College Dean. Failure to adhere to
all of the following requirements will constitute grounds for dismissal of the
appeal.
a. Format – The appeal must be in writing and
must specify the reasons why the student feels they should be eligible for the
Rebate Program.
b. Documentation – All supporting documentation
(such as official transcripts from previous institutions attended and Hardship
Justification forms) must accompany the appeal.
c. Deadline for Appeal – The appeal must be
filed no later than 30 calendar days after the date on which the college dean
determines ineligibility. This 30-day
time limit includes all University holidays and breaks.
The college dean will provide written
notice to the student of the results of their review of the appeal no later than
30 calendar days after receipt of the appeal.
The decision of the college dean constitutes a final decision for
eligibility for the Rebate Program. For
appeals which result in a determination of eligibility for the Rebate Program,
the college dean will forward the approved rebate application and supporting
documentation through administrative channels so that the rebate payment can be
made.
04.02 Amount – Students who desire to appeal the
dollar amount of their rebate must follow the steps detailed below. Failure to adhere to all of the following
requirements will nullify their appeal as to the amount of the rebate.
a. Format – The appeal as to the amount of the
rebate must be in writing and must include (a) calculations which document the
rebate amount that the student expected and (b) the specific differences
between the expected and actual rebate.
This appeal as to rebate amount must be sent to the Cashier’s Office.
b. Documentation – All supporting documentation
(such as receipts from previous institutions attended and, if necessary,
Hardship Justification forms) must accompany the appeal.
c. Deadline for appeal as to amount – The appeal
regarding the amount of the rebate must be filed no later than 30 calendar days
after the check date for rebates issued.
For students whose rebate amounts did not exceed outstanding
obligations, an appeal as to amount must be received no later than 30 calendar
days after the date of the Cashier’s Office notice regarding such
balances. The 30-day time limit includes
all University holidays and breaks.
The Cashier’s Office will provide written
notice to the student of the results of their review of the appeal no later
than 30 calendar days after receipt of the appeal. For appeals which result in additional funds
owed to the student, payment will be forwarded to the student’s permanent
address within 30 days after such determination is made.
05. DUTIES ASSOCIATED
WITH THE REBATE PROGRAM
05.01 Duties associated with the Rebate Program are
as follows:
a. Students – Those students who want to qualify
for this program must do all of the following no later than the times
specified:
1) Enroll only in those courses which qualify
them for the Rebate Program. Enrollment
in more than three hours beyond the minimum required for their degree will
invalidate their participation in the Rebate Program.
2) Pay tuition at the resident rate at all times
while pursuing the degree.
3) Comply with all University rules and
regulations related to the Rebate Program.
4) File the rebate application with their
advisor no later than the workday immediately preceding their graduation day
and, if appropriate, the Hardship Justification form.
b. Advisor – provide general information about
the Rebate Program and review the student’s rebate application for academic
eligibility and the Hardship Justification form.
c. College Deans – certify that the student is
eligible for the Rebate Program and is responsible for obtaining adequate
written documentation of the hardship from medical or military sources and for
providing written justification of the hardship to accompany the rebate
application. Also, reviews appeals filed
under this policy.
d. Cashier’s Office – determines resident
tuition status and the net amounts paid by the student and any outstanding
obligations that the student owes to the University and to the State of Texas
and pays outstanding obligations from the rebate amount, then makes payment for
any remaining balance to the student.
Also, notifies the student if he or she will not receive a rebate
because his or her outstanding obligations exceed the rebate amount.
06. FORMS
06.01 The forms which should be utilized in
association with this UPPS are:
Attachment
I - Tuition Rebate Program Application
Attachment
II – Tuition Rebate Hardship Justification
07. REVIEWERS OF THIS
PPS
07.01 Reviewers of this UPPS include the following:
Position Date
Associate Vice
President for May 1
E4Y
Financial
Services/Treasurer
Director,
Curriculum Services May
1 E4Y
08. CERTIFICATION STATEMENT
This UPPS has been approved by the following
individuals in their official capacities and represents
policy and procedure from the date of this document until superseded.
Associate VP-Financial
Services/Treasurer; senior reviewer of this UPPS
Vice President for Finance and Support
Services
President