USU Registration Experience: Disappointed, yet Satisfied

The following is an email correspondence between me and the USU registrars office. I initiated the conversation after receiving only $322 out of the $650 I thought I was getting back after dropping a video editing class before the add drop date. (Apparently, it costs a lot of money to drop classes here at USU.)

Bryan:

To whom it may concern, my purpose in writing you is to find out what my "real" chances are for receiving a 100% refund for the one class that I dropped last Monday, the 14th of September.

When I discovered that Monday night that I was only going to receive only 50% tuition back I felt cheated by the University. This is my first semester at USU, and I was unaware of the university's negative reinforcement policy regarding adding/dropping classes after a certain date. When I added this elective course at the registrar's office on Sept. 4th, the nice lady that was helping me knew that I wasn't sure if I wanted to add it then or not and specifically told me that I wouldn't be penalized for dropping the class before the add/drop date. (The only documentation I have of our conversation is my tuition receipt, however, I could identify her, given the opportunity.)

If the course were $100, I wouldn't pursue restitution. However, as a first-year graduate student, each credit costs me $211. As I am currently unemployed, I was depending on this refund to pay my housing rent.

I have filled out a "request for refund form" from the registrar's office and am planning on turning it in tomorrow evening. Is there anything more, that you know of, that I can do to help me out? Please dialogue with me, either over email or feel free to call me anytime on my personal cell number.

Thank you for your help,
Bryan

The Registrars Office:

Bryan,

I have looked at the registration audit trail for your account and see that the dropped course, INST 6215-001, was registered via the web on August 28th and dropped via the web on September 14th. I have also looked at your payment audit trail and see that on September 4th you were helped by our staff assistant at the counter in making a payment to clear your account. I cannot verify your conversation with her, but the drop dates are clearly posted online and when asked, we give this date information over the counter. September 4th (the date of your payment) was the last day to receive a 100% refund for dropping courses as well the deadline to pay tuition and fee charges prior to being purged from classes. From September 5 – September 14, all dropped courses were given a 50% refund in accordance with university policy as approved by the State Board of Regents. Depending on the manner in which your question was presented, our counter person may not have understood what you were asking. She may have thought you were talking about the affect to your transcript, when in essence you were meaning the financial effect. She as 100% correct in her comment that if you dropped by the designated drop date that you wouldn’t see the affect. I apologize that I cannot give you more information at this time. If you would like to petition for a refund, this process is free, but not guaranteed, here is the link: http://www.usu.edu/registrar/forms/pdf/Request_for_Refund_Form.pdf Please make sure you have attached any applicable documentation on extenuating circumstances that will support your request.

In answer to your question on the “real” chances for receiving a 100% refund on your course, I cannot answer that question until your documentation has been submitted. As stated on the Request for Refund form:

Please be aware that refunding of tuition and/or fees is approved only upon demonstration of circumstances which are beyond the student’s control, including but not limited to: class cancellations, incapacitating illness, death in the immediate family, or other emergencies of this nature. DOCUMENTATION OF THESE CIRCUMSTANCES IS REQUIRED!

http://www.usu.edu/registrar/payment/pdf/2009-10%20USU%20tuition-fee.pdf

Above is the link to the tuition and fees table for you to view the actual cost of tuition. As a graduate student you would look at the GRADUATE – RESIDENT – INITIAL ENROLLMENT 2004+ column. For 12 credits, you were charged $2602.18 not including class fees. If you look at the first credit charged you will notice that the first credit is significantly more than the increment for each additional credit.

If, you choose to re-add the dropped course, you will need to submit a Petition for Late Add – graduate form http://www.usu.edu/registrar/forms/pdf/Late_Add_Form_Grad.pdf with the instructor’s signature as well as the dean of graduate studies authorization. The $100 late fee would be waived, and the tuition refund of 50% reversed. You have been issued a refund for $322.83 which would need to be returned to the university.

Thank you for your inquiry,

Melanie

Bryan:

Wow. Thank you, Melanie. This is exactly the information I was looking for. I appreciate the fact that you would look up my account history, explain the miscommunication and offer me possible solutions.

I will go ahead and turn my fund request form in today, and also look into the possibility of adding the class late.

Regards,
Bryan

Melanie at The Registrars Office:

Bryan,

The Associate Registrar, Bill Jensen, has reviewed your Request for Refund that was submitted on 9-17-09. This request has been denied.

Thank you for your inquiry,
Melanie

Bryan:

Thank you for your immediate response. The bottom line is I am lucky to be in a masters program that I love. I've been very impressed with the service I've received online and at the registrar's office.

I'm planning on re-enrolling in the class in-question on Monday. If I get the instructor to sign the petition for late enrollment, will I incur any additional fees?

Thanks,
Bryan

Melanie:

As I explained in the email chain yesterday, you have already been issued a refund of $322.83. This will need to be returned to the university at the time of registration.

Good luck in your class.

Bryan:

Right. Thanks. I'll be back by on Monday for that add form.