Payment Policies

*Per Board of Trustees of Community-Technical Colleges Policy Manual

 

6.5.4 - Payment of Tuition and Fees

Colleges must have an administrative system in place to manage and evaluate the implementation of this section which shall include periodic review and reporting on the status of deferments, collections, total receivables, and
uncollectible accounts in order to minimize the level of uncollectible tuition and fee revenue. The chancellor may limit a college's level of deferments based on the demonstrated effectiveness of its administrative system.

I. Fees and Other Student Charges

All students enrolled in credit general tuition funded courses must pay, at the time of registration, a non-refundable deposit of the applicable college services fee and student activity fee, except that colleges holding advance
registration may, at their option, defer the payment of such fees until the time tuition is due. However, if a college permits the deferral of fees at advance registration, a student who pays the fees but withdraws before the time tuition is due shall be entitled to a full refund of fees.
 
All students registering for extension funded courses must pay, at the time of registration, the non-refundable college services and student activity fees if registering for credit-bearing courses and the full extension fee appropriate to
the extension courses for which the student registers.
 
All other student fees or charges, including mandatory usage (laboratory, studio and clinical) fees, must be paid at the due date established by the college or in accordance with board policy.
 

II. Tuition

The total tuition and mandatory usage fees applicable to the general tuition funded courses or programs for which registered are payable in one installment and are due by the payment date specified by the college, which
shall be not earlier than six weeks nor later than three weeks before the first day of classes unless a deferred payment schedule, in accordance with Board of Trustees policy, has been approved.
 

III. Deferments

A. Normal operating procedures assume that all payments to the college by students shall be on a pay-as-you-go basis. However, the board recognizes that circumstances may be such that students require other payment options. Therefore, the board authorizes certain deferments as set forth in section B, below. However, no deferment of payment shall be approved or extended until outstanding accounts of prior sessions or semesters have been settled. Under any deferment schedule which is approved, all required, non-refundable fees shall be paid in full before any payments are applied to tuition.
 
B. A student's payment may be deferred, and his or her registration shall only be considered complete, upon written assurance of payment on file with the college in accordance with one of the following:
 
1. Financial aid deferments. In order to receive a financial aid deferment, the college financial aid officer shall certify in writing that, based on his or her evaluation of information provided by the students, the college has reasonable assurance that the student meets eligibility requirements for receiving sufficient federal or state financial aid to cover the student's tuition and required fees.
 
2. In the absence of sufficient information which is judged by the financial aid office to provide reasonable assurance of forthcoming financial aid, a financial aid deferment shall not be issued and the student must provide assurance of payment in accordance with item 2, 3, or 4, below, even though financial aid may subsequently be applied for and, in fact, granted.
 
3. Third-party payer deferment. The student may provide written documentation from a responsible third party (e.g., sponsoring organization, government agency, employer) which guarantees payment.
 
4. Other deferments. In the absence of a financial aid or third-party deferment, the college president or designee may, at his/her discretion, defer payment of tuition only for no more than forty-five (45) days from the first day of classes. Such deferments should normally be based on temporary or unusual circumstances and an assessment by the college that the student will be able to pay at the end of forty-five days.
 
However, such deferments shall not be extended to a student if a previous deferment remains outstanding. When such a deferment is granted, the non-refundable college services and student activity fees shall be paid at the time of registration and the student, if he or she has reached majority, otherwise the parent or legal guardian, must provide
written assurance in the form of a signed promissory note covering the balance of deferred tuition.
 
5. Deferred payment plan. The chancellor is authorized to establish policies and procedures for implementation at each college’s option of a deferred payment plan for tuition, general fees and extension fees which provides for monthly or other periodic payments and which may be made available to all categories of students and/or programs offered by the college, including part-time or full-time students enrolled in general tuition funded courses or enrolled in special extension programs and courses.
 

IV. Accounts Receivable

Upon registration, accounts receivable shall be established for all students whose tuition and/or fees have been deferred. Accounts receivable shall also be established for any other student charges not paid by the established due date. Such receivables shall be maintained by account on a current basis with appropriate monthly reconciliation to control records.
 
The student's account receivable shall be adjusted to reflect changes in registration and applicable refund policy throughout the expiration of the add/drop period.
 

V. Failure to Pay

Failure to have made all applicable payments by the payment deadline will result in the withdrawal of the student's registration unless a deferred payment schedule has been approved. Failure to make payments in accordance with a
deferred payment schedule shall also result in the withdrawal of the student's registration.
 
Students presenting bad checks must replace them with cash, money order, or bank check within seven days (one week) of the college's receipt of such notification; otherwise the student's registration shall be immediately withdrawn.
If the student's registration is withdrawn effective prior to the start of the semester, the account receivable will be cancelled and no hold placed on the student's academic records. If the student's registration is withdrawn effective
after the start of classes, either because the student has officially dropped the course or has failed to pay, the account receivable will remain on the student's record, the college shall take reasonable measures to collect the amounts due, shall not issue the student's official academic records, and shall not allow the student to register for future semesters until such receivable is paid in full.
 
Following reasonable collection efforts, if the college deems the account uncollectible, the college may create an allowance for doubtful accounts as an offset to the account receivable for purposes of financial reporting and may
discontinue further active collection efforts. The college shall maintain detailed records to support any allowance for doubtful accounts.
 
The chancellor may establish procedures for collections, for the financial write-off of inactive, uncollectible accounts, and for the related determination of student academic status.
 
Notice of this policy must be prominently displayed in the college catalogue and provided to all students receiving deferments and to all students at registration.
 

VI. Late Registrations

All registrations which occur after the payment deadline shall be accompanied by full payment of all tuition and fees applicable to the courses for which registered unless a deferred payment schedule has been approved.
 
(Adopted March 21, 1994; amended December 19, 1994,
April 22, 1967, December 16, 2002)