A. Refunds

  • The colleges will utilize the University’s refund policy to determine the amount of monies to be refunded to students after the first day of classes.
  • Students who do not register will be entitled to a full refund of all monies collected by a servicing agent including student activity fees and the consolidated fee. These refunds as indicated above will be paid from the college’s Depository Account.
  • Payment agreements entered into by the students, or their parents, can be for less than the full amount of tuition and fees.
    • CUNY policy does not permit payment of amounts in excess of the University’s tuition and fee schedule as indicated in the Manual. Any excess amounts paid to the servicing agent and forwarded to the University will be returned to that servicing agent.
    • The college must collect the difference between the total scheduled payments and the tuition charge at the time of registration, or the college’s established due date for payment of tuition and fees, whichever date is later, when the budgeted amount is less than the total fees due.
    • A student’s tuition and fee liability must be satisfied prior to the first day of classes

The following University schedules should be used to determine the amount of refund (or reduction in amount of tuition liability) due to any student. Deviations from the policy below must be approved by the Vice Chancellor for Budget and Finance. Refunds are based upon the first day of classes as indicated in the official University calendar. The official receipt of a request for refund by the Register’s Office is the date such refund is calculated.

Tuition refunds are calculated in accordance with the Tuition Refund Policy for those students who officially drop a class or classes during the first three weeks of the semester. Some fees may be refundable.

B. Refunding Tables and Methodology

Refund Schedule for Fall and Spring Semesters Tuition Refund Tuition Obligations
Drop course(s) before 1 Official Day of the Semester 100% -0-
Drop course(s) within 7 calendar days of opening date 75% 25%
Drop course(s) between 8 & 14 calendar days of opening date 50% 50%
Drop course(s) between 15 & 21 calendar days of opening date 25% 75%
Drop course(s) beyond 21 calendar days after opening date None 100%

 

For summer and winter session(s), the refund period is the first 20% of the total days (including Saturday, Sunday & Holidays) in the session. The refund period is divided into two equal segments corresponding to a 50% and 25% refund period. For example:

Days in the Session

* Rounding Up Is Used

First Refund Period Second Refund Period After Computed Days
Six Weeks
6 weeks X 7 Days = 42 Days
20% of 42 Days = 9*
Percentage of Refund
Percentage of Liability
5 Days
50%
50%
4 Days
25%
75%
Final 33 Days
0%
100%
Five Weeks
5 weeks X 7 Days = 35 Days
20% of 35 Days = 7* Days
Percentage of Refund
Percentage of Liability
4 Days
50%
50%
3 Days
25%
75%
Final 28 Days
0%
100%
Four Weeks
4 weeks X 7 Days = 28 Days
20% of 28 Days = 6* Days
Percentage of Refund
Percentage of Liability
3 Days
50%
50%
3 Days
25%
75%
Final 22 Days
0%
100%
Three Weeks
3 weeks X 7 Days = 21 Days
20% of 21 days = 5* days
Percentage of Refund
Percentage of Liability
1st Day
50%
50%
Next 4 days
25%
75%
Final 16 days
0%
100%

 

The following is the refunding table for the 12/6 Schools: Kingsborough Community College; LaGuardia Community College; and Guttman Community College. As colleges move through the CUNYFirst implementation process, more colleges will use this table for refunding.

Refund Schedule for Session I Fall and Session I Spring Semesters Tuition Refund Tuition Obligations
Drop course(s) before 1 Official Day of the Semester 100% -0-
Drop course(s) within 6 calendar days of opening date 75% 25%
Drop course(s) between 7 & 12 calendar days of opening date 50% 50%
Drop course(s) between 13 & 17 calendar days of opening date 25% 75%
Drop course(s) beyond 18 calendar days after opening date None 100%

 

Refund Schedule for Session II Spring and Session II Fall 6 Week Semesters Tuition Refund Tuition Obligations
Drop course(s) before 1 Official Day of the Semester 100% -0-
Drop course(s) within 5 calendar days of opening date 50% 50%
Drop course(s) between 6 & 9 calendar days of opening date 25% 75%
Drop course(s) beyond 9 calendar days after opening date None 100%

 

Refund Schedule for Session II Spring and Session II Fall Less than 6 weeks Semesters Tuition Refund Tuition Obligations
Drop course(s) before 1 Official Day of the Semester 100% 0%
Drop course(s) within 5 calendar days of opening date – 3 week Session 50% 50%
Drop course(s) beyond 5 calendar days after opening date – 3 week Session 25% 75%
Drop course(s) within 6 calendar days of opening date – 4 week Session None 100%
Drop course(s) beyond 6 calendar days after opening date – 4 week Session 100% -0-
Drop course(s) within 7 calendar days of opening date – 5 week Session 50% 50%
Drop course(s) beyond 7 calendar days after opening date – 5 week Session None 100%

 

Note: Unless extenuating circumstances exist, no application for refunds or reduction in liability for the fall, spring and winter (including intersession) semesters will be accepted after the end of the fiscal year. Refund applications for any summer terms will be accepted up until the beginning of the fall semester.

Note: For 2, 3, 4 and 5 week winter sessions, there are limits to when the refund may be applied for. See the table above for examples of computation.

Note: The refund period may be altered in particular years, dependent upon special circumstances.

Following is the narrative of the refunding process:

Generally, the following methodology should be used

  • The refund period is the first 20% of the total days (including Saturday, Sunday, & Holidays) in the term/session. The last day of this period coincides with the census (Form “A”) date.
  • The 20% represents the traditional semester’s census date; for example: 7 days in a week X 15 weeks in a term/session 105 days X 20% = 21 days (the census date is the 21st day) The refund period should be divided into three equal segments corresponding to the three refund percentages (75%, 50% & 25%) as shown above.
  • The refund period corresponds to the 21-day period noted above. Thus, 21/3 = 7 day segments in which, withdrawal during the first 7 days would allow for a 75% refund, withdrawal during the second 7 days would allow for a 50% refund and, withdrawal during the third 7 days would allow for a 25% refund.
  • In those instances where the traditional 15-week session does not exist, the census date and therefore the determination of the refund period may result in less than a complete day. In those cases, the college should round to the nearest full day, for example: 7 days in a week X 10 weeks in a term/session 70 days X 20% = 14 days (the census date is the 14th day) Therefore, under these circumstances, the refund period corresponds to the 14 day period noted above.
  • Thus, 14/3 = 4.667 which should be rounded to 5 day segments in which, withdrawal during the first 5 days would allow for a 75% refund, withdrawal during the second 5 days would allow for a 50% refund and, withdrawal after the second 5 day segment and prior to and including the census date (14th day) would allow for a 25% refund. Thus, the last period would contain only 4 days, even though the first and second periods each contain 5 days.

Change in Status from Full-Time Student to Part-Time Student

If a full-time student (registered for at least 12 credits) drops a course during the refund period and thus is registered for less than 12 credits, the student’s effective tuition is then calculated on a part-time basis.

  • However, the student is also liable for that portion of a full-time tuition, which is not refunded in accordance with existing refund procedures.
  • Subtract the new part-time tuition amount from the full-time amount and give the student a refund based upon the percentage due at the point of withdrawal.

Tuition Refund Liability – Registration During Late Registration Period

  • Students who register during the college specified late registration period and settle their tuition bill creates a tuition refund liability. Late registration occurs after the first day of classes as stated in the official University calendar.
  • No tuition refund liability is created until a tuition bill is settled.
  • Once a tuition bill is settled, refund liability, if any, is based upon the refund schedule in the chart above.

C. Refunds Based on Specific Criteria

Refunds for U.S. Military Service, Peace Corp or VISTA

  • Any refund request for U.S. Military, Peace Corps or VISTA service must be documented in order to process it.
  • In the case of the U.S. Military, a copy of induction or military orders is required. In order to obtain a grade, a student must have attended class regularly for approximately 13 weeks (5 weeks for Summer Session) or 85% of the term’s work through acceleration may be given full credit for each course in which he or she has a grade of C or better.
  • The student must follow their college’s policy on incompletes, and sign an incomplete contract with the instructor. The normal regulations apply, and grades will be recorded as failures if courses are not completed.
  • Faculty makes the decision regarding eligibility for a grade.
  • No refund will be made to a student who has been assigned an earned grade, regardless of whether the grade is passing or failing.
    • In instances where students enlist in the U.S. Military, the Peace Corps, or VISTA and do not attend class for a sufficient time to qualify for a grade but continue to attend class within 2 weeks of induction, a refund of tuition and all other fees except application fees will be made in accordance with the following:
      • 100% refund for students who withdrawal before the beginning of the 5th calendar week (3rd calendar week for Summer Session) after the scheduled opening date of the session.
      • 50% refund for students who withdraw after the beginning of the 5th calendar week (3rd calendar week for Summer Session/Winter Session) after the scheduled opening date of the session.
    • If a tuition liability exists, a student may be eligible for State or Federal financial aid. Please refer to the Office of Student Financial Assistance’s Policy and Procedures Manual.
    • Upon return from military service, a student will not be charged a Readmission Fee to register at the same college.

Improper Advisement Has Been Given

  • Improper Advisement will result in a student tuition refund in the following situations:
    • If a tuition-paying student is placed in a special (remedial) class and is advised by the instructor to withdraw from the class because it is unneeded, the student may be entitled to either a full or partial refund.
    • If a tuition-paying student is placed in an unneeded class and after review the college is satisfied that the student was improperly advised, the tuition may be refunded in full. Otherwise the student is entitled to a tuition refund based on the established refund schedule.

College Cancelled Registration Will Result in a Student Tuition Refund in the Following Situations:

  • A student registers as a degree student but the college subsequently learns he/she did not receive a high school diploma or equivalent and then the student elects not to continue as a non-degree student.
  • A student is notified that he/she is no longer in good academic standing.
  • A student has been permitted to register, but subsequently it is learned that he/she owes money to the college, another CUNY college, or loan program. A student’s grades from the prior semester are received after registration and the student can no longer continue in one or more courses.

Tuition Refunds Resulting From a Change in Student Status

Student status changes will result in a student tuition refund in the following situations:

  • A change in a student’s residency status from non-resident to resident, which occurs before the first day of classes, will still entitle the student to a refund of the difference between the resident and non-resident tuition rates.
  • Any reclassification in residency status, a change from advance standing transfer to continuing student status, or a change from non-degree to degree status on or after the first day of classes will not take effect until the next semester.
  • A student is not entitled to a refund due to reclassification on or after the first day of classes.

Immunization Liability

As a result of New York State Public Health Law (PHL) Section 2165, the University has instituted procedures requiring all students born on or after January 1, 1957, who are registered for six or more credits/equivalent credits, to submit proof of immunization for measles and one proof for mumps and rubella to be in attendance at the University. This requirement applies to all full-time students (defined as students enrolled for 12 or more credit hours or the equivalent) and to part-time students (defined as students enrolled for at least 6 but fewer than 12 credit hours or the equivalent in degree or certification programs).

Any student who does not comply with the immunization policy, and as a result has his/her registration cancelled, will receive a tuition refund. That student’s academic standing and eligibility for financial aid may be affected.

http://www.cuny.edu/about/administration/offices/sa/services/student-health/immunization-info.html

The Effect of the Refund Procedure on Financial Aid Eligibility

In some cases refunding of tuition will have an impact on financial aid eligibility. Students must determine any liability by contacting their college’s Financial Aid Office.