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9.1.1 An applicant for admission to an institution will be considered and counted as a student when all assessed fees have been paid, or when an acceptable commitment from an agency or organization approved by the institution has been received by the institution. An applicant shall possess an acceptable commitment when he/she has timely submitted an application(s) for financial aid with the reasonable probability of receiving such.
Pursuant to the above condition, institutions with an advanced or pre-registration process must require payment of all applicable fees prior to the regular registration period as defined by each institution. Students who do not pre-pay all fees or have an acceptable approved financial aid deferment will forfeit pre-registration privileges and must enroll under the normal registration process.
9.1.2 When an applicant tenders payment of fees by means of a personal check, the applicant may be considered and counted as a student. If that check is subsequently dishonored and returned, unless the student then redeems the check in accordance with collection guidelines, Accounting Policies and Procedures, Section 11.4.1, the student shall not be considered as enrolled for that term.
9.1.3 An acceptable commitment from an agency or organization shall be limited to a commitment which identifies the applicant and promises to pay all unpaid assessed fees for such applicant.
9.1.4 Agencies or organizations which may be approved by the institution for purposes of making acceptable commitments for applicants shall be limited to agencies of federal or state governments authorized to provide financial aid, established financial institutions within the state, established in-state or out-of-state corporations which employ the applicant, foreign embassies and foreign corporations, and other organizations within the state which have previously demonstrated the ability to pay the commitment. No commitments from individuals will be accepted on behalf of applicants.
9.1.5 This policy shall not affect enrollment of students receiving financial assistance from any federal or state financial aid program(s). All state financial aid granted to a student shall be applied to pay maintenance fees or tuition, student dormitory or residence hall rental, board and other assessed fees before any excess may be distributed to the student.
9.1.6 All assessed fees shall include maintenance fees, tuition, debt service fees, technology access fees, service charges and any other incidental fees assessed at the time of registration, and shall include any and all assessed fees outstanding from prior enrollment at the institution by an applicant. All fees shall be assessed and payable at the time of registration to the extent determinable. Assessed fees shall include rental and board fees where such fees are payable in full at the time of registration. Otherwise, assessed fees shall include the first periodic payment of rental and board fees in advance.
9.1.7 Assessed fees for student dormitory rental and meal tickets may be payable on a monthly basis in advance, provided that all federal or state financial aid granted to the individual first be applied to assessed fees. A service charge is due with each monthly payment. An additional late payment charge will be assessed for each payment not received within ten (10) days after the due date.
9.1.8 No applicant will be considered for admission as a student until all due and payable outstanding fees and charges from prior terms, of whatever nature, have been paid by the applicant.
9.1.9 The institutions are authorized, subject to approval by the Board, to establish charges for late registration and/or checks which are returned dishonored, and such charges shall become assessed fees for purposes of admission.
9.1.10 The president of an institution has the authority to determine the applicability of certain fees, fines, charges and refunds, and to approve exceptions in instances of unusual circumstances. All such actions should be properly documented for auditing purposes.
9.2 Authorization of Scholarships
Those departments or offices awarding scholarships must submit a completed Personnel Action Form or other approved award documentation for each student via the appropriate channels to the Financial Aid Office prior to registration. (See Exhibit P/P-8.) Award documentation must be submitted for each academic year, with revised documentation submitted reflecting any changes during the year in the scholarship status prior to the semester to which the change applies. Awards will be entered by Financial Aid personnel into the award file, and, be used to offset fee charges for the designated term before any amount is distributed to the student. The appropriate expenditure accounts will be charged for the awarded amounts.
9.3 Additions to Student Accounts for Unpaid Charges
To charge a student's account for an unpaid bill such as library fines, housing loss and damage or other routine charges, the department or office must complete a Departmental Charge Form (See Exhibit A-13) at the time the charge is incurred. Non-routine charges should be submitted by memorandum with sufficient documentation to support the amount charged. In service areas such as the Infirmary, students must pay for services at the time they are rendered. Credit should not be extended except in the case of an emergency. If an emergency does arise, a Departmental Charge Form should be completed with the circumstances noted on the form.
9.3.1 Departmental Charge Forms Departmental charge forms may be obtained from the Accounts Receivable section of the Business Office. These forms are pre-numbered and are to be issued in numerical sequence. Each form has three (3) copies. Copy 1 is to be issued to the student, Copy 2 is to be retained by the department, and Copy 3 is to be forwarded to the Business Office. All charge forms must be accounted for. In the case of a missing form, an explanatory memorandum must be provided to the Accounts Receivable Supervisor via the appropriate academic or administrative officer.
9.3.2 Completion of Departmental Charge Forms The charge form must be completed including the date, social security number, student's name, local address and itemized listing of charges, account numbers and corresponding amounts. The charge form must be approved by the person initiating the charge and the administrator of the area.
9.3.3 Void Departmental Charge Forms All copies of departmental charge forms must be accounted for. If an error is made in completing the form or the charge is not to be processed, then all copies should be voided. Copy 2 and Copy 3 of any void forms must be forwarded to the Business Office with the reason for the void noted on the form and approval by the preparer of the form and the administrator of the area.
9.3.4 Timely Submission of Charge Forms Required Departmental charge forms should be submitted daily and directed to the attention of the Supervisor of Accounts Receivable in the Business Office.
9.3.5 Retention of Supportive Evidence to Charges Required Departments must retain records and be in a position to clearly identify the charge to the student and how the amount charged was determined.