Federal and state regulations govern policies for enrollment, eligibility and disbursement of financial aid, and satisfactory academic progress. You must be admitted into an aid-eligible degree, certificate, or licensure program to be eligible for financial aid. You are encouraged to review the following information so you have an understanding of these policies and your responsibilities.
At the start of the semester, all eligible students may charge books to their SCSU student account (i.e., bill) when purchased at the Centennial Hall Husky Bookstore or Husky Books Express. Students may charge up to $1,000 per semester in books and course materials. Charges will be added to the student's bill.
Students with an unpaid balance hold are not eligible to charge books to their SCSU student account.
Please direct any questions about book charging to Student Financial Services at businessbilling@stcloudstate.edu or 320-308-4012.
If a student is eligible for federal financial aid (Title IV) and completely withdraws (including courses with a grade of "F" for non-attendance) from school during a period of enrollment, the student is entitled to aid based on the percentage of the period of enrollment attended.
When a student withdraws from all courses prior to completing 60% of the semester, the school is required to determine the amount of the federal financial aid the student has earned. A student who does not complete all the days they are scheduled to attend in modular courses (courses that do not run the entire length of the semester) is also considered withdrawn and is entitled to aid based on the percentage of the period of enrollment attended.
If a student has been disbursed unearned aid, the student must repay it. If a student has earned aid which has not been disbursed, he/she is eligible to receive those funds as a post-withdrawal disbursement. If any funds are remaining after the return of Title IV aid, the funds will be used for repayment obligations for St. Cloud State University funds, State funds, and other private sources. If an unpaid balance exists, all aid sources will be repaid before any funds are returned.
A student who withdraws from a modular course but is scheduled to attend a course beginning later in the semester, must notify the Business Office in writing of their intent to return. If the student does not contact the Business Office, they will be considered withdrawn. The Records Office is the University's designated office to accept notification of official withdrawals.
Refunds of Institutional funds less any federal Title IV aid funds are subject to be returned to State and Local aid programs which require a return of funds. The funds are returned according to the ratio of the aid program award to the total Non-Title IV Aid package.
Total Withdrawals
Student accounts will be queried for withdrawals every two weeks. Students in withdrawal status will have their aid reviewed to determine their entitlement amount of the federal financial aid. Students who have been disbursed unearned aid will be sent a bill and letter explaining they are required to repay it. If the student is unable to repay immediately, the University is obligated to return the funds to the originator, and collect reimbursement from the student.
Non-attendance
At the end of each term, student grade records are queried for students who received all failing grades or no grades (incompletes) for the term. This list is reviewed to determine whether any of the students received federal financial aid for the term. If a student earned all failing or all incomplete grades and received federal financial aid, the last date of attendance recorded by the instructor or indicated by an officialwithdrawal will be reviewed. Students' instructors are contacted to determine the dates of class attendance, when necessary. Students who have been disbursed unearned aid will be sent a billing and letter explaining they are required to repay the unearned aid. If the student is unable to repay immediately, the University is obligated to return the funds to the originator, and collect reimbursement from the student.
Credit card charges may be disputed by the customer and subsequently reversed by the credit card processor.
When a credit card charge is reversed, the University will reverse the receipt in the account to which it was originally applied. If the payment received is reversed due to a dishonored payment or credit card reversal resulting in charges being restored and unpaid after the due date, the student's enrollment for an upcoming term will be cancelled, the hold reinstated, and any applicable late fees will be added to the account. This may be considered a violation of the University Student Code of Community Standards and information concerning this action will be forwarded to the Division of Student Affairs to address appropriately.
Web payments and checks will be considered non-sufficient funds (NSF)/dishonored after a check has been presented to the bank twice and returned, or a web payment has been returned to St. Cloud State University unpaid due to non-sufficient funds, closed account, stop payment, or other reason.
Dishonored payments will be backed out of the account to which they were deposited within ten days of the return and the NSF fee will be charged. If the payment received is reversed due to a dishonored payment or credit card reversal, resulting in charges being restored and unpaid after the due date, the student's enrollment for an upcoming term will be cancelled, the hold reinstated, and any applicable late fees will be added to the account. This may be considered a violation of the University Student Code of Community Standards and information concerning this action will be forwarded to the Division of Student Affairs to address appropriately.
The NSF fee is currently $20 and is subject to change without notice.
Uncollectible NSF checks are subject to University collection procedures (see above).
The International Student Insurance policy is available in the Center for International Studies. Health insurance payments are made in the Business Services Office.
A late fee is a charge to a student account when the balance is not paid in full by the end of the SCSU Payment Plan due date.
Late fees will be assessed on accounts after the last payment plan due date for all semesters. Effective spring semester 2017, the late fee is $50 and is subject to change without notice.
Late fees apply to all University past due charges. The only exception will be for current term housing costs on a payment plan set up with the Housing Director or his/her designee. If the obligations of housing payment plans are not met, the late fee will be applied.
Some online/distance learning student courses require the payment of Student Union/Activity fees defined as: Student Union Operating, Student Union Debt Service, Student Activities, Health Services, Athletics, MSUSA, and Technology fees.
Students who live out of state and are taking only online courses are eligible for a waiver of all the above fees except for the MSUSA and Technology fees. The Online-Distance Learning Refund Request Form must be completed and returned to the Business Services Office.
Fees are subject to change per action of Minnesota State or the University President.
Refunds are processed by the Business Services Office. If the bill is paid before the waiver is processed, a refund will be authorized. Refunds will be processed within two weeks of receiving the form. Refunds will be returned by the same payment method the payment was received. No fee refunds will be processed if the student withdraws from the University by the 20th class day (10th class day for summer) of the term since the student will be eligible for a partial refund of tuition and fees.
A payment plan fee will be charged to a student’s account each semester when there is an outstanding balance remaining 10 days after financial aid is first applied.
The payment plan fee is currently $30 and is subject to change without notice.
Participation in a payment plan does not guarantee the ability to register for subsequent terms. The registration hold is removed after payment in full is received by the University.
Students may have their registration cancelled for non-payment unless one of the following conditions is met by the 5th day of classes each semester.
To secure your classes, you must do one of the following:
Tuition and fees are due fifteen (15) business days after the start of Fall, Spring, and Summer semesters.
Students who are receiving veteran educational benefits must contact the Office of Records and Registration and make arrangements with the VA Certifying Officer. Veterans who have made these arrangements are exempt from the Registration Cancellation for Non-Payment Policy.
Students shall be permitted to enter into the SCSU–Basic Payment Plan or NBS e-Cashier Payment Plan. The first payment will be due on or before the tuition and fee due date. Students will be automatically enrolled in the payment plan if the first payment is made. A $30 fee is attached to the payment plan. Accelerated payments are always accepted.
An unpaid balance hold is placed on a student account by the Business Office when an unpaid balance exists for the current or a previous term after the due dates.
Housing due dates are established by the Office of Residential Life. Please reference your housing contract for those dates.
Also see Minnesota State Board Policy 5.12 and Board Procedure 5.12.3.
An unpaid balance hold is placed on a student account by the Business Office when an unpaid balance exists for the current or a previous term after the due dates. A hold prevents a student from being able to register for classes in subsequent terms, or from obtaining transcripts and diplomas.
Holds will remain on a student's account until the past due balance is paid in full. Once the balance is paid, the hold will automatically be removed.
Holds exceptions can only be made at the discretion of the Director of Student Accounts in the Student Services Office.
Once an account that has been determined to be uncollectible, the balance is written off to place it into Inactive Status. This does not eliminate the legal obligation of the debtor to the University.
An account shall be written off after it has been determined to be uncollectible by the Director of Business Services, or his/her designee. This process will take place annually, prior to June 30, when one of the following criteria is met:
When an account is written off, the student’s record will have a hold placed on it. A student’s record can only be reinstated if the past due debt is paid in full.
The change to an Inactive Status does not remove the financial liability of the student (except when conditions 2, 4, or 7 are met in the information above).
St. Cloud State University will make every effort to contact the student before any amount is written off.
Relevant Minnesota State Policy:
Minnesota State procedure 7.6.2 Accounts Receivable Management