Student Registration & Financial Services

Policies and Guidelines

Federal and state regulations govern policies for enrollment, eligibility and disbursement of financial aid, and satisfactory progress. You are encouraged to review the following information so you have an understanding of these policies and your responsibilities.

Academic Registration Policies

Bookstore Charging

At the start of the semester, students are able to charge books 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.

To use this benefit, students cannot have an unpaid balance hold on their student account at the time of purchase.

Cancellation and Return of Financial Aid

Title IV Federal Financial Aid

If a student is eligible for federal financial aid (Title IV) and completely withdraws 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. 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. 

Non-Title IV Federal Financial Aid

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.

Procedure for Identifying and Processing

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 student’s instructors are contacted to determine the dates of class attendance. If the student did not attend beyond the 60% completion date, the attendance dates will be used to determine the percent of eligibility. 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. 

Consortium Agreement

A consortium agreement allows you to receive financial aid at St. Cloud State University (SCSU) for coursework taken at another institution (visited institution) if the coursework is applicable to your specific degree program of study at SCSU. Select the appropriate form below based on whether you are attending a Minnesota State school or other school.

Credit Card Charge Reversal

Credit card charges may be disputed by the customer and subsequently reversed by the credit card processor. There is an additional service charge assessed to the University at the time of reversal (see Late Fee Policy).

When a credit card charge is reversed, the University will reverse the receipt in the account to which it was originally applied. If this causes the account to become unpaid after the due date, applicable late charges will be added to the account.

The University receives notice from the credit card processor that a charge is reversed.

The Accounting Department will notify the Cashier to reverse the original receipt from the account to which it was originally applied. The Cashier will also add any applicable late charges to the account.

Dishonored Checks

Checks will be considered non-sufficient funds (NSF)/dishonored after they have been presented to the bank twice and are returned to St. Cloud State University unpaid due to non-sufficient funds, closed account, stop payment, or other reason.

Dishonored checks will be backed out of the account to which they were deposited and the NSF fee will be charged. If the reversal of the receipt causes the account to become unpaid after the due date, applicable late charges will also be added to the account (see Late Fee Policy).

The NSF fee is currently $20 and is subject to change without notice.

Procedure

The cashier will process dishonored checks within ten days of the return of the checks. The original receipt is reversed and charges restored to the customer’s account. The NSF fee will be charged to the customer’s account.

The cashier will send a billing statement to the student's local address, along with a notice identifying the dishonored check, a list of any added fees, and request prompt payment.

Uncollectible NSF checks are subject to University collection procedures (see above).

Financial Aid Enrollment Requirements

Federal and state financial aid programs require students to maintain specific enrollment levels for specific aid programs. Full-time enrollment (12 credits) is required for most scholarships and to receive the full amount on federal grants. The Minnesota State Grant requires 15 credits to receive the full eligibility of the grant. Federal and state loans and student employment require at least half-time (6 credits) enrollment.

When determining enrollment levels for financial aid, only undergraduate credits are included for undergraduate students and only graduate credits are included for graduate students.

The following enrollment levels are defined for federal and state financial aid programs. Please keep in mind that the following enrollment levels apply to financial aid as defined by federal and state financial aid regulations. These enrollment levels may be different from academic enrollment levels as defined by the University.

Undergraduate

  • Full-time: 12 or more semester credits (Exception: Minnesota State Grant requires 15 semester credits for full-time enrollment level)
  • 3/4-time: 9-11 semester credits
  • Half-time: 6-8 semester credits
  • Less than half-time: 5 semester credits or less

Graduate and Doctoral

  • Full-time: 8 or more semester credits
  • 3/4-time: 7 semester credits
  • Half-time: 6 semester credits
  • Less than half-time: 5 semester credits or less

Your financial aid will be directly applied to your St. Cloud State University student account at the beginning of each term based on your enrollment level at that time.

To view your financial aid award at different enrollment levels, login to your e-Services and click on “Estimated Awards” in the Financial Aid section.

International Student Insurance

The International Student Insurance policy is available in the Center for International Studies. Health insurance payments are made in the Cashier's office.

Late Fee

A late fee is a charge to a student account when the balance is not paid in full by the due date.

Late fees will be charged to accounts 10 days after the last payment plan due date (fall and spring semesters), and by the 3rd day after the final payment plan due date (summer term). 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.

The Director of Accounts Receivable is the only person authorized to waive a late fee.

Online and Distance Learning Students Refund Request

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. 

Payment Plan Fee

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.

Registration Cancellation for Non-Payment

Students may have their registration cancelled for non-payment unless one of the following conditions is met by the established due date:

  • FAFSA on file with the SCSU Financial Aid Office; or
  • A “Safe Harbor” payment of $300 or 15% of tuition and fees (whichever is less); or
  • A third party payment authorization/tuition waiver on file with SCSU; or
  • A payment plan arrangement has been entered into with NelNet Business Solutions (NBS); or
  • Tuition and fees are paid in full.

Students registering after the tuition and fee due date through the 6th business day of Fall/Spring semesters may be cancelled for non-payment. 

Tuition and Fee Due Date

Tuition and fees are due fifteen (15) business days before the start of Fall/Spring semesters. For summer session, the due date shall be ten (10) business days before the beginning of Summer Session I. 

Veterans

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.

Payment Plan

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 will be placed on a student’s account by the Business Services Office when there is a current term outstanding balance owed to the University one week before next term registration begins.

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.

Satisfactory Academic Progress

Federal and state regulations require that all students maintain satisfactory academic progress in order to be eligible to receive financial aid. The purpose of this requirement is to encourage all students to progress steadily at a reasonable rate toward graduation. The policy must include a qualitative measure, such as cumulative GPA and course completion rate, and a quantitative measure, such as a maximum time frame to complete a degree. If you fail to meet these standards, you will be placed on financial aid warning or suspension.

St. Cloud State University (SCSU) students must be in compliance with the Satisfactory Academic Progress Policy if they are to receive federal, state, or institutional financial aid.

Unpaid Balance Hold

A hold prevents a student from receiving University services, such as registration for classes, transcripts, diplomas and certain International Studies services.

An Unpaid Balance hold will be placed on a student’s account by the Business Services Office when they have a current term outstanding balance owed to the University one week before the next term registration begins.  Holds will be placed on accounts for the current term one week before registration begins for the following term. Holds will remain on a student’s account until the bill is paid in full.

Holds can only be lifted at the discretion of the Director of Accounts Receivable.

Write Offs

There are two kinds of write offs: small amounts which are less than $30 and large amounts greater than $30.

Small Write-Offs

A small write-off is an account that has been determined to be minimal in amount and placed in inactive status. This does not eliminate the legal obligation of the debtor to the University.

An account with a balance of $30 or less shall be written off when it has been outstanding in excess of 2 years. This process will take place annually, prior to June 30.

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.

Determining that a debt is dischargeable does not remove the financial liability of the student (except when conditions 2, 4, or 7 are met in the information below).

St. Cloud State University will make every effort to contact the student before any amount is written off.

Large Write-Offs

A large write-off is an account that has been determined to be uncollectible and placed in 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.

A debt will be considered uncollectible when one of the following criteria is met:

  1. The cost of further collection effort will exceed the amount recovered.
  2. The debt was discharged in bankruptcy.
  3. All reasonable collection efforts have been exhausted.
  4. The debt cannot be proven by St. Cloud State University.
  5. The statute of limitations on the debt has expired.
  6. It is not in the best interests of the University to pursue collection of the debt.
  7. The debt has been compromised, in the best interest of the State.
  8. The debt is legally without merit or cannot be substantiated by evidence.
  9. The debtor cannot be located.
  10. The University will write off all debts in excess of 6 years.

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.

Determining that a debt is dischargeable 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