Policies & Procedures
Shenandoah University Financial Policies & Procedures
Tuition must be paid in full at the beginning of each new term, unless the student/parent has applied and been approved to participate in the Shenandoah University Payment Plan.
- Students/Parents who are receiving an outside scholarship, are in the verification process, and/or awaiting loan approval, must pay the full amount of the balance due by the published tuition due date.
- The Business Office will invoice third party payers, such as scholarships, prepaid college accounts, employers, military, etc., upon receipt of an original, signed authorization form from the organization. If the Business Office does not receive written authorization, an invoice will not be processed.
- The Business Office processes statements on a monthly basis. Only one statement is sent per month to one address. We do not send multiple statements to multiple addresses. The monthly statement is addressed to the student, not the parent.
- You must pre-register for each upcoming term in order to receive a detailed statement.
- Students who have an outstanding balance at the end of a term will be prohibited from a future term until the debt with the University is satisfied.
- Students/Parents may put money into the student’s bookstore account by contacting the SU Bookstore at (540) 665-7392
- It is the policy of the University that all transcripts, diplomas and other pertinent information are held until all financial obligations to the University have been satisfied.
- In the event your account becomes delinquent, you will be responsible for any and all collection expenses and/or attorney’s fees according to laws enforced by the state of Virginia.
Shenandoah University Withdrawal & Refund Information
Withdrawal from the University
- To withdraw from Shenandoah University at any time during the academic year, a student is required to obtain a Withdrawal-Leave of Absence form from the Office of Enrollment Management & Student Success. This form must be completed and returned to the Office of Enrollment Management & Student Success in order for the withdrawal to be processed in an accurate and timely manner.
- Students withdrawing from the University during the published add/drop period will be fully refunded tuition, fees, and housing charges. For those students withdrawing after the add/drop period, tuition will be prorated accordingly. The amount of tuition will be calculated on a prorated basis through the first 60% of the term. After 60% of the term has been completed, the student will be responsible for all tuition charges assessed and will not be eligible for a refund. Tuition and Fees will be prorated based on the withdrawal date provided by the student on the Withdrawal/Leave of Absence form or the last date of attendance as recorded in the Registrar’s Office.
- The determination of the period attended by the student will be calculated as follows:
Number of days completed ÷ Number of days in term = % of term completed
This percentage will determine the amount of tuition charges that the student is responsible for paying. If the percentage is 60% or higher, the student is responsible for 100% of the tuition charges assessed.
Curriculum/Mandatory Fees are refunded only to students who withdraw during the add/drop period. After the add/drop period, curriculum/mandatory fees are non-refundable.
- Students withdrawing from the university for medical reasons will be dealt with on an individual basis. The student must first contact the Director of the Wilkins Wellness Center to discuss the reason for the medical withdrawal. If the reason meets the criteria per policy, a physician or psychiatrist must provide confidential written documentation in support of a medical withdrawal. The Director of the Wilkins Wellness Center or Director of Counseling Center will approve or disapprove a medical withdrawal based on the information provided, with final approval from the vice president of academic affairs.
- Credits applied to a student’s account will first be returned to the financial aid programs in accordance with mandatory Federal and State Guidelines, private organizations, and Shenandoah University requirements. Any remaining amount of credit will first be applied to unpaid charges on the student’s account with any remainder being refunded to the student.
- Room and Board charges are refunded on a prorated basis through the first 15 weeks of the term. Residence Hall damage deposits will be fully refunded provided that no damages have been assessed and there are no outstanding charges on the student’s account.
- Students will be responsible for paying any debts remaining on the student’s account in full within 30 days of withdrawing from the University. If payment is not received the account will be transfered to collections and the student will be responsible for paying any and all collection expenses and/ or attorney’s fees.
Refund Request Information
Refund Checks are available to students who receive financial aid in excess of what is necessary to cover tuition, fees, and room and board charges. Refund checks are also available to those students who over pay, receive alternative loans, or withdraw within the first 60% of the term and have a credit once all adjustments to tuition and aid have been processed.
Federal Student Financial Aid regulations require that the Unviversity refund any financial aid funds that are credited to a student’s account in excess of the costs of tuition, fees, and room and board. The date that refund checks are issued each term varies due to the Frederal Regulations for refunding Title IV aid proceeds to the student. The refund checks that are processed at the beginning of each term will be available for pick up in the Business Office for 3 business days. Checks not picked up within the 3 day period will then be mailed to the student’s legal home permanent address. All checks are made payable to the student.