5.12 Tuition and Fee Due Dates, Refunds, Withdrawals and Waivers

Board Policies
Chapter 5 - Administration

Part 1. Purpose
To provide financial management and direction on tuition and fee due dates, refunds, withdrawals, and waivers.

Part 2. Authority
Policy 1A.1, Part 6, Subpart A states that the board is authorized by Minnesota Statute §136F.06 to adopt suitable policies for the institutions it governs.

Part 3. Tuition and Fee Due Date
Colleges and universities shall follow the tuition and fees payment due date framework as authorized by system procedure. Colleges and universities shall drop all courses for students who have not taken at least one of the following actions:

  • met the minimum payment requirement,
  • submitted proof of application for federal or state financial aid,
  • initiated a military benefit,
  • initiated a payment plan, or
  • submitted confirmation of other third-party payment.

An extension of the payment due date must be granted to students who have filed and are awaiting approved financial aid from federal, state or other third-party sources.

Colleges and universities shall inform students who received a financial aid deferment that they will remain registered and financially obligated for the tuition and fees even if they do not receive financial aid.

The president or designee may grant short-term tuition and fee payment deferrals in cases where, due to exceptional circumstances, a student needs additional time to arrange third-party financing or otherwise satisfy a tuition and fee balance due. Deferrals must be documented in the student information system.

Part 4. Payment Plans
Colleges and universities shall provide payment plans for students, permitting them to pay their tuition and fees after the due date as outlined in System Procedure 5.12.5. Colleges and universities shall assess a fee for payment plans to cover the costs of processing payments consistent with System Procedure 5.11.1 Tuition and Fees.

Part 5. Refunds
Students may attend at least one class session for each registered, credit-based course without financial obligation. Refunds for courses dropped by the established deadline will be issued as authorized by System Procedure 5.12.4 Refund of Tuition and Fees. Dropped courses do not appear on student records and students are not obligated to pay for dropped courses.

Students no longer wishing to continue in a course after the drop period has elapsed are responsible for officially withdrawing. A withdrawn course remains as a registered course on the student record, and the student is financially obligated to pay for it. Students may petition the college or university to apply the amount of tuition and fees from a course withdrawal to the cost of an added course for the current academic term as authorized in System Procedure 5.12.4 Refund of Tuition and Fees.

Part 6. Waivers
The president or designee may waive amounts due to the college or university as authorized by System Procedure 5.12.2 Tuition Waivers, Deferrals, and Retroactive Drops.

Each college or university shall define the terms under which any authorized waiver will be granted. The college or university shall document the reason for all waivers. The college or university cannot waive the statewide student association fee. However, a college or university may elect to pay the fee on behalf of a student who qualifies for an approved tuition or fee waiver.

Colleges and universities shall, in consultation with students, develop guidelines to implement this policy. These guidelines must be available to students.

Part 7. Accountability and Reporting
Colleges and universities shall maintain records on refunds, drops, withdrawals, nonattendance, and waivers to ensure accountability and accurate reporting in accordance with applicable procedures.

Related Documents:

To view any of the following related statutes, go to the . You can conduct a search from this site by typing in the statute number.

  • Minnesota Statute Chapter 136F.06
  • Minnesota Statute Chapter 136F.70, Subd. 1
  • Minnesota Statute Chapter 192.502, Protections
  • Minnesota Statute Chapter 197.447, Veteran, Defined

Policy History:

Date of Adoption: 06/21/00
Date of Implementation: 08/15/07
Date of Last Review: 10/19/16

Date & Subject of Amendments:

03/18/26 – Full Review. Amended to clarify financial requirements related to mandatory and optional drop timelines, payment options, waivers, and documentation of exceptions granted

10/19/16 – Added a new Part 1. Purpose and Part 2. Authority. Language on refunds and waivers was amended to add clarity and consistency with terminology used in current processes. The refund schedule section was removed from the policy, but the language will be moved to procedure 5.12.4 Refund of Tuition and Fees. Additional wording and formatting changes throughout for consistency and clarity.

Additional HISTORY

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