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Tuition Refund Appeals Committee

The Tuition Refund Appeals Committee was established to consider student requests for refund of tuition charges due to course drop(s) for circumstances beyond a student's control.  

Tuition Refunds

Students are entitled to a 100 percent refund for dropping class(es) during the first 10 class days of a regular term course (16-weeks), during the first five class days of a summer or eight-week course, during the first two class days of a four-week summer course, or prior to the first class meeting of a course that doesn't’t fall within the above terms, i.e., intersession/seminar course. Add/drop dates vary for some courses, based on course length and/or start-end dates, as noted in the enrollment procedures. The Tuition Refund Appeals Committee reviews requests for exceptions to this policy. Please access the SWOSU refund policy here.  

There is a one-year limit on filing a refund appeal.  Example: If a student is filing an appeal for the fall 2018 term then it must be submitted to SWOSU by the official end date of the fall 2019 term.

Circumstances that Support Submitting an Appeal

  • Significant illness or injury that required the student to withdraw from the University.
  • Significant illness or injury of an immediate family member that required the student to withdraw from the University. Definition of immediate family: mother, father, brother, sister, child, spouse, domestic partner, grandparent, grandchild, mother-in-law, father-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, legal guardian, or other person who stands in place of a parent.­
  • Death of an immediate family member or guardian.  Definition of immediate family: mother, father, brother, sister, child, spouse, domestic partner, grandparent, grandchild, mother-in-law, father-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, legal guardian, or other person who stands in place of a parent.
  • Enrollment/attendance at another college/university.
  • Never attended the class and/or classes.
  • University error. Advising, or other academic department processing issues, are not considered a university error. 
  • Military service members called to deployment or active duty: Military call-ups are processed by the Registrar’s Office; students should submit a copy of their official orders. 

Circumstances Not Sufficient to Support A Tuition Refund Appeal Include, but Are Not Limited to:

  • Not being aware of add/drop deadlines or forgetting you were registered.
  • Lack of familiarity with student information systems.
  • Insufficient financial aid and/or financial hardship.
  • Dropping courses to avoid low grades.
  • Deciding that school/work/life responsibilities are too overwhelming.
  • Arrest/Incarceration.
  • Academic or Disciplinary Dismissal.
  • Dissatisfaction with instructor or course content or determining that courses you took do not meet your academic and/or personal goals.
  • Advising, or other academic department processing issues, are not considered a university error.

Submitting the Tuition Refund Appeal

Students must be officially withdrawn from the class and/or classes for which the appeal is being submitted. A student is not considered withdrawn until the withdrawal form or request is received and processed in the SWOSU Registrar’s Office. Withdrawal notices sent to any other office of the university are not valid. The portion of fees refundable is determined by the date on which the completed withdrawal or drop form is received in the Registrar’s Office. A student who has not paid registration or housing fees and fails to withdraw from the university and/or residence hall will continue to be liable for the fees assessed. Additional information about withdraw deadlines can be found under Enrollment Procedures on the Registrar's website. All tuition refund appeals must be submitted through the Registrar’s Office using the "Enrollment Appeal Form" below.

Documentation Needed to Support A Tuition Refund Appeal Application

All enrollment appeal forms must include a "Letter of Appeal" describing the reason(s) and justification for seeking an appeal. Depending on the nature of the appeal application, it may also need to include one or more of the following:

Appeals due to illness or injury

The appeal application must include medical documentation supporting your appeal. Please be sure the documentation includes the dates of service. This documentation is required to determine if a student could still reasonably complete the term.

Appeal due to illness or injury of immediate family member

Definition of immediate family: mother, father, brother, sister, child, spouse, domestic partner, grandparent, grandchild, mother-in-law, father-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, legal guardian, or other person who stands in place of a parent.  The appeal application must include a letter from a medical professional confirming the situation and the student's role as caregiver.

Appeal due to the death of an immediate family member

Definition of immediate family: mother, father, brother, sister, child, spouse, domestic partner, grandparent, grandchild, mother-in-law, father-in-law, daughter-in-law, son-in-law, brother-in-law, sister-in-law, legal guardian, or other person who stands in place of a parent. The appeal application must include documentation of death (i.e., death certificate or obituary) and the student's relationship to the deceased.

Appeal due to military active duty orders

The appeal application must include a copy of the DD214 showing date of active duty orders

Enrollment at another college or university

The appeal application must include verification of attendance at the other institution.

Appeal due to non-attendance (never attended)

The appeal application must include verification of non-attendance from the instructor.

Appeal due to university error

The appeal application must include confirmation regarding the nature/circumstances of the error which prevented the student from dropping the class in a timely fashion.

Failure to include proper documentation (see examples above) with the appeal application may result in a delay in processing the appeal. Please note, it is up to the applicant to retain copies of all documentation before submission to the committee. 

Completed appeal applications can be mailed to the Registrar’s Office, 100 Campus Drive, Weatherford, OK 73096, dropped off in the Registrar’s Office HAB 106, or e-mailed to enrollment@swosu.edu

Meeting Times

The Tuition Refund Appeals Committee meets bi-weekly on Wednesdays. Students will be notified of the Tuition Refund Appeals Committee's decision via e-mail. The Tuition Refund Appeals Committee meeting dates may be subject to change without notice.

Note!­ Documents linked on this page are updated regularly.­ Outdated documents are not accepted.­ If you save the documents to your computer, please be sure that you are submitting the latest version.

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The Focus Is You