Petition for refund exceptions
The Registration and Records Office and the Committee on Fee Assessment and Residence are charged with the responsibility of considering and approving exceptions to the published educational fees refund policy. Any change in assessment can only be adjusted to a rate already established. The deadline for submitting a petition for refund exception is 30 days past the end of the term for which the exception is sought.
- A petition and all pertinent written documentation must be submitted in writing to the Registration and Records Office within 30 days of the end of the term. In cases of incapacitation, exceptions may be made on a case-by-case basis.
- Fill out the Refund Petition form
- Minimally, each written petition must be dated and include the student’s name, address and phone number, student ID number, signature of the student, statement describing specifically what is being requested and for what term, statement of any extenuating circumstances, why the request should be honored, and supporting documentation of the events described.
- All petitions must be submitted to the Registration and Records Office and must meet one or more of the following criteria to be considered and approved:
- Written documentation of an illness, accident, injury, or situation which could not be influenced, planned for, or prevented by the student and which subsequently caused a change in the class schedule, thus changing the assessment. This provision specifically excludes conditions or chronic illnesses that remain static and are known to the student at the time of registration as well as situations that involve a student's employment.
- Written documentation of substantiated circumstances involving deadlines where a student has in good faith relied on information provided by a named University official, or the official’s interpretations of the text of a University document or publication, and was consequently misled or mistaken about its terms.
- In individual cases and when it is in the best interest of the student and the institution, the designated official in the Registration and Records Office may grant an exception that is not stated in the criteria elsewhere.
- Generally, failure to complete a registration transaction via Pathway will not be grounds for consideration of an appeal. Students are ultimately responsible to verify that registration transactions are completed.
- Decisions will only address whether an adjustment of charges will be made. Grade assignments and other academic issues are not within the scope of the procedures and should be addressed to the dean of the school.
- Decisions are rendered by the designated official in the Registration and Records Office and will be based solely upon any and all pertinent written documentation.
- Notification of a decision will be made in writing.
If a student is unable to complete an entire term of coursework, due to the need for a leave of absence, withdrawal from the Medical School, or separation from the Medical School, he/she may be eligible for adjustment of tuition through the Registration and Records Office. If approved, the tuition adjustment may adversely affect a student’s financial aid and loan status. The University may be required to return a portion or all of the federal financial aid a student received which could cause the student to have a balance with the University. Thus, the student should meet with the University financial aid officer and the School of Medicine student finances counselor.
The basis for calculating the amount of tuition adjustment depends upon whether the coursework that the student is pursuing coincides with the University semester schedule or not and the date of his/her withdrawal from that coursework.
- Medical students in coursework that coincides with the normal University semester schedule are eligible to request a tuition adjustment if they are not able to complete that coursework. The reimbursement is prorated according to University policy that applies generally to UMKC students in semester-based courses. See the Cashiers and Collections web page and click on “tuition and fee refunds” and then on “fee refund schedules.”
- Medical students who are in coursework that does not coincide with the University semester schedule, such as a six-week course, a month-long course, or the two-month core clinical clerkships, may request a tuition adjustment if they have been enrolled less than 60% of the University semester in which their coursework occurs. The Registration and Records Office at UMKC will review the request for tuition adjustment. The tuition will be prorated at one-twelfth (1/12) of the annual medical student tuition rate for each month of attendance. See the Registration and Records web page and click on “policies and procedures,” then on “fees,” and finally on “refund exception petition."
Students seeking a tuition adjustment need official documentation from the Medical School’s Council on Evaluation that they are on a Medical School leave of absence, have withdrawn from the Medical School program, or have been separated from the Medical School. More specifically,
- Students going on leave of absence need to complete:
- a University leave of absence form available from the Registration and Records web page by clicking on “forms and resources,” then “student forms,” and finally “leave of absence request,” and
- a Medical School petition for leave of absence form available at the Medical School’s Council on Evaluation web page by clicking on Council on Evaluation Policy Manual and downloading the Medical School’s leave of absence form (in the Appendix).
- Students withdrawing from the School of Medicine must notify the Council of Evaluation in writing of their withdrawal whereupon Council staff will forward a change of status form to the UMKC Registration and Records office for processing.
- When students are separated from the Medical School, Council on Evaluation staff will forward a change of status form to the UMKC Registration and Records office.
Students may appeal a decision rendered on a requested tuition adjustment by writing to the Committee on Fee Assessment and Residence. Such a request, including details and supporting documentation, should be addressed to the Committee on Fee Assessment and Residence, the UMKC Administrative Center, Room 336, 5100 Rockhill Road, Kansas City, MO 64110-2499.
- Upon written request, a student may appeal the initial decision of the Registration and Records Office.
- Appeals of this decision should be in writing and include as many details as possible.
- Appeals should be addressed to:
Committee on Fee Assessment and Residence
Administrative Center, Room 336
5100 Rockhill Road, Kansas City, MO 64110-2499
- The committee meets monthly and decisions are made according to the committee’s meeting schedule.
- When a student dies prior to completing the current academic semester, the designated official in the Registration and Records Office will authorize a full refund of educational fees for the current semester.
- Any refund will be made payable to the administrator or executor of the estate of the deceased student.
- Documentation of student death should be submitted to the Division of Student Affairs and Enrollment Management main office, room 336 of the Administrative Center, 5115 Oak Street, 816-235-1141.
- Students who are called to active military duty and their activation conflicts with the current academic semester dates will be refunded full educational fees if they completely withdraw from all courses. Adjusted refunds will be given if you are awarded for some courses and not others.
- Students must present a copy of their military orders to the Registration and Records Office.
- Depending on the time of the student’s activation, the student is advised to consult with their faculty members in regards to academic issues and grading for completed work.