University Policies

BUSINESS HOURS: All requests submitted after business hours, on weekends, or during holidays will be processed and dated the next business day. Business hours are Monday-Friday, 8am-5pm, CST.

POLICY ON ADDING, DROPPING, AND WITHDRAWING

Any student who wishes to drop, add, or withdraw from a course offered through Off-Site and Distance Education must make the request in writing or by telephone to the Off-Site and Distance Education office. Students may also use the online drop/withdraw form found on the Off-Site and Distance Education Registration site.

FALL / SPRING CLASSES

Add Period - The official add period consists of the first five weekdays of each semester. No class may be added after the official add period without the instructor's permission. (The instructor must sign the "Change of Registration" form for each course added.) No class may be added after the 10th day of classes.

Drop Period - The official drop period consist of the first 10 weekdays of each semester. No record of classes that are dropped during the official drop period will appear on the student's transcript.

The Registrar will determine the official add and drop periods for classes taught less than a full regular semester.

Midterm Grades - Each instructor shall, by the end of the eighth week of each regular semester, evaluate undergraduate students' progress and send to the Registrar's Office a midterm grade for each undergraduate student enrolled in the class. An instructor teaching a graduate-level course has the option of evaluating by the end of the eighth week of each regular semester all of the graduate students in the course. For this purpose, the instructor can assign graduate students a grade as appropriate for the course. The instructor who is teaching a graduate-level course and who chooses to give an eighth-week evaluation shall send to the Registrar's Office a midterm grade for each graduate student enrolled in the course. These midterm grades shall be made available to undergraduate and graduate students by the Registrar's Office as soon as possible. For classes taught in less than a full regular semester, the instructor will make the evaluation available to the student in time to allow the student to withdraw before completion of 5/8 of the course.

Withdrawal Policy - If a student elects to withdraw from one or more classes after the official drop period (first 10 weekdays) through the tenth week of a regular semester, the grade of "W" will be recorded on the transcript regardless of the student's standing in that class. The advisor must sign the withdrawal form. After the tenth week of the regular semester, the student may not withdraw from class nor may the instructor assign the grade of "W". In extreme cases, the student may appeal to the Office of the Vice President for Academic Affairs to receive a grade of "W" after the tenth week.

Classes taught in less than the regular semester, will follow a similar pattern. If a student elects to withdraw from one of these shorter classes after the official drop period and before 5/8 of the class periods have been completed, the grade of "W" will be recorded on the transcript. After 5/8 of the class periods have been completed, the student may not withdraw nor may the instructor assign the grade of "W." In extreme cases, the student may appeal; to the Office of the Vice President for Academic Affairs to withdraw with the grade of "W" after 5/8 of the class periods have been completed.

Developmental Courses - A student enrolled in a developmental course or courses may not drop or withdraw from such courses unless withdrawing from the university.

NOTE: For purpose of determining weeks, a week is 5 days, Monday through Friday. Drop or withdrawal requests made via during evenings (after 5pm CST), weekends or holidays will be dated the next business day.

SLIM Students: Drop and withdrawal dates for weekend intensive courses are based upon the first Friday that the class meets with the course ending the last day of the term. Due to the class format of these courses, every weekday during this time is considered as a class day. Internet courses follow a similar pattern.

SUMMER CLASSES

Adding Classes - The instructor's and advisor's signatures are required to add classes after the second class meeting.

Dropping Classes - When a class is dropped there is no record of that class on the academic transcript. The length of the drop period in summer school varies with the length of the course. The schedule for dropping a class is:

Length of Class	Drop by:
1 - 2 weeks	End of 2nd day of the class
3 weeks	End of 3rd day of the class
4 weeks	End of 4th day of the class
5 - 11 weeks	End of 1st week of the class

NOTE: The Refund Policy is different than the drop policy. Please see REFUND POLICY below for more information.

Withdrawing from Classes - Withdrawing from a class will result in a "W" for that course on your academic transcript. The length of time to withdraw from a summer school class varies with the length of the class. The schedule for withdrawing from a class is:

Length of Class	Withdraw by:
Less than 3 weeks	Up to the last scheduled day of the class
3 weeks	End of 2nd week of the class
4 weeks	Tuesday of 3rd week of the class
5 weeks	First day of the 4th week of the class
6 weeks	End of the 4th week of the class
7 weeks	End of the 5th week of the class
8 weeks	Monday of the 6th week of the class
9 weeks	End of the 6th week of the class
10 or more weeks	Wednesday of the 7th week of the class

For more details, please visit the Office of Registration web site at http://www.emporia.edu/regist/enroll/enroll.htm.

REFUND POLICY

Fall/Spring Classes: Students should inquire with the Office of Cashiering Services about refund amounts. To receive a refund:

Length of Class	Process the Official Drop :
4 weeks or less	on or before the Monday of the week in which the class begins
5 - 8 weeks	on or before the Friday of the week in which the class begins
9 - 11 weeks	by the Monday following the first week of class
12 or more weeks	by the 10th day of classes (Aug 28, 2007)

Summer Classes: Students should inquire with the Office of Cashiering Services about refund amounts. To receive a refund:

Length of Class	Process the Official Drop :
4 weeks or less	on or before the Monday of the week in which the class begins
5 - 8 weeks	on or before the Friday of the week in which the class begins
9 or more weeks	by the Monday following the first week of class

Refunds are processed in the order that they are received and may take three to four weeks, depending on the level of activity in the Business Office at any particular time during the refund period. The official date the class was dropped will be the date posted on the student record. This drop may be made in person or via the Web.* If a class is dropped or withdrawn after the above stated refund dates, no refund is issued.

*Off-Site and Distance Education students may also use the online or printable drop/withdrawal forms found on the Off-Site and Distance Education Registration site or call 1-877-332-4249 for assistance.

NOTE: All refunds processed are subject to a $20.00 refund processing fee, which is deducted from the amount to be refunded.

NOTE: Students attending Emporia State University and receiving assistance through Title IV Student Financial Aid Programs may be eligible for a pro-rated refund. Inquire in Cashiering Services for additional information. This refund policy is based on official withdrawal though the Registrar's Office. Tuition refunds may require repayments to Emporia State University or Federal Financial Aid Programs based upon financial aid requirements.

Military Refund - Students serving in the National Guard or Reserves who are called to active duty during an academic term are entitled to receive a full refund for tuition and fees. Students who are drafted and must report for active duty during an academic term are entitled to receive a full refund for tuition and fees. All refunds are subject to presentation of official documentation. Students who volunteer for military service will be subject to the University's non-military refund policy. Room and board charges will be pro-rated to the extent that services have been provided. Please contact the Office of Student Affairs (620-341-5267) for additional information

LATE FEES

Fall/Spring Classes:
Exact fee amounts will not be available until after June 1, 2007. Student fee amounts will be made available as soon as they are approved by the Kansas Board of Regents.

Summer Classes:
Cashiering Services is responsible for the collection of tuition, fees and residence hall payments. Payments can be made at the cashiering window located in Plumb Hall. Students are not officially enrolled in classes until fees are paid or payment arrangements have been made. All reasonable charges necessary for the collection of any amount not paid when due will become the responsibility of the student.

To avoid a late payment charge, students must pay fees by 5:00 p.m. on the Monday of the week in which the class begins. A late fee of $15 will be charged for payments made after Monday, but during the first week of the class. A $25 late fee will be charged for payments made after the first week of the class.

After the second class meeting, class enrollments may be canceled for those students with unpaid fees. Students enrolled in arranged classes must pay fees by 5:00pm Monday, June 4, to avoid cancellation of their enrollment and avoid late fees. However, if the arranged class begins any day prior to June 4, fees are to be paid, or arrangements made, on the first day of class.

FEE DEFERMENT/INSTALLMENT

Fall/Spring Classes: Students are not officially enrolled in classes until fees are paid or payment arrangements have been made. Students who are unable to pay full fees may be granted a fee delay or go on installments. Forms to apply for fee deferments and installment plans may be obtained from Cashiering Services in Plumb Hall or via the web. Completed forms may be returned by mail to Cashiering Services, Campus Box 4080, Emporia, KS 66801, by fax to 620-341-6770 or in person to Cashiering Services, PH 103. These arrangements cannot be accomplished by a third party or by telephone.

Summer Classes: Students are not officially enrolled in classes until fees are paid or payment arrangements have been made. Fees can be paid in Cashiering Services during regular office hours from 8:00am to 5:00pm. CLASSES THAT BEGIN PRIOR TO THE DISBURSEMENT OF FINANCIAL AID MUST BE PAID, OR ARRANGEMENTS MADE, BY 5:00 PM ON MONDAY OF THE WEEK IN WHICH THE CLASS BEGINS. A late fee of $15 will be charged for payments made after Monday, but during the first week of class. Students with financial aid are eligible for summer fee deferments. Fee deferments may be arranged for in person at Cashiering Services in Plumb Hall or by completing the deferment form available via the web. These arrangements cannot be accomplished by a third party or by telephone.

Processing and/or service charges may be accessed for this service. All reasonable charges necessary for the collection of any amount not paid when due will become the responsibility of the student.

No student shall be permitted to finalize enrollment for any semester or term if there are outstanding delinquencies from prior semesters. Students with outstanding debts to the university, whether financial or material, may have their transcripts and/or enrollment withheld.

If the University receives a returned check for fees, the university reserves the right to withdraw the student from classes and to charge the student fees due as of that date.

Certain bank credit cards are currently being accepted by Cashiering Services for payment of tuition, fees, room and board. Additional information is available from Cashiering Services, 104 Plumb Hall.

Payment Options & Payment Process: See Registration Information.

STUDENT FINANCIAL AID

All students are encouraged to apply for federal student financial aid by completing the Free Application for Federal Student Aid online at www.fafsa.gov (paper copies are available in the Financial Aid Office). The FAFSA will be used to determine your eligibility for grants, student employment and loans.

Summer 2007, Fall 2007, & Spring 2008 aid eligibility will be determined by the 2007-2008 FAFSA. You are encouraged to apply as soon as possible after January 1, 2007. Information you submit will be based on 2006 federal tax return(s). The priority date for submission of the FAFSA to the federal processor is March 15.

Disbursement of aid will be based on your enrollment pattern. Per federal regulations, new borrowers with less than 30 credit hours accumulated towards a bachelor's degree are subject to a 30 day delay of the first loan disbursement.

For more information contact the Financial Aid Office at 620-341-5457 or 800-896-0567 outside of Emporia. You can also stop by the Office of Student Financial Aid (103 Plumb Hall), email finaid@emporia.edu, or write to the ESU Office of Student Financial Aid, Campus Box 4038, 1200 Commercial, Emporia, KS 66801-5087.

A Title IV Authorization Release form must be completed to authorize aid to be applied toward current charges.

CANCELATION POLICY

Minimum enrollments are set for each course. Courses with low enrollments may be canceled, and a full refund will be issued.

AUDITING OR VISITING A CLASS

Students who wish to take a course but do not need or want the credit to be counted toward degree requirements may "audit" that course. The student must secure the instructor's permission and inform the Registration Office during the first ten days of classes, or prior to the first day of the class when it is less than one semester in length. Students must pay the same fee for auditing a course as would be paid for taking the course for full credit.

FEE WAIVER FOR PERSONS AGE 60 OR OVER

Residents of Kansas who are 60 years of age or over may take courses at the university without paying the regular fee. A course taken free cannot be counted toward a degree. The person will be considered an auditor in the class, and admission to the class will be by permission of the instructor and only if space is available.

COURSES REQUIRING PERMISSION TO ENROLL

Courses such as independent study, projects, research, thesis, etc., may require permission of the department chair or instructor before students enroll. Off-Site and Distance Education students must contact the appropriate department and secure permission in writing ("Permit to Register" form or email directly from permission granter) or have the permission granter phone the office.

LOAD

Undergraduate students may take up to and including 18 hours with permission of their advisor. (A student enrolled in one or more developmental courses will be limited to a total semester enrollment of thirteen credit hours. This applies to new students beginning in Fall 1999 and thereafter.) Graduate students may take up to and including 16 hours with permission of their advisor (12 hours for graduate assistants).

OVERLOAD

Students with superior academic college records may petition to exceed the above stated loads. Written approval to carry an overload must be secured from the student's advisor, the chair of the department of the student's major, and the graduate dean, if for a graduate student. Forms are available in the Registration Office. The overload form must be processed before the end of the first week of classes. Failure to process the form by this time may result in withdrawal from all or part of the student's classes.

CREDIT BY EXAMINATION

Students may earn credit by examination in a number of departments of the university. Information in this regard should be obtained from the department concerned or the Office of the Registrar.

PASS-NO-CREDIT GRADING

A student may enroll in certain courses under the pass-no-credit option. This means that the grade which he/she receives for the course will be either "P" for passing or "N" meaning no credit.

This option is limited to certain areas and a student may not take a course in their major, minor, or teaching field under this option. Required general education courses are also excluded from this option.

Grades in certain other courses are recorded as pass or no credit for all students enrolled. Such grading practices are in courses designated by the department and approved by the university.

Interested students should inquire in the Office of the Registrar concerning full details of these plans.

INCOMPLETE GRADE POLICY

Except for graduate research, thesis, or the equivalent, all incomplete work must be
finished by the end of the following full semester (summer sessions are not considered a full semester for purposes of this deadline). Individual instructors may establish earlier deadlines or grant one semester extension for completion of the work. Students who do not complete the unfinished work by the end of the following semester or the established deadline will have the grade of "F" entered on their transcript and will be required to re-enroll to earn credit in the course. Students who receive federal financial aid should consult the current satisfactory academic progress policy concerning the treatment of "incomplete" grades. Copies are available in the Financial Aid Office, 103 Plumb Hall.

COLLECTION POLICY

Any student's records may be held and/or permission to re-enroll denied for failure to pay any indebtedness or return any property to the university. Students may be required to pay collection agency and attorney fees and all other charges necessary for the collection of any amount not paid when due.

TECHNOLOGY POLICIES

Technology and Computing Services (TCS) maintains a technology policy web site detailing the Proper Use of Technology, Email Guidelines and Procedures, Computer Hardware Guidelines, Software Guidelines, and Enforcement of TCS Guidelines and Procedures.

NOTE: The University reserves the right to correct clerical errors.

Need more Information? Visit the Office of Business Affairs web site.

Last Updated June 6, 2007

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