Student Accounts Processes and Procedures 16-17

Student Accounts processes and procedures

2001 Alford Park Drive Kenosha, WI 53140 Phone: 262-551-5771 Fax: 262-552-5495 Office of Student Accounts Lentz Hall 426 CMYK

Transparent PMS

The student accounts office is dedicated to serving students who have concerns or questions about their billing and those who wish to add credit to their account for items such as parking or food service.

contacts: Georgiana Acerbi Nathan Spangler Marietta Walker Carol Weyrauch

tuition and fees 2016-2017

tuition

(12-18 credits per semester)

$40,265

Room Upgrades (Extra Charge) Single room

$2,041

Double room with private bath at Swenson & Madrigrano

combined tuition and fee:

$682

Double suite, Denhart, Johnson (#4-#8), Madrigrano, Tarble (#4-#11)

$51,240

$1,784

Triple suite, Denhart, Johnson (#4-#8), Madrigrano, Tarble (#4-#11)

residency fee

(Double room with basic meal plan)

$10,975

$231

Triple suite, Johnson (#3 & #9), Tarble (#12)

$1,091

Quad suite, Johnson (#3 & #9), Tarble (#12)

$184

Oaks Residential Village (single/double)

$2,130/$1,060

Other

Additional Optional Costs Overload (per credit above 18 credits)

Parking

$1,385

Annual/Per Term

Lower Lot A

$1,000/$600

Lot V

$330/$195

Commuter Lots

$105/$60

Private music lessons (fee + additional credit/audit fee) Application fee (Full Time/Part Time) Transcripts (first/each additional requested at same time)

$357 $35/$10 $10/$6

Off-campus Lot P

$75/$45

Lost ID or key

$25

Off-campus Lot R

$80/$45

Returned check

$25

Some tuition and fees vary for part-time, evening, non-degree-seeking and adult students.

The online Carthage catalog includes a complete listing of fees and tuition. carthage.edu/catalog

billing procedures Carthage provides continuous access for all students to their student accounts. A statements is available through the student’s portal account at my.carthage.edu. Payment is due the first of the month after being billed.

payment options In mid-May, a payment planning letter for the upcoming academic year will be mailed, showing your estimated annual tuition and residency fee where applicable (This estimate will be based on the credits the student has registered for and housing the student has elected at the time of printing). This letter will list the credit for a student’s deposit payment and an estimated financial aid package, less the lender’s hold-back on Stafford Loans and any Work-Study award. The “Net Amount” will equal the charges for the academic year, less the deposit, and the adjusted financial aid award.

Upon receipt of this letter, we require each student to select one of three payment options:

option 1

option 2

option 3

Pay the “Net Amount,” in full, prior to July 1 and a credit equal to 2 % of the “Net Amount” will be credited to your account. This credit may be applied to future bookstore charges or the purchase of a meal plan.

Payments for this option may be made with credit/debit card, check, or cash.

A two-payment option is available, with approximately one-half of the yearly tuition and fees due by August 1 and the balance payable January 1. Payments for this option may be made with credit/debit card, check, or cash.

The “Net Amount” can be divided into eleven (11) equal payments, which will be due on the first of each month from July through the following May. A $150 service fee is charged. Monthly payment plans are serviced by Educational Computer Systems, Inc. (ECSI).

To pay your account balance using this option, please contact ECSI at ecsi.net/carthage or call 1-866-927-1438.

Parents and/or students are eligible for a number of loan options to cover educational costs. Should you wish to consider any of these options, please contact the Office of Student Financial Planning.

additional financial responsibilities Before starting each semester, students must complete a check-in process with various areas across campus. To be “financially cleared” for check-in, each student must meet the following requirements:

1

1

A payment planning letter for the year/semester must be complete and on file.

2

A Rights & Responsibilities form must be completed and on file. (This form only needs to be completed once.)

3

Students must be current with their account balances.

Any balance remaining from a prior semester will delay or prevent a student from checking in.

Additionally, while the student accounts office does not oversee financial aid, it is highly recommended that every student contacts the Office of Student Financial Planning prior to check-in to ensure that all needed forms and paperwork have been filed with that office.

auditing a class Auditing a class is free of charge if the class does not move the student into an “overload” (more than 18 credits). For parttime students and students who would move into an “overload” situation by auditing, the fee is $178 per credit.

late payment fees Carthage does not charge interest on student accounts if payments are received as requested. However, a late payment fee will be applied to overdue accounts. This fee will equal 1 percent of the total unpaid balance. Additionally, any financial aid award not applied to a student’s account by the first of the month following the start of classes because of failure to provide necessary financial aid documentation will become subject to this late payment fee.

j-term Tuition for one J-Term class per academic year is included for students attending a full academic year. Tuition does not include any study tour or material costs. Students wishing to attend two J-Terms in an academic year must petition the Office of the Registrar and will be billed full tuition at the part-time student rate for the second J-Term. Students may not audit a J-Term class without being assessed the per-credit audit fee.

work-study awards Financial aid awards for either the federal or College Work-Study programs represent an obligation on the part of the College to make available sufficient hours of employment to meet the value of the award. Students are responsible for finding employment. This is coordinated through the Office of Student Financial Planning.

Work-Study payments come in the form of wages and are subject to both state and federal income taxes. Earnings from such employment can be applied only to a student’s account as the wages are actually earned. Consequently, these awards are not considered a direct award of financial aid to a student. If a student wishes to use these earnings for payment of tuition and fees on a month-tomonth basis, the use of a payment plan is required.

Placement for all campus employment positions is coordinated through the Office of Student Financial Planning.

refund schedule Refunds are made for tuition, board, and auditing fees only. No refunds or adjustments will be made for room charges, late fees, course or lesson fees, and other administrative or miscellaneous charges.

All notices of withdrawal and/or requests for refunds from the College, including cancellation of registration and/or residential status, must be in writing and addressed to either, the Office of Student Life, the Office of the Registrar, or the Business Office. The official date of withdrawal will be the earliest of: the date the student appears in person at a designated office and signs an appropriate withdrawal document, the date of receipt of a fax or email message indicating withdrawal from the College or class, or the postmark on the envelope containing the request.

tuition and audit fee refunds

residency fee refunds

Refunds are based upon the percentage of the term which has elapsed during the period of attendance.

Prior to the add/drop date each semester, a student who withdraws will receive a full tuition refund, less his or her $300 deposit. After the add/drop date, the refund is prorated. The percentage of attendance is determined by dividing the number of term days elapsed by the total days in the term. All Carthage and federal scholarship or loan awards applied to the student account will be proportional to the period of attendance.

Refunds for room charges will only be granted prior to the last day to add or drop a class within a given semester. The entire residence fee will be refunded except for a $250 charge for the room plus allocated meal points. During the first week, this will be $300 plus any used roll-over points; during the second week, this will be $350 plus any used roll-over points.

After 60% of the term has elapsed, no tuition or audit fees will be refunded and 100% of scholarship and loan awards will be credited to the student account.

Beyond the add/drop deadline, no refund is given for any portion of the room charge. A refund is given for a portion of the board (or food) charge. The refund is calculated at the rate of $50 per week. Thus, in a 14-week semester, a student who attends 4 weeks will be refunded 10 weeks at $50 per week, or $500 for the board portion.

meal plan options Carthage dining services, provided through Sodexo, are available from 7 a.m. through 7 p.m. Monday through Friday; 7 a.m. through 6:30 p.m. Saturday; and 11 a.m. through 7 p.m. on Sunday. Meals are available in food court style, with a number of stations providing a variety of choices. Each meal is all-you-can-eat, as the meal plan allows entry to the Dining Commons where the student is free to choose any or all of the available selections.

In addition to the Dining Commons, food service venues also are located in the Campbell Student Union, featuring nationally recognized franchise brands. Donna’s Bytes cyber-café featuring Einstein Bros. Bagels and Freshens is available in the Hedberg Library, and the A. W. Clausen Center for World Business features a Starbucks.

Hours of operation for all of the food service locations can be found at carthagedining.com.

Each resident student is required to participate in the board plan and will be charged for the basic meal plan. Carthage also offers a premium plan for all full-time students who reside on campus.

basic 2,420 points Under this program, each resident student will receive a total of 2,420 points during the academic year. Each point represents one dollar at any of the food service venues. Each week, 50 points will be added to a residential student’s ID card. The weekly points can be used only during the week that they are added to the ID card. An additional 770 flexible points will be available for use at any time during the academic year. The basic plan is enough to pay for 450 meals in the dining hall in an academic year.

premium

additional points

+$50 Students – residential and commuter – also may purchase additional flexible points in blocks of 50 (at a cost of $50).

2,420 + additional 1,380 points

The major advantage of the premium board plan is that it will contain a total of $1,380 in additional purchasing points throughout the academic year, at an additional cost of only $1,340, saving you $50 compared to buying additional points in blocks throughout the year. (The board plan has 2,420 purchasing points during the academic year.) The premium plan is enough to pay for 710 meals in the dining hall in an academic year.

The only meal points that are reimbursable are flexible points that have been purchased additionally above any meal plan.

student identification cards All full-time Carthage students receive a photo ID card for use on campus. This card is required to gain entry to the residence halls and Dining Commons, to charge textbooks at the beginning of each term, to register for classes, to check out materials at the library, and to cash checks on campus. This photo ID is provided free of charge at the beginning of each students’ college career.

A $25 fee is charged to replace lost cards. This permanent card is much like a credit card; as it is magnetically encoded with the students’ ID number and can be read electronically by scanners at the Dining Commons and residence hall entrances. Only authorized students are admitted into these areas.

student health insurance Each student is responsible for providing his/her own health insurance. Carthage does not provide, nor make available, student health insurance. As protection for the College and the Kenosha medical community, a program to cover the cost of emergency treatment is carried by Carthage, but only as secondary coverage to the health insurance provided by the student.

final accounting A final statement showing all final charges, credits, and adjustments normally will be mailed within 30 days of the notice of withdrawal. This final statement will show any balance due to the College or indicate an amount to be returned to the student. Refund checks will be available approximately ten (10) days following the preparation of this final statement.

Individuals seeking clarification or review of either this final statement or the application of the refund policy to their individual situations should address all inquiries to: Nathan Spangler, Manager of Student Financial Accounts Carthage College 2001 Alford Park Drive Kenosha, Wisconsin 53140

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2001 Alford Park Drive Kenosha, Wisconsin 53140