Student Accounts Processes and Procedures 2013-2014 (May 12 2014)

Student Accounts Processes & Procedures

Carthage College 2001 Alford Park Drive Kenosha, WI 53140 Phone: Fax:

262-551-6200 262-552-5495

Located in the business office, fourth floor of Lentz Hall.

The student accounts office is located in the business office at Lentz Hall. These staff members are dedicated to serve students that have concerns or questions about their billing and those that wish to add credit to their account for items such as parking or food service.

Contacts: Nate Spangler, Carol Weyrauch, Marietta Walker Tuition & Fees

2013-2014

2014-2015

Tuition (12-18 credits per semester )

$34,850

$36,570

Residency Fee (Double Room, includes board plan)

$ 9,500

$ 9,970

Combined Tuition and Fee

$44,350

$46,540

$ 1,200

$ 1,260

Single Room

$ 1,700

$ 1,855

Double room with Private bath at Swenson & Madrigrano

$

585

$

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

$

1,540

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

$

195

$

205

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

$

940

$

990

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

$

165

$

170

Oaks Residential Village (Single/Double)

$1,845/$920

Additional Optional Costs Overload (per credit above 18 credits) Room Upgrades (Extra Charge)

Parking

615

$ 1,620

$1,935/$965

Annual/Per Term

Lower Lot “A”

$1000/$600

$1000/$600

Lot “V”

$315/$185

$315/$185

Commuter Lots

$105/$60

$105/$60

Off Campus Lot “P”

$75/$45

$75/$45

Off Campus Lot “R”

$75/$45

$75/$45

Private Music Lessons (fee + additional credit/audit fee)

$310

$325

Application Fee (Full Time/Part Time)

$35/$10

$35/$10

Transcripts (first/each additional requested at same time)

$10/$6

$10/$6

Lost I.D or key

$25

$25

Returned Check

$25

$25

Other

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

The Carthage catalog includes a complete listing of fees and tuition.

Billing Procedures Carthage provides a monthly statement for all student accounts with an actual balance greater than zero (0). Statements are sent to the student’s home address and are clearly identifiable in a Carthage window envelope, stamped "STATEMENT ENCLOSED". Upon student request, special mailing arrangements can be made to an alternative address by contacting student accounts.

Current students can also view recent monthly statements online through their personal mycarthage.com portal.

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 print). 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 that each student select 1 of 3 payment options.

1. Pay the "Net Amount", in full, prior to July 1 and a credit equal to two (2) percent 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 option. Payments for this option may be made with credit/debit card, check or cash.

2. A two-payment option is available with approximately one half the yearly tuition and fees due by August 15 and the balance payable January 15.

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

3. 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 www.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 Financial Aid Office.

Additional Financial Responsibilities Before starting each semester students must complete a check-in process with various areas across campus. In order to be “financially cleared” for check-in each student must have met the following requirements: 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 in a student’s Carthage career.)

3) Students must be current with their account balance. Any balance remaining from a prior semester will delay and/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 contact financial aid 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 part-time students and students that would move into an “overload” situation by auditing, the fee is $165 per credit.

All J-term courses taken for audit will be billed on a per-credit basis.

Late Payment Fees Carthage does not charge interest on student accounts if payments are received as requested. There will, however, be a late payment fee applied to overdue accounts. This fee will equal 1% of the total unpaid balance. Additionally, any financial aid award not applied to a student's account before March 1, because of a failure to provide necessary financial aid documentation, will become subject to this late payment 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 financial aid office.

Work-study payments are in the form of wages and are subject to both state and federal income taxes. Earnings from such employment can only be applied 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 "e-mail" message indicating withdrawal from the College or class, or the post mark on the envelope containing the request.

Tuition and Audit 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 that withdraws will receive a full tuition refund, less their $300 deposit. After the add/drop date, the refund is prorated by percent. 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 period of attendance. AFTER SIXTY PERCENT (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. Residency Fee Refunds For students living on campus, 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 that attends 4 weeks will be refunded 10 weeks at $50 per week, or $500 for the board portion.

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 registrars office 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.

Meal Plan Options (2014-2015 Year) Carthage dining services, provided through Sodexo, are available from 7:00 am through 7:00 pm Monday through Friday; 7:00 am through 6:30 pm Saturday; and 11:00 am through 7:00 pm on Sunday. Meals are available in Food Court style, with a number of stations providing a variety of choices. Each meal is an all-you-can-eat as the meal plan allows entry to the Dining Room where the student is free to choose any or all of the available selections.

In addition to the Dining Commons, food service venues are also located in the Student Union, featuring national recognized franchise brands. Donna’s Bytes Cyber-café featuring “Einstein’s “ and “Freshens” is available in the Hedberg Library and The Clausen Center for World Business features a “Starbucks.”

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

Each resident student is required to participate in the board plan and will be charged for the “BASIC” meal plan. Under this program, each resident student will receive a total of 2,250 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 600 flexible points will be available to be used at anytime during the academic year. The basic plan is enough to pay for 430 meals in the dining hall in an academic year.

Carthage also offers a “premium board plan” for all full-time students who are residing on campus. The major advantage of the premium board plan is that it will contain a total of $1,400 in additional purchasing points throughout the academic year, at an additional cost of only $1,300, saving you $100 as compared to buying additional points in blocks throughout the year. (The standard board plan has 2,250 purchasing points during the academic year.) The premium plan is enough to pay for 700 meals in the dining hall in an academic year.

Students – residential and commuter – may also purchase additional flexible points in blocks of 50 (at a cost of $50) The only meal points that are reimbursable are flexible points that have been additionally purchased 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 room, 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 student's college career. There is a $25.00 fee to replace lost cards. This permanent card is much like a credit card as it is magnetically encoded with the student's id number and can be read electronically by scanners at the dining room 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 will normally be mailed within 30 days of the notice of withdrawal. This final statement will show any balance due 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 situation should address all inquiries to: Mr. William R. Abt – Sr. Vice President for Administration and Business Carthage College 2001 Alford Park Drive Kenosha, Wisconsin 53140