Santa Clara University

Students assume responsibility for all costs incurred as a result of enrollment at Santa Clara University and agree to abide by applicable University policies and procedures.

Students may designate a third party (e.g., parent, spouse) to be an authorized payer for their student account. That individual is authorized by the student to have access to their billing statements and to make payments on the student’s behalf. Once authorization is arranged, the authorized payer will be notified via the e-mail address provided by the student verifying their access to view and pay a student’s bill online. Authorized payers do not have access to any other student account information via this site.

Students receive monthly bills electronically via a third-party vendor that are accessible
through University e-campus. A billing notification will be sent to the student’s University e-mail address and to the e-mail address of any payer authorized by the student. Students may also forward their student account statements electronically to any third party they authorize for remittance. Information on a student’s account cannot be provided to any third party payer unless a completed Family Educational Rights and Privacy Act form authorizing its release by the student is on file with the University.

Students are obligated to pay the applicable tuition and fees associated with their enrollment status by the published payment deadline. Registered students who do not withdraw formally from the University are responsible for all tuition and fees assessed to their account as well as any penalty charges incurred for nonpayment. Nonattendance does not relieve the student of his or her obligation to pay tuition and fees.

Billing dates and deadlines

The following dates are the initial payment deadlines for each term/semester:

Graduate Programs
Fall 2009 – Billing available September 1; payment due September 21
Winter 2010 – Billing available December 1; payment due December 21
Spring 2010 – Billing available March 1; payment due - March 21
Summer 2010 – Billing available June 1; payment due - June 21

Viewing your online billing statement

From the Student Center page via e-campus, click the Bursar Office link, under the My Menu options to the left, and then View Bill & Make Payment. You will be automatically transferred to our online bill/pay site provided by Nelnet. Here you have more options for adding authorized payers or an additional email address for billing notification. You can view statement/payment history and set up a payment profile. To view your most current statement, click on the View Accounts link.

Please remember - students who register or change enrollment after the billing date will not receive a revised billing statement until the next billing cycle. If sending payment by mail, be sure to include the remittance portion of the bill to alleviate posting errors and delays with your payment. Simply click on the PDF file icon to reveal a full downloadable copy of your statement and the remittance address.

SCU Account Detail

There is a simple way to review all charges/credits posted to your student account via e-campus. The SCU Account Detail link is located under the Finances section of your Student Center page. This will show your entire account history, by transaction date, including any charges/credits not yet billed. This is especially helpful if courses have been dropped but don’t appear on the current billing statement.

Payment Methods

Santa Clara University offers a variety of payment methods to students and their parents to assist with their financial obligations.

Payment by Electronic Check

A student or authorized payer may make online payments by authorizing a fund transfer directly from their personal checking or savings account through a third-party Web site accessible via the University e-campus system. The payer is able to make electronic check payments online without incurring a service fee.

Payment by Credit Card

The University does not accept direct payment by credit card on student accounts. However, the University has arranged for a third-party vendor to accept MasterCard, Discover, and American Express credit card payments via the Web for those wishing to make payments in this manner. Payers are assessed a non-refundable service fee on payments made using credit cards.

Payment by Mail

Payments for student account charges are accepted by mail utilizing the University’s cash management service lockbox. The payer should download a copy of the student’s billing statement, enclose it with a personal or cashier’s check payable to Santa Clara University, and mail both to Santa Clara University Bursar’s Office, P.O. Box 60000, File 72662, San Francisco, CA 94160-2662.

Payment in Person

Payments for student account charges may be made in person by personal/cashier's check, money order or cash at the Bursar’s Office in Walsh Administration Building. The Bursar’s Office is not able to accept any electronic form of payment, including debit or credit cards. However, there are computer kiosks located in Walsh Administration Building for the convenience of students and their payers who wish to make electronic payments.

Extended Payment Options

For students and their families wishing to spread payments over a period of time, the University offers various extended payment plans through a third-party vendor. There is a modest fixed fee to enroll in these plans, but no interest is charged during the payment term. Information about these plans is available on the Bursar’s Office Web page.

Refund Payments

Refunds will be granted only for student accounts reflecting a credit balance. A refund will not be granted based on anticipated aid. All financial aid must be disbursed into a student’s account before a refund is processed. It is the student’s responsibility to make sure that all necessary documentation is completed and submitted to the Financial Aid Office so that aid can be disbursed properly and in a timely fashion. Payment received by personal check will have a 21-day hold before a refund can be issued to the payee

Delinquent Payments

If all charges on a student’s account have not been cleared by payment, financial aid, or loan disbursement, a late payment fee will be assessed to the student’s account and a hold will be placed on the student’s record. A hold on a student’s record prevents the release of transcripts or diplomas, prevents access to any registration services, and may limit access to other University services. Students who have unpaid accounts at the University or who defer payment without approval are subject to dismissal from the University. All unpaid balances will accrue 10 percent interest per annum on the balance remaining from the date of default in accordance with California state law.

Delinquent student accounts may be reported to one or more of the major credit bureaus and may be forwarded to an outside collection agency or an attorney for assistance in recovering the debt owed to the University. The student is responsible for all costs incurred to collect outstanding debt, including but not limited to accrued interest, late fees, court costs, collection fees, and attorney fees. All outstanding bills and costs of collection incurred by the University must be paid in full prior to a student re-enrolling at the University

Tuition Refund Policy

Students who formally withdraw from the University or drop courses are eligible for a refund of tuition charges in accordance with the policies outlined below. No refunds are made for registration fees or course audit fees.

The effective date used for the determination of any refund of tuition is the date on which notification of withdrawal is received by the students respective Records Office or the date in which the student drops his or her course online, not the last date of attendance by the student. Neither informing an individual faculty member, an academic department, or the Dean’s Office constitutes an official withdrawal from the University. The official date of withdrawal from the University cannot be backdated prior to the date on which the student submits the applicable withdrawal form or notification is received by the Records Office. Students who fail to drop a course, even if they do not attend, or fail to notify the University of their intent to withdrawal, regardless of the reason, will be responsible to pay all tuition and fee charges reflecting on the account.

Graduate Programs

Students who withdraw from the University or drop courses during fall, winter, or spring term will receive a tuition refund in accordance with the following:

• Students who withdraw from the University or drop courses by the end of the first week of classes will receive a full refund of tuition for the term, less any applicable fees.

• Students who withdraw from the University or drop courses by the end of the second week of classes will receive a 50 percent refund of tuition for the term, less any applicable fees.

• Students who withdraw from the University or drop courses by the end of the third week of classes will receive a 25 percent refund of tuition for the term, less any applicable fees.

• Students who withdraw from the University or drop courses after the third week of classes will receive no tuition refund for the term.

Please note: Students may drop courses online until 11:59 p.m. on the Sunday immediately following the beginning of the term and still receive 100 percent refund. However, this is only valid if a student has no registration holds and does not require assistance from a staff member. All other transactions must be completed by 5 p.m. on the first Friday of the term.

Students who withdraw from the University or drop courses due to an illness, injury, or psychological/emotional condition are eligible for a tuition refund in accordance with the schedule above. Tuition insurance may be purchased to cover tuition charges for medically related withdrawals.

Students who withdraw from the University after the third week of the term due to a qualifying financial hardship may be eligible for an allocation from the student hardship fund for 25 percent of the tuition charges for that term. Qualifying financial hardships include [1] death, disabling injury, medical emergency, [2] loss of job by an independent student, [3] medical or other emergency involving a dependent of an independent student, and [4] deployment for active military duty of a student. The vice provost for student life or designee, in consultation with the Financial Aid Office, will determine qualifying financial hardships and any allocation from the student hardship fund.

No tuition refunds are made because of curtailment of services resulting from strikes, acts of God, civil insurrection, riots or threats thereof, or other causes beyond the control of the University.

Summer

The following refund schedule applies to students who formally withdraw or drop courses for the summer term:

• Students who withdraw from the University or drop courses by the end of day of the second class meeting will receive a full refund of tuition, less any applicable fees.

• Students who withdraw from the University or drop courses by the end of day of the third class meeting will receive a 50 percent refund of tuition, less any applicable fees.

Saturday/Sunday Courses

Students enrolled in a weekend course must provide written notification, to their respective Records Office, of their intent to withdraw or drop any weekend course(s). Failure to comply with this process will result in an irreversible forfeit of tuition.

The following refund schedule applies:

• Students will receive a full refund of tuition, less any applicable fees, if written notification is received by 5 p.m. on the Tuesday immediately following the first class meeting.

• Students will receive 50 percent refund of tuition, less any applicable fees, if written notification is received by 5 p.m. on the Tuesday immediately following the second class meeting.

One Unit Courses

Students enrolled in a one-unit course must provide written notification, to the Graduate Services Office, of their intent to withdraw or drop any course(s). Failure to comply with this process will result in an irreversible forfeit of tuition. 

The following refund schedule applies:

• Students will receive a full refund of tuition, less any applicable fees, if written notification is received within 2 business days of the first class meeting.

• Students will receive 50 percent refund of tuition, less any applicable fees, after the first class meeting.

All Students

Please note: If you withdraw or drop below half-time status you may no longer be eligible to receive financial aid or student loans. Your account will be adjusted accordingly and the aid returned to the appropriate program. If you have received a refund for these funds, you must reimburse Santa Clara University immediately. For more information on financial aid forfeiture, please visit the Financial Aid Web site or make an appointment with your financial aid counselor.