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Students assume responsibility for all costs incurred as a result of enrollment at Santa Clara University. It is the student’s responsibility to be aware of his or her account balance and financial aid information, and maintain current valid address information at all times to ensure receipt of all University correspondence in a timely manner.
FINANCIAL TERMS AND CONDITIONS
Students are required to accept the financial terms and conditions outlined by the University in order to continue their enrollment at SCU. Students will be prompted to accept the terms and conditions, on an annual basis, upon their login to ecampus. Students will not have access to their Student Center until they have read and agreed to the information contained on the page(s) prompted. By accepting SCU’s financial terms and conditions, students are agreeing to pay for services rendered by the University and to abide by all policies and procedures as published.
TUITION AND FEES
Per quarter, for each student enrolled in School of Engineering courses; includes Association of Graduate Engineering Students (AGES) fee.
MANDATORY HEALTH INSURANCE
Santa Clara University mandates that all international students on an F-1 visa either enroll in the University-sponsored health insurance plan or complete the online waiver form each academic year with the student’s own health insurance information. Health insurance is voluntary for all domestic graduate students. Go to the website for details on completing the waiver or online enrollment.
Graduate students who have medical insurance other than the University-sponsored plan will be billed a $90 health center fee for each quarter they visit the Cowell Health Center. Graduate students enrolled in the University plan may use the health center at any time. The health center fee is included in the cost of the insurance premium.
BILLING AND PAYMENT PROCEDURES
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 his or her 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.
More helpful information, including detailed instructions on Santa Clara’s billing and payment procedures, is located on the bursar website.
Billing Dates and Deadlines
Santa Clara University offers the following payment methods to assist students with their financial obligations:
Payment by Electronic Check
Payment by Mail
Payment in Person
Payment by Wire Transfer
Students have the option to enroll in a monthly payment plan, through a third-party vendor, for tuition and housing costs to assist with budgeting needs. There is a modest fixed fee to enroll in these plans, but no interest or fees are charged while your plan is active and current.
Please note: This option is not a deferral for students with financial aid. All aid will be applied to the students account and any remaining balance can be placed on a payment plan. More information can be found on the Bursar’s Office Web page..
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.
REFUNDS FOR CREDIT BALANCES
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 his or her respective financial aid officer 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. Payment received by electronic check will have a 5-day hold before a refund can be issued.
Refunds are processed during the second week of each school session via direct deposit or check. Please visit the Bursar Office website for details on each process.
If a student believes there is an error on his or her billing statement, a written explanation should be forwarded to: Santa Clara University, Bursar’s Office, 500 El Camino Real, Santa Clara, CA 95053-0615. The Bursar’s Office must receive written correspondence within 60 days from the billing statement date on which the error appeared. Communication can be made by telephone, but doing so will not preserve the student’s rights.
Communication should include the student’s name, SCU identification number, the amount in question, and a brief explanation. Payment for the amount in question is not required while the investigation is in progress. An adjustment will be made on the student’s account for any incorrect charges. If the amount in question is found to be valid, payment must be submitted to the Bursar’s Office immediately upon notification.
REFUNDS for CREDIT BALANCES
Refunds will be granted 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 Law 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; a 5-day hold for electronic check payments.
The refund process begins during the second week of the term/semester. Students are encouraged to enroll in direct deposit processing to expedite their refund. Students may charge funds to their Access card prior to the school term/semester to assist with purchasing books and other educational expenses.
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 student’s respective Records Office or the date on 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 withdraw, regardless of the reason, will be responsible to pay all tuition and fee charges reflected on the account.
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:
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  death, disabling injury, medical emergency,  loss of job by an independent student,  medical or other emergency involving a dependent of an independent student, and  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.
The following refund schedule applies:
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 website or make an appointment with your financial aid counselor.
TUITION INSURANCE PROTECTION
Students and families may protect themselves, from loss of funds paid toward tuition/fees, by purchasing tuition insurance provided by A.W.G. Dewar Inc. This low cost plan is designed to assist those that have an unexpected withdrawal from the University due to medical reasons. Plan enrollment is available annually or by semester. Enrollment must be complete before the first day of school to be eligible for insurance benefits. For more information refer to the website.
EDUCATIONAL TAX CREDITS
Students may be eligible for a higher education tax credit designed to help students and their parents finance the cost of education. Tax credits are based on the amount of qualified tuition and fees, less grants and other tax-free educational assistance, and the taxpayer’s adjusted gross income. Students enrolled in an eligible degree program may qualify for a Hope Scholarship Credit or Lifetime Learning Tax Credit. Specific information is available from the Internal Revenue Service.
Students must be enrolled at least part-time status (4 units) to receive Federal financial aid.
California State Graduate Fellowships
Please Note: A student must be a U.S. citizen or eligible non-citizen to qualify for federal sources of financial assistance.
Veterans and Veterans’ Dependents Assistance
The state of California provides a program for children of veterans who are deceased or disabled from service-connected causes. Application should be made to the California Department of Veterans Affairs, 350 McAllister St., San Francisco, CA 94102.
Information regarding these programs may be obtained from the Santa Clara University veterans counselor located in the Student Records Office.
Teaching and Research Assistantships
Return of Federal Title IV Funds
During the first 60 percent of the enrollment period, a student “earns” Title IV funds in direct proportion to the length of time he or she remains enrolled. That is, the percentage of time during the period that the student remained enrolled is the percentage of disbursable aid for that period that the student earned. Institutional costs play no role in determining the amount of Title IV funds to which a withdrawn student is entitled.
A student who withdraws after the 60 percent point of the enrollment term earns all Title IV aid disbursed for the period.
Examples of common return of Title IV funds situations are available from the Financial Aid Office located on the second floor of Varsi Hall.
All funds must be returned to federal programs before being returned to state or institutional aid programs and/or the student. This return of funds allocation will be made in the following specific order and will be applied to all students who have received federal Title IV assistance: