Student Responsiblities

Student Responsibility

A student’s registration signifies an agreement with the College to pay all costs associated with attendance in class and participation as outlined in this Catalog. The student is responsible for knowing the basic costs, course fees, special fees, due dates, and deadlines published in this Catalog and their catalog and as communicated by various offices (Student Accounts, Financial Aid, College Services, Student Experience, and Registrar).

Consequences

A student’s financial obligation to the College must be satisfied to validate course registrations prior to attending class, receiving grades, obtaining transcripts, or participating in Commencement. Failure to satisfy financial obligations will result in cancelled course registration, withheld grades and transcripts, and loss of eligibility to participate in Commencement. Furthermore, if it becomes necessary for the College to place a student’s account with a collection agency, the student will be responsible for all costs associated with collection and litigation.

Tuition and Fee Payment

Invoices are addressed to the student and mailed to the home address on record before the start of each semester. Electronic notifications are sent on a monthly basis to the student’s Concordia College email address. These notifications inform the student that the invoice is ready for viewing and provide a direct link to the student’s Banner Self-Service account. Students can log-in to Banner Self-Service at any time to view their student account information. The balance of all fees due is payable typically 30 days prior the start of each semester. Full payment or a Monthly Payment Plan agreement is required before or by the due date stated on the invoice. Monthly payment plans will require an up front deposit to be valid. A $55 enrollment fee is assessed per semester when enrolling in a Monthly Payment Plan. Students can make payments or sign up for a Monthly Payment Plan online by logging in to their Banner Self-Service account, or with the Business Office by phone or in-person. Payments received after the due date will be subject to a Late Payment Fee. All payments for a semester tuition are due prior to the end of term.

Financial Aid

It is the student’s responsibility to take the necessary steps to finance the cost of education. While the invoice will reflect financial aid and loan payments that have been processed, the student must manage the application process so timely payments to the college for the net amount due if possible. Students are solely responsible for applying for and accepting their financial aid; otherwise, the account balance will not reflect such Financial Aid reductions. A student’s account is not credited with financial aid or loan payments until such funds are actually received. Students are strongly encouraged to utilize the resources of the Office of Financial Aid. Financial Aid staff will make every effort to guide students and families through the process.

Refunds

All refunds are based on the official date of withdrawal as determined by the Associate Dean of Enrollment Services and Academic Operations and maintained by the Registrar (see clearance procedure, below). A full refund of all fees, excluding the new student enrollment deposit which is non-refundable, will be made if no portion of the semester is attended. If a student withdraws after the start of classes, one-tenth of the tuition and food service fee (or actual food purchased, whichever is greater) is forfeited for each week or part of week attended. Students registered for partial-semester courses will have their refund calculated on a pro-rated basis depending on the length of the course and the number of weeks attended. Summer course registrations may be adjusted until the end of posted add/drop period (the first Friday after the start of the course). No refund will be issued for these courses after the end of the add/drop period. Resident students forfeit 25% of the room charge for each week the room is occupied. A student will be liable for any other charges incurred while at the College. If a student withdraws during a semester, all College administered financial aid for that semester is forfeited and reductions in Federal and State aid will be made in accordance with applicable regulations.  

Title IV Refund Policy

According to the Higher Education policy regarding return of Title IV funds, Concordia College is required to return any credit balance to the student or parents (if PLUS) no later than 14 calendar days after the balance occurs. Students and parents may voluntarily authorize the College to hold a credit balance, but only within the school year. Students and parents cannot authorize the use of Title IV funds to pay for more than $200 of prior year charges. All refunds are addressed to the student and mailed to the current home address on file at the College.   

Withdrawal from the College Clerance Policy

Students who wish to withdraw from the College must officially notify the Associate Dean of Enrollment Services and Academic Operations, in person or via Concordia email,  who will guide the student through the withdrawal process. Students who are withdrawing from the College must complete an Institutional Withdrawal Form.

A student’s failure to attend classes or a verbal announcement of the intent to withdraw does not constitute official notification. Students who fail to officially notify the Associate Dean of Enrollment Services and Academic Operations of their intent to withdraw are held responsible for all tuition and fees owed to the College.

Withdrawing from a class after the Add/Drop period may result in a student’s status changing from full-time to part-time, if the student has fewer than 12 active credits. It is the student’s responsibility to meet with the Financial Aid Department to discuss the impact of the withdrawal on financial aid. The College reserves the right to withdraw a student for non-disciplinary reasons when it is in the best interest of the student due to personal or health-related conditions that cannot be resolved immediately, or due to a threat to self or others. The student may register again upon satisfaction of such terms as the College determines are appropriate to the situation. 

Leave of Absence Policy

A leave of absence is a temporary interruption in a student’s program of study and the College for personal reasons or unforeseen circumstances and must be reported on or before the last day of add/ drop for any semester to be considered a leave of absence. Students who wish to take one semester or one year off from Concordia College, with the intention of returning, must officially notify the Associate Dean of Enrollment Services and Academic Operations who will conduct the process with the student. If the student fails to notify the Associate Dean of Enrollment Services and Academic Operations, his/her bill will not be adjusted. Note: If the student fails to return from a leave of absence without notifying the College by the approved return date, the student will be considered withdrawn. Pursuant to Federal guidelines, students taking a leave of absence of fewer than 180 calendar days will be considered to remain in an in-school status for Title IV loan repayment purposes.

Students who simply absent themselves from class without completing the process will have unauthorized withdrawal grade(s) posted and billed accordingly. Students who are on an approved leave of absence may participate in registration and their email account will remain active during this period. Students on leave may not live on campus during the term(s) of their leave. In addition, a student may not participate in or hold a leadership position in a College organization during their leave of absence.   

Returning from a Leave of Absence

Students who have been absent from the College for more than one year, including those who did not request an official leave, must apply for re-admission. Candidates should request an application for re-admission from the Office of Admission. It is recommended that students file by July 1st  for the intent to return for the fall semester, and by November 1st  for students who intend to return for the spring semester to ensure all administrative requirements are met in a timely fashion. If the application is accepted, the student will be subject to academic requirements in effect at the time of their original admission unless the program of study has been substantively revised. If the students' program of study is no longer offered they must choose they work with an advisor to discuss program options. If the student has attended classes at another college or university in the interim, official transcripts must be sent from each institution attended. If returning from approved leave, transcripts must be sent to the Registrar’s Office; otherwise, transcripts must be sent to the Office of Admission as part of the reapplication process.