UNIVERSITY OF PITTSBURGH PROCEDURE 09-05-16 CATEGORY: STUDENT AFFAIRS SECTION: Tuition and Fees SUBJECT: Falk School:Tuition and Fees EFFECTIVE DATE: September 26, 1988 I. PURPOSE To provide the steps for the billing of Falk School tuition and fees in accordance with the approved rate of charges. II. SCOPE This procedure includes: - Falk School Registration - Invoicing - Payment and Tuition Scholarships - Delinquent Accounts III. ADMINISTRATIVE RESPONSIBILITIES A. The Dean of the School of Education, each year, as a part of the budgeting process, presents a recommendation of new tuition and fee rates to the Provost. B. The Provost reviews the tuition and fee rates and recommends approval to the Treasurer. C. The Treasurer reviews, approves, and forwards the rates to the Registrar for implementation. D. The Registrar advises the Provost, Dean of the School of Education, Director of Falk School, and Student Accounts of the approved tuition and fees. E. The Director of Falk School, upon receipt of approval, prepares contracts based on the new rates; and determines the beginning and end dates for each term for inclusion in the academic calendar. F. Student Accounts issues tuition invoices based on the registration contract, and monitors payments. NOTE: No new contracts may be prepared until appropriate approvals have been issued. IV. PROCEDURE Responsibility Action Registration Falk School Office1. Prepare Deposit/Registration Form and send it to the parent/guardian of currently enrolled students, requesting payment of Advance Payment Deposit (see Exhibit A) by the date specified. Parent or Guardian2. Identify child (children) who will attend the upcoming school year. Sign and return the Deposit/Registration Form to the Falk School office, together with a deposit for each child. Falk School Office3. Prepare FORM 0012 Cash Report, to record and process all deposit monies received, and submit it to the Cashier's for processing. (See Policy 05-06-02, Cash Reports) 4. Complete FORM 0011 PITT 1343, Registration Contract in original and three copies, and distribute as follows: Original (White)/Yellow/Pink - Parent or Guardian Gold - Falk School 5. Forward the original (white) and two copies (yellow and pink) to the parent or guardian for signature, and retain one copy (gold) for file. Parent or Guardian6. Complete, sign, and return the original (white) and (yellow) copy to the Falk School Office. 7. Retain (pink) copy for record. Falk School Office8. Forward the original (white) FORM 0011 PITT 1343, Registration Contract to Student Accounts for invoicing and retain a copy (yellow) for files. Tuition Scholarships Eligible Staff 9. Submit scholarship, together with Member Registration Contract to Falk School. (See Procedure 07-11-01, Employee/Dependent Scholarships. Tuition Aid Memo Falk School 10. Forward a Tuition Aid memo issued by the Director of Falk School, together with the Registration Contract to Student Accounts. Invoicing Student Accounts 11. Invoice the tuition and fees that are required for each student. This includes the full contract amount less deposit and any aid. One half of the contract is due in August and the remainder in December. 12. Assess a late payment fee to invoices that are not processed on or before the due date. Payment Parent or Guardian13. Present payment in full to the Cashier's. - Payments are due in August and December on a date specified by Student Accounts. 14. For students who are admitted after August 1 or December 1, remit the amount of tuition that is due together with the completed contract, or arrange a deferred tuition payment plan at Student Loans and Special Accounts prior to attendance by the student. Cashier 15. Prepare FORM 0012 Cash Report for payments received, and forward billing document to Student Accounts. Delinquent Accounts Student Accounts/ Student Loans and Special Accounts 16. Each month, notify the Falk SchoolOffice of any past due accounts.Delinquent accounts deemed uncollectiblewill be processed according to University policy. Falk School Office17. Refuse permission to allow student to attend classes or otherwise be considered a Falk School student until the contract has been processed with advance payment and the invoice paid. 18. Withhold report cards and diplomas, records of transfer, and permission to re-enroll for either the second half or future terms until accounts are cleared, or satisfactory arrangements are made for payment through Student Loans and Special Accounts. Student Accounts 19. Review all accounts that have processeda contract and made an advance tuition payment, within five work days after the due date. 20. Send a warning letter to parents or guardians whose accounts are unpaid, or have not initiated a deferred payment plan. The warning letter will state that the deposit will be forfeited and their contract canceled if payment is not received within ten days. 21. Forfeit the deposit and return the contract to the Director of Falk School for notification to parent or guardian, if payment has not been received within ten days. NOTE: Reinstatement of cancelled contracts requires payment in full prior to the student attending classes. 22. Prepare a new contract and forward to the parent or guardian for payment as previously stated. NOTE: The advance payment deposit is forfeited as a result of the cancellation process and cannot, therefore, be used for credit on the reinstated contract. V. REFERENCES Procedure 05-06-02, Cash Reports. Procedure 07-11-01, Employee/Dependent Scholarships. Policy 07-11-02, Eligibility and Terms of Employee/Dependent Scholarships. VI. EXHIBITS Exhibit A - Falk School Tuition and Fee Schedule. Exhibit B - Deposit/Registration Form. Exhibit C - FORM 0011 PITT 1343, Falk School Registration Contract. Form Instruction Guide - FORM 0011 PITT 1343.