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2015-2016 Undergraduate Course Catalog & Academic Policies

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Financial Information


Academic Common Market Programs

    Virginia Tech has discontinued participation in the Academic Common Market for all majors effective fall 2012. Undergraduate students currently approved for participation in an Academic Common Market (ACM) major may continue to receive benefits as long as they are continuously enrolled full time in the ACM approved major (not to exceed six (6) years following this discontinuance), maintain a 2.0 overall grade point average, and satisfactory progress toward the degree.

Auditing

    Students are assessed the same rate for tuition and fees for auditing courses as for courses taken for credit.

Billing Statements (E-bill)

    Student Accounts are billed electronically. Current e-bills, e-bill history, and real-time current account activity are viewed in the e-billing system accessed through the student portal (Hokie SPA). E-bills are posted at least monthly, on the 15th (if the 15th of the month occurs on a weekend, e-bills are posted on the Friday before the 15th). Payment is required by due date on the statement to avoid penalties such as a late fee, registration hold, and cancellation of registration.  

    The initial e-bill for fall semester 2015 will be posted July 15, 2015 and will be due August 10, 2015. Charges for new activity after July 15 and payments made to date will be e-billed on August 14, and again on August 29, 2015. All charges billed between July 15 and August 29, 2015 must be paid by midnight September 4, 2015 or classes may be dropped for non-payment. 

    The initial e-bill for spring semester 2016 will be processed in December 2015.  A schedule similar to the fall e-bill schedule is followed. All charges for the fall and spring semesters must be paid by the close of the 10th class day, one week following the last day to add classes each semester, or classes may be dropped for non-payment. 

    E-bills for the summer and winter terms will be posted at least one month prior to the start of each term.

    Past due charges will prevent access to drop add and prevent pre-registration for the upcoming semester. Finance charges are incurred for past due charges from a prior semester.

Budget Tuition Plan

    Virginia Tech's Budget Tuition Plan (BTP) offers a convenient method for planning and budgeting payment of tuition, fees, room, and board. The BTP can cover all or part of the semester institutional charges. This plan provides the opportunity for the student to enroll and remit payments. The only cost for this service is a non-refundable application fee that is due with the application each semester. Students can join the BTP online through Hokie SPA or download the BTP Brochure & application from our website. Visit www.bursar.vt.edu for additional information and online tutorials.

Bursar, Office of University

The Office of the University Bursar is responsible for the billing of tuition, fees, housing, dining plans and many other student and related charges. Billing statements are electronically generated monthly for new account activity and any previous balance.  The e-bill can be viewed on the student portal Hokie SPA and payment can be made by e-check or by credit card.  Payment can also be made by mail or in person at the Bursar Office in 150 Student Services Building. 

Students may authorize parents or others as payers on their e-bill account.  Unless revoked by the student, the authorized payer receives the e-bill notification monthly and is able to view the account and make payments electronically to the student’s account. 

Release of Financial Information to a third party such as parent(s) and/or guardian(s) requires student authorization under the Family Educational Rights and Privacy Act (FERPA).  The FERPA disclosure can be done via the Hokie SPA.

Detailed information regarding tuition and fees, payment deadlines, customer service window hours, the Budget Tuition Plan, electronic billing and payment processes, and much more available on the Bursar’s website http://www.bursar.vt.edu.

Collection of Past Due Receivables for Students

    Any amount owed to the university including, but not limited to, tuition, fees, room, board, loans, notes receivable, and amounts due for goods and services provided is considered a receivable to the university. A receivable becomes past due if payment is not received by the payment due date. At ninety days past due, the receivable becomes delinquent.

    For currently enrolled students, the primary collection tool is the placement of a "HOLD" by the Office of the University Bursar on a student's record. This "HOLD" restricts certain student activities such as the ability to add or drop classes, receive grade transcripts, register for future academic terms, and may also result in a hold on your diploma if you are a candidate for graduation. Once established, the "HOLD" remains in place until the debt is paid in full. When a student is no longer enrolled, the collection procedures utilized for other "non-student" receivables are implemented.

    Individuals are responsible to pay all fees and charges owed to Virginia Tech.  If the individual defaults on payment, has a returned check, e-check, or debit of said fees and charges, or has any delinquent amount owed, the individual must pay a penalty fee, interest at the highest rate allowed by law or as agreed to with Virginia Tech, and all reasonable administrative costs, collections fees, and attorney’s fees incurred in the collection of amounts due the university.  Students will be notified by an email sent to their Virginia Tech email address to alert them that a statement has been generated.  Virginia Tech and their respective agents or contractors may contact individuals regarding any amounts owed, at the current or any future number provided for the cellular phone or other wireless device using automated telephone dialing equipment or artificial or pre-recorded voice or text messages. 

    Addresses must be kept current and can be changed by students as needed on Hokie SPA (MyVT).  Non-receipt of e-bill notification is not a valid defense for non-payment; it is the responsibility of the individual who has incurred the debt to see that the debt is discharged.

    For non-students, a dunning message is included on each month's statement alerting the customer to the next collection steps that will be taken. If payment is not forthcoming within the stated period, the account and all pertinent information are forwarded to an outside collection agency for further collection efforts. In addition, the account is reported to national credit bureaus, thus affecting the debtor's credit rating.

    In addition to the above measures, the university also lists the account with the Virginia Department of Taxation for set-off debt collection procedures. This means that any state income tax refund or payment processed through the State Treasurer’s Office to the debtor will be reduced by the amount of the receivable owed by the debtor.

    Office of the University Bursar (0143)
    Student Services Building, Suite 150, Virginia Tech
    800 Washington Street SW
    Blacksburg, VA  24061
    540/231-6277
    Fax: 540/231-3238
    E-mail: bursar@vt.edu
    Web: http://www.bursar.vt.edu

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Eligibility for In-State Student Tuition Privileges

    General Information: Eligibility for in-state tuition privileges (reduced tuition charges) is governed by §23-7.4 of the Code of Virginia. The provisions of §23-7.4 of the Code of Virginia are set forth, defined, and discussed in the State Council of Higher Education for Virginia's Domicile Guidelines. SCHEV developed these Guidelines to facilitate the consideration of uniform criteria in determining domiciliary status. §23-7.4 of the Code of Virginia places the responsibility on the student for establishing by clear and convincing evidence that s/he is eligible for the in-state tuition rate. Further, the burden is on the applicant to demonstrate by clear and convincing evidence that his/her domicile is Virginia and that s/he has abandoned any prior domicile. According to SCHEV's Guidelines, clear and convincing evidence is defined as "that degree of proof that will produce a firm conviction or a firm belief as to the facts sought to be established. The evidence must justify the claim both clearly and convincingly."

    Domicile: Domicile refers to the "present, fixed home of an individual to which he or she returns following temporary absences, and at which the individual intends to remain indefinitely. No individual may have more than one domicile at a time." Domicile cannot be initially established in Virginia unless one actually resides, in the sense of being physically present, in Virginia with domiciliary intent, which means present intent to remain indefinitely, that is, the individual has no plans or expectation to move from Virginia. Residence in Virginia for a temporary purpose or stay, even if that stay is lengthy, with present intent to return to a former state or country upon completion of such purpose does not constitute domicile. "Mere physical presence or residency primarily for educational purposes does not confer domiciliary status." A person shall not ordinarily be able to establish domicile by performing acts which are auxiliary to fulfilling educational objectives or which are required or routinely performed by temporary residents of the Commonwealth. The university will consider many factors when determining domicile. Among them are continuous physical residence, state to which income taxes are paid, driver's license, voter registration, motor vehicle registration, employment, property ownership, sources of financial support, military records, a written offer and acceptance of employment in Virginia following graduation, and any other social or economic relationships with the Commonwealth and other jurisdictions. The presence of any or all of these factors does not automatically result in Virginia domicile. The factors used to support a claim of entitlement to in-state privileges must have existed for a minimum of one year (12 continuous months) prior to the first official day of classes.

    Reclassification: Students may seek reclassification of their initial tuition classification, but residence or physical presence in Virginia primarily to attend the university does not entitle students to in-state tuition rates. Domicile should be established BEFORE one enters the university. Please note that if a student enters the university classified as an out-of-state student, s/he must present clear and convincing evidence to rebut the presumption that s/he is residing in the state primarily to attend school. Students seeking reclassification to in-state status must be prepared to pay the out-of-state tuition rate unless they are notified in writing that his/her status has been reclassified to in-state according to the Code of Virginia.

    Application Deadlines: According to §23-7.4 of the Code of Virginia, changes in domiciliary status can only be granted prospectively from the date the application is received; therefore, the deadline for submission of the complete application is prior to the first day of the term/semester for which the student seeks reclassification to in-state. Retroactive changes in status are not allowed under the Code. To ensure that students have a decision before the tuition payment deadline, please submit a complete application at least 30 days prior to the tuition payment deadline as published by the Office of the University Bursar. If additional information is requested, the applicant must provide the additional information within 30 days of the date of the letter requesting the information. Tuition refunds may be given to students who paid their tuition at the out-of-state rate but were subsequently reclassified to in-state provided that the Application for Virginia In-State Tuition Rates was submitted before the first day of the term. Qualifying students should contact the Office of Student Accounts regarding eligibility for a refund.

    Contact:

New Undergraduate or Transfer Students please contact:
Office of Undergraduate Admissions
925 Prices Fork Road, Mail Code 0202
Blacksburg, VA 24061
540/231-6267

Continuing Undergraduate Students please contact:
Office of the University Registrar
Suite 250 Student Services Building
800 Washington Street, SW, Mail Code 0134
Blacksburg, VA 24061
540/231-6252

    The regulations governing domicile are determined by state law, and are therefore subject to change. The information stated herein is not intended to be a contract between a student and Virginia Tech but is provided for informational purposes only. For additional information, please visit http://www.registrar.vt.edu/academic_records/in-state/index.html.

Enrollment Status, Full-Time

    Certification of full-time student status, for most purposes, U.S. Department of Veterans Affairs (V.A.) educational benefits, Social Security benefits, loans, scholarships, and grants, is based on the following enrollment information: official undergraduate and College of Veterinary Medicine enrollment for each regular semester must be 12 or more credit hours and official graduate enrollment for each regular semester must be 9 or more credit hours. All courses must be in the A/F option, P/F option, or equivalent credit. Please note that courses taken under the audit option do not count toward the enrollment status. Participation in the Virginia Tech Cooperative Education program, National Student Exchange program, and International Student Exchange program reflects full-time enrollment. Certification of enrollment for V.A. educational benefits will reflect only those hours considered to be progress toward the degree or educational objective. Although considered to be enrolled full-time, students who participate in the Cooperative Education program are not eligible for V.A. educational benefits or federal financial aid during the terms in which they participate in the Co-Op program.

Fees, Cooperative Education Program

    Students are assessed a Cooperative Education Program Fee of $75 for each term a student is placed in industry employment while enrolled in the Cooperative Education Program.  Details available on the Bursar’s website http://www.bursar.vt.edu.

Fees, Late Payment

    The late fee charge is 10% of unpaid balance up to a maximum of $125 per term if payment is not received by the due date on the billing statement.

Fees, Reinstatement

    Classes are dropped for non-payment of charges after the tenth day of classes for fall and spring semesters.  A $75.00 reinstatement fee and late payment fee will be assessed to students desiring to register once class registrations are cancelled due to non-payment of fees.   Students will have five business days to report to the Office of the University Bursar, 150 Student Services Building, to pay charges in full and have the hold removed from their record before the academic dean can reinstate courses.  Students will be provided a memo showing payment has been made to present to the academic dean when requesting reinstatement of classes. Failure to remit payment within five business days of cancelled registration may result in denial of reinstatement request.

Fees, Tuition

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Medical Resignations

    A student resigning for medical reasons will be charged a daily tuition rate for each day enrolled.

    Resignations for medical reasons must be recommended by Schiffert Health Center or Cook Counseling Center at Virginia Tech indicating the student is unable to continue in school due to medical reasons. Schiffert Health Center or Cook Counseling Center will recommend an effective date for a medical resignation. Recommendations are forwarded to the student’s academic dean. It is the purview of the Academic Dean to approve the recommendation. The Academic Fee, Technology Fee, Capital Fee and Comprehensive Fees are non refundable and no reduction will be made after the first day of classes for resignations.

Military Withdrawals

    Students called into active military duty are encouraged to communicate with their advisors, instructors, and undergraduate or graduate deans to arrange "incompletes" or rescheduling of remaining work if their orders are received near the end of a term. However, if students request a withdrawal from the university, permission is granted without punitive action as well as granting a full refund of tuition and fees. This full refund is requested regardless of the date of the action of withdrawal. Procedurally, students (or their parents or guardians) are requested to provide copies of activation orders. If orders are unobtainable (in some emergency call-ups, this is possible), the University Registrar will telephone the company commander for verbal confirmation. Further, the University Registrar will serve as facilitator of this process for any advisor, instructor, or dean seeking verification of the students' military status. Students with Federal Financial Aid should be advised that full refund of tuition will result in an immediate requirement to commence repayment of aid. Students with federal financial aid are to be given the option of full or partial refund. Students are to work with their advisors and deans in requesting reinstatement to the university.

    Reinstatement: All students leaving under the military withdrawal policy are entitled to reinstatement into the same program of study. Students are directed to seek advising from their advisors or academic deans. If absent more than five years, certain majors may require re-taking of specific major courses.

    Defer Initial Enrollment: Students called up for active duty may defer initial enrollment (in the same major) if:

    • The student returns to Virginia Tech after a cumulative absence of not more than five years, and
    • The student provides notice of intent to return to Virginia Tech not later than three years after completion of the period of service.

Payment Directions

    The most efficient and direct methods of payment include the electronic payment accessible in the e-bill system and the Budget Tuition Plan. 

    If paying by mail, please make the check payable to Treasurer of Virginia Tech.  Print the PDF version of the e-bill and enclose the remittance advice with your check to ensure proper payment application. Mail to Office of the University Bursar (MC0143), Student Services Building, Suite 150, Virginia Tech, 800 Washington Street SW, Blacksburg, VA 24061. When mailing payment, please do not send cash.  

    Scholarship checks, payments made via a banking service, correspondence, and certified or express mail must be sent to the Office of the University Bursar (MC0143), Student Services Building, Suite 150, Virginia Tech, 800 Washington Street SW, Blacksburg, VA 24061.  Please include a Virginia Tech student identification number on all correspondence and a Scholarship Reporting Form (http://www.finaid.vt.edu/forms/documents/1516/1516_SCHNOT.pdf) with all scholarship checks.

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Virginia Tech 2015-2016 Undergraduate Course Catalog and Academic Policies