Chapter VIII. Financial Information

 

Mission Statement

The University of the Incarnate Word is an independent institution and receives no direct support from state or federal taxes. Substantially, all of the instructional and operating costs of the University are paid by student tuition. The Business Office at the University of the Incarnate Word is dedicated to serve its community in accordance with the University's mission, through a spirit of Christian service. We strive to meet the needs of every student with prompt and friendly service. It is our duty to implement the rules and regulations set forth by the Undergraduate and Graduate Bulletins as well as other University academic program guidelines.

Tuition

Tuition, fees, and other charges vary from year to year. The exact rates are printed in the Schedule of Courses each semester. They may also be obtained from the Admissions or Business Office.

Auditing Courses

*Auditing courses are available to non-student, part-time or full-time students. Auditors that are non-students or are enrolled in a part-time status pay 50% of regular tuition for lecture courses and any associated course fees; however, full tuition is charged for limited enrollment, private instruction and studio courses.

Full-time students may audit one lecture course (3-4 hours) per session (fall, spring, summer). Any course fees associated with this enrollment will be the responsibility of the student.

Students are allowed to combine their total number of hours within a respective session to determine their full-time status. Undergraduates on the Main Campus are consider full-time with 12 + enrolled hours and a Graduate student on the Main Campus is considered a full-time status at 9 + hours. If a full-time student falls under banded tuition and the audit class does not exceed a total of 18 hours, no discount will be granted.

*Students enrolled in our ADCaP program will be allowed to audit courses within that program. Audit discounts are not applicable to Virtual University courses.

The deadline for changing enrollment in a course from graded to audit status is printed in the respective Academic Calendar located in the University course schedule.

Student Records Fee

Upon matriculation, all students are charged a one-time records fee to cover administrative costs associated with the creation and maintenance of the student record. After payment of this fee, transcripts are issued to students free of charge.

Transcripts

Students may obtain a transcript of academic records from the Registrar’s Office after initiating a request through that office. The University reserves the right to withhold transcripts for those students who have not met all conditions for admission or who have outstanding financial obligations.

The normal turn-around time for responding to transcript requests is three-to-five days. However, during peak periods, such as the end of the semester or during registration, response to transcript requests may take longer. There is no charge for the transcript; however, a same-day-service fee may be applied. Same-day-service is not available during peak periods.

The University will not provide copies of transcripts or test scores received from other institutions. Students should apply to the original institution for official copies of that work. Official documents submitted to the University of the Incarnate Word become the property of the University and cannot be returned.

Housing

Students are provided with several different living options that include: double and single rooms, apartments with two bedroom/four bed units, as well as units with up to six single rooms that share a kitchen and living room. .

A one-time housing deposit of $200 is required along with the housing application packet. The deposit will be returned to the resident when the resident checks out of his/her living space properly. If damages occur, or a resident does not properly check out of his/her living space, charges will be deducted from the original housing deposit. All international students are encouraged to reside on campus at the University of the Incarnate Word.

Dining Services

Meal plans are required for all students residing on campus. Food service is provided at the following locations: Marian Hall Café, the main dining facility, features a full meal entrée line and a a la carte selection and Hortencia’s Café, which features Chik-Fil-A, Freshens Yogurt, and Pretzel Logic, and a variety of convenience items. Java on the Hill is a coffee shop located in the ICCII building featuring Starbucks® coffee, salads, pastries and desserts, individual pizzas, and an assortment of bottled beverages, including beer and wine. Finnegan’s, a coffee shop located just inside the J.E. & L.E. Mabee Library, features Starbucks® coffee, bottled beverages, pastries and wrap sandwiches. Purchases may be made with the University Meal Plan, cash or credit card at all locations.

Student Health Insurance

All full-time Domestic students and all International Students are required to participate in the student accident and sickness insurance plan, unless proof of existing personal domestic coverage is presented and a waiver is signed and presented to the Business Office. This plan protects students 24 hours a day, whether at home, school, or while traveling. The insurance plan is also available for dependents. This coverage is in effect during the interim vacation periods. Participation in intercollegiate athletics is not covered. Brochures that describe student health insurance cost and coverage details are available from the Office of Health Services, Business Office or by logging on to: http://www.heritage-ins.com/.

Insurance must be waived on or before the stated waiver deadline published in the respective course schedule.

Note: Insurance is automatically assessed against the student's account. The charges will not be removed unless a waiver and proof of insurance are provided to the Business Office within the stated waiver deadline.

Students currently enrolled in any University term(s) can purchase UIW student insurance for themselves and/or their *dependents at anytime from the Business Office during the academic school year. If charges do not appear on your student statement it reflects no insurance premium has been submitted on your behalf.

*Individual student insurance must be purchased prior to availability for dependent coverage.

Parking Permits

All automobiles or motorcycles parked on campus must be registered with the Business Office.

In order to park on campus, students must pay a parking fee that entitles them to obtain and display a parking decal. Parking fees are automatically assessed to a student's account. To waive charges, a student must complete a waiver on or before the stated waiver deadline published in the respective course schedule. Since parking decals are issued annually, and in the event that you are not parking your vehicle on campus for a respective term, you may be granted a parking waiver by returning the issued decal by the published parking waiver deadline. Part-time and full-time students will be assessed a fee dependent upon the number of semester hours they are taking any given semester. A lost or stolen permit can be replaced at the Business Office. The fee for a replacement permit is the full-time charge for the respective semester. Failure to exhibit a decal will be cause for ticketing. Incarnate Word High School and St. Anthony Catholic High School decals are valid parking credentials at the University. Parking regulations will be strictly enforced. Violators will be ticketed and charged. A repeat violation will result in the towing of the vehicle at the owner's expense. For questions about specific charges or refunds, contact the Business Office at 210-829-6043.

The University will not be responsible for automobiles parked on the campus, or for damages thereto. The University assumes no responsibility for the condition of, or cost for retrieval of, any vehicle towed due to parking violations.

How to Obtain a Parking Permit

The following records must be presented to the Business Office to release your decal:

The following applies for individuals with a handicap placard:

* These students must still register their vehicle and pick up a UIW Handicap Decal at the Business Office.

Tuition Discounts

Tuition discounts are available for part-time/full-time undergraduate or graduate students who qualify for such discounts as the Brainpower 60+, Active Duty Military and their dependents, Civilian Department of Defense Employees (no dependents), Retired Military (no dependents), UIW/SAHS/IWHS Employees and their dependents, and University Preparatory Program.

Brainpower 60+ discounts apply to any student who is sixty (60) years of age or older. The discount will be applied to tuition only and any other fees associated with enrollment will be the responsibility of the student.

Military & Civilian Department of Defense discounts apply to any student enrolled with the Main Campus. Those students eligible are Active Duty Military with or without a Tuition Assistance Form and their dependents, Civilian Department of Defense Employees (no dependents), and retired military (no dependents). Extended Academic Programs applies only to active duty military (no dependents) with the exception of Virtual University graduate students. Those students receive the same percentage as a main campus graduate student. The discount will be applied to tuition only and any other fees associated with enrollment will be the responsibility of the student. Discounts are not applicable to students for whom 100% tuition is paid by any third party payor. Discounts may be reversed if payment is received after discount(s) are applied. The Business Office and Office of Financial Assistance determine eligibility. Refer to the University Payment Policy located under the Tuition and Financial Regulations. Discounts may vary between University programs (Main Campus, ADCaP, or Virtual University).

It is the responsibility of the student to present their valid identification or current military identification along with any Tuition Assistance Forms to the Business Office within the specified date as published by the University Course Schedule. Those courses pertaining to ADCaP, Virtual University and mini semesters have ten days from the first day of classes to submit a valid identification, application and/or TA form(s) to qualify for the discount.

All qualified teachers employed by a School District and who are enrolled in a Graduate Program at UIW may apply for a 25% discount for up to six graduate credit hours each semester. Courses must be offered on UIW’s main campus. The discount does not apply toward Online or Doctoral-level courses. This scholarship cannot be used in combination with any other UIW scholarship and/or grant. In order to qualify, the Scholarship Employment Certification Form must be completed and submitted to the UIW Financial Aid Office before registration. The form is available at the office of the School of Graduate Studies and Research. You must fill out the form and submit it to the Financial Aid Office each semester. .

Tuition discounts are available for any individual who is employed at the University of the Incarnate Word, Incarnate Word High School or St. Anthony Catholic High School on a regular, full-time employment agreement (for at least 75% of the time) as faculty, administrator, or staff. They may receive tuition remission for themselves for undergraduate and/or graduate classes taken at UIW per the guidelines listed in the UIW/IWHS/SACHS Administrator/Staff Guidelines. Employee tuition waiver forms are available through the Human Resources Office. According to the Administrative/Staff Guidelines, the deadline for submission of Employee Tuition Wavier forms is 14 calendar days after the last day to add a course for the term. For further information, please contact the Human Resources Office at 210-829-6019. The discount will be applied to tuition only and any other fees associated with enrollment will be the responsibility of the student. Refer to the University Payment Policy located under the Tuition and Financial Regulations.

University Preparatory Program discounts applies to Junior and Senior Incarnate Word High School (IWHS) and St. Anthony Catholic High School (SACHS) students. The direct cost to all participants in the High School/University Program varies according to the number of hours for which the student is enrolled at the University of the Incarnate Word. Students selected for this program from IWHS/SACHS will receive an Academic Scholarship resulting in a percentage reduction in University tuition. In addition, they will receive a percentage discount on their high school tuition for each three (3) hour course they take at the University each semester. Students will receive a combined billing statement for their High School and University tuition. The discount will be applied to tuition only and any other fees associated with enrollment will be the responsibility of the student. For further information, please contact the respective High School Business Office (IWHS 210-829-3115 or SACHS 210-832-5639). Refer to the University Payment Policy located under the Tuition and Financial Regulations.

It is the responsibility of the student to apply for tuition discounts. It is the student and his/her family who must apply using the appropriate application form(s) and provide all necessary information to complete each application (i.e., valid identification(s), tuition assistance form(s) to receive consideration for these discounts. All discounts will be evaluated and assessed to the student account after the last day to add and drop a course for the respective term or within stated deadline outlined in the published Course Schedule. In order to continue receiving the discount, the student is responsible for submitting a new application and required information to complete the application each session (fall, spring, summer). Prospective students may call the Business Office (210) 829-6043 if they need appropriate forms or for more information.

*Any student pursuing a doctorate (Ph.D.) is not eligible for these discounts, regardless if enrolled in a graduate level course.

All discounts are subject to change without notice.

Payments

Payment Options:

In addition to Financial Assistance and Work-Study programs, the University accepts cash, checks, and credit cards for payment of tuition and fees.

*Drop box is located next to Rm. 190 in the Administration Building.

The University offers students a Tuition Payment Plan. The student can divide their payment into installments. It is the responsibility of the student to enroll in a payment plan each semester. Failure to remit these payments may result in withholding of credits, transcripts, diplomas, and a late payment fee each month for not submitting tuition payments as agreed. However, this will not exempt students from liability for those charges. Enrollment into this plan may include an application fee.

To enroll in the deferred payment plan or if you need additional information, please come by the Business Office or call (210) 829-6043.

Payment Policy

Registration for an academic term is not complete until full payment for the current and/or prior terms has been made, or until a student has entered into a payment plan with the University (see above for enrollment information). Payment arrangements must be finalized by the eighth calendar day from the first class day of the semester. Students will have their registration cancelled at that time if payment arrangements have not been completed. All international students are required to pay the full semester's tuition and fees upon registering each semester. International students will not be allowed to enroll in a payment plan.

ALL FEES ARE SUBJECT TO CHANGE WITHOUT NOTICE.

Students who have not met their total financial obligations to the University may not be permitted to enroll for a subsequent academic term and current registration is subject to cancellation.

Withdrawal without proper notice entails failure in all courses for the semester and the student is held liable for the full payment of tuition, fees, and other charges.

Students must pay their financial obligation in full to the University to have diplomas and transcripts released. In addition, if payment is not paid in full, students may be prohibited from participating in the graduation ceremony.

The student agrees to assume liability for any debt incurred during his/her attendance at the University. In the event of a delinquency or default, the student will pay all reasonable costs of collection including but not limited to attorney fees and necessary court costs.

All discounts are subject to change without notice.

Account Statements and Disputes

The University will send each student a statement of the student’s account on a monthly basis. The statement will serve as a full accounting of the student account activity for the period. Each student must review the statement promptly and notify the Business Office immediately at the telephone number or address provided on the statement of any errors or omissions in the statement. If any student does not receive a statement when it is due, the student should notify the Business Office promptly. Students are responsible for providing the University with the most current address and telephone number.

Any student must report any disputed items to the Business Office within 60 days after the disputed items appears on the student’s statement. If the student fails to report a disputed item, he/she may not claim any liability on the part of the University in connection with the University’s handling of the item (items) in dispute. Before the University will consider making a refund or credit to the student because of a claimed discrepancy, the student must give the University a written statement containing any reasonable information the University may require (i.e. name, social security number, term, and discrepancy).

Returned Items/Insufficient Funds

When the bank, for whatever reason, returns a check, a nonrefundable returned check service charge is assessed. The student is given ten days from the date of notice to make full payment by cash, money order, or cashier’s check. Once the student has had returned checks, the University reserves the right not to accept any personal checks from the student for future payments. Returned checks not paid will be submitted for collections.

Credits/Refunds

Refunds will be determined after the 100% drop date has ended, after funds are disbursed to your account, or 14 days after the first day of class for the current semester, whichever is later. Please see the Withdrawal/Refund Tables located in Course Schedule for more information. All refunds are mailed to the primary residence address.

Withdrawals and Refunds

A student’s withdrawal from the University will be considered as occurring the day he or she submits a completed official withdrawal form to the graduate Academic Advising Office. Forms for adding or dropping courses are available in the Registrar’s Office or on-line. Notice to an instructor or any other office does not cancel registration or a student’s contract with the Business Office.

WITHDRAWAL WITHOUT PROPER NOTICE ENTAILS FAILURE IN ALL COURSES FOR THE SEMESTER AND LIABILITY FOR FULL PAYMENT OF ALL TUITION, FEES AND OTHER CHARGES.

Appeals to Refund Policy:

For exceptions to this withdrawal and refund policy due to medical or other extenuating circumstances contact the Business Office.

Funds Not Yet Received at the Time of Withdrawal:

If a student withdraws before federal funds are received and/or disbursed, the Financial Assistance Office will determine the amount(s) to be returned according to each funding source guideline. The Financial Assistance Office will notify the student and the Business Office of any changes. A student receiving financial assistance should meet with a financial aid counselor before withdrawing or reducing hours to determine the impact on the student’s award.

Important Notes

The aid package you receive is based on information currently on file with the Financial Assistance Office. If any of the following occurs, your aid package will be revised and/or nullified:

Please check with the Financial Assistance Office about the impact of these or other changes as they might have a serious impact on the aid you receive.

It is the responsibility of the student to apply for financial aid. The University does not arrange financial aid for the student. It is the student and his/her family who must apply using the appropriate form(s) to receive consideration for financial aid, whether offered by a federal agency or a lending institution. Applications for financial assistance should normally be submitted by the student prior to the April 1 priority deadline for the coming school year in order to insure availability of funds. Prospective students may call the Financial Assistance Office if they need appropriate forms or more information.
Military and company personnel who are receiving tuition assistance/ reimbursement should notify the Business Office prior to signing a deferred payment plan.

Students whose employers reimburse them for educational expenses are encouraged to pay in full for the current semester and reimburse themselves with the funds from their employer, or enter into a deferred payment plan. Refer to Payment Options on page 107 for deferred payment option information.

Financial Assistance

The University of the Incarnate Word has developed a program of financial assistance that enables you to obtain the small class environment, personalized instruction and quality academic programs that distinguish us as a private university. A good education is an investment that will pay off for a lifetime, but today’s high costs often make financing your education difficult.

The primary purpose of student financial assistance is to provide resources to students who would otherwise be unable to pursue a post-secondary education. Financial assistance programs are designed to supplement a family’s efforts to meet educational costs. The University can be expected to assist only when the family is unable to meet the full cost of attendance. The financial assistance philosophy at the University is to meet the direct costs or financial need of all eligible students until funds are exhausted.

To be considered for most types of financial assistance at the University of the Incarnate Word, a student must complete a Free Application for Federal Student Aid (FAFSA), a University of the Incarnate Word Student Information Form, and other documents as required by the office of Financial Assistance for every year that you want to be considered. A student must also be accepted by the University and be enrolled in a degree-seeking program. In most cases, only students who are citizens or eligible non-citizens can apply for financial assistance.

Students applying for financial assistance are considered for all programs for which they are eligible, including federal, state, and institutional programs. Financial Assistance is awarded on a first come, first serve basis (April 1st priority deadline); therefore it is important to begin the application process as early as possible. Copies of the FAFSA and the Student Information forms may be obtained at the Office of Financial Assistance, located in the Enrollment Services Center across Broadway.

Non-degree status students are not eligible for financial aid.

Types of Financial Assistance Available

Three basic categories of financial support are offered through the Office of Financial Assistance: (1) scholarships, (2) loans, and (3) employment. In our attempts to meet a student’s financial need, they may be awarded individually or in combination with other programs in the form of a financial assistance package.

SCHOLARSHIPS

Graduate and Doctoral students may be eligible for scholarships from private and government sources. Most of these are designed for particular personal characteristics, career objectives, or programs of study. For further details, contact the Office of Financial Assistance and/or Minnie Stevens Piper Foundation, Suite 200, GPM Tower (next to Central Park Mall).

LOANS

Federal Subsidized Stafford Loan

Federal Unsubsidized Stafford Loan

Texas College Access Loan

EMPLOYMENT

Satisfactory Academic Progress

The Higher Education Amendment Act of 1965, as amended, mandates institutions of higher education to establish a minimum standard of “Satisfactory Academic Progress” for students receiving financial aid. UIW makes its standard applicable to all federal, state, and institutional financial assistance programs for the purpose of maintaining a consistent policy for all students receiving financial aid.

To make Satisfactory Academic Progress (SAP), students must meet all of the following standards:

ACADEMIC STANDARDS

Students must maintain a cumulative GPA minimum requirement at the end of each academic year for all credit hours attempted at UIW: Undergraduate 2.0; Graduate students 3.0. If the cumulative GPA drops below the minimum requirement, the student will no longer be eligible for financial aid.

MAXIMUM TIME FRAMES

The number of credit hours a student attempts may not exceed 125% of the number of credit hours required for graduation in his or her program of study, as published in the University catalog. That is, if the published number of hours required for graduation is 128, a student may not attempt more than 160 credit hours (128 3 1.25 5 160) and continue to receive financial aid. All periods of enrollment must be considered, even those for which the student did not receive financial aid as well as hours transferred in from another school. If the number of attempted hours reaches 125% of the hours for graduation, the student will no longer be eligible for financial aid.

Attempted hours include all registered hours per semester whether or not the student earns a grade or receives credit. The following are considered hours attempted, but not completed:

Completed hours include all semester hours for which the student earns a grade:

ENROLLMENT STATUS

During the academic year (Fall and Spring), a student who receives financial aid must successfully complete a minimum of 75% of all attempted course work. If the number of completed hours drops below 75% of attempted hours, the student will no longer be eligible for financial aid.

Examples:
If a student attempts (registers for) 18 credit hours in an academic year, he or she must complete a minimum of 13.5 credit hours (.75 X 18 = 13.5) in order to make SAP for the year.

If a student attempts 36 credit hours, he or she must complete a minimum of 27 credit hours (75% X 36 = 27) to be making SAP.

If at the end of the second year a student has attempted 30 credit hours, he or she must have completed a minimum of 22.5 credit hours (.75 X 30 = 22.5) to be making SAP.

NOTE: all partial credit hours will be rounded down to the nearest hour.

Review Policy

At the end of each Academic Year (Spring semester) the Office of Financial Assistance will review the progress of each financial aid recipient for SAP. Students will be reviewed to ensure that they are meeting the following criteria:

Financial Aid Termination

In the event that a student does not meet the requirements for SAP, he or she will be placed on Financial Aid Termination. This means that the student will not be eligible for any type of federal, state, or institutional aid until he or she has returned to satisfactory academic progress.

Conditions for Reinstatement

Students whose eligibility for financial aid has been terminated may appeal the decision in writing to the Director of Financial Assistance if they believe that they had extenuating circumstances that led to their unsatisfactory progress. The Director will notify the student in writing of the decision.

To appeal for the reinstatement of financial aid eligibility, complete and submit the Termination Review Form. A completed form must include:

  1. A letter from the student documenting the extenuating circumstances. For example, personal illness or medical problems, death in the family, etc. This letter should provide a detailed explanation of the situation. If the student has exceeded the maximum time frame and is appealing based on a change of major, he or she should state the reason for the change and submit a new program of study or degree plan that indicates the number of hours remaining to be taken in the new major. The student must also provide a statement from his or her academic advisor indicating the number of credit hours from the previous major that will apply to the new major.
  1. The student’s name, Social Security Number, address and phone number. Students who have been placed on Financial Aid Termination because they do not meet the GPA or Enrollment Status requirement may do the following if they decide not to appeal, or if their appeal is not approved: Students may attend UIW during a semester or summer term without financial aid. When they meet the SAP requirements again, their eligibility for aid will be reviewed for reinstatement.