Chapter VIII. Financial Information
- Tuition and Financial Regulations
- Residence Halls and Dining Service
- Tuition Discounts
- Veteran's Benefits
- Certification Procedures
- Standards of Progress for Receipt of Veteran’s Benefits
- Auditing Courses
- Payment Options
- Payment Policy
- Account Statements and Disputes
- Returned Items/Insufficient Funds
- Student Health Insurance
- Important Notes about Financial Aid Policies and Billing Practices
- Withdrawals and Refunds
- Appeals to Refund Policy
- Return of Title IV Funds
- Funds Not Yet Received at the Time of Withdrawal
The University of the Incarnate Word is an independent institution and receives no direct support from state or federal taxes. Subsequently, all of the instructional and operating costs of the University are paid by student tuition. The difference between such costs and the amount paid by the student is subsidized by income from endowment, grants for special projects, and gifts from alumni and other friends who recognize the value of our educational program.
The University endeavors to arrange loans, discounts, grants-in-aid, employment, and scholarships to enable students to continue in an academic program.
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 School of Graduate Studies and Research office or the Registrar’s office.
Students are provided the following options for Campus Housing: Residence Halls include triple, double, and single rooms; Village of Avoca, provides two bedrooms, four person apartment units; the McCombs Center offers apartment style housing units, which, provides single and double rooms. Units in the McCombs Center can accommodate four to six residents. The residence hall, Hillside, provides two floors of single rooms with private baths and one floor of double rooms with private baths. The new residence hall will provide single and triple rooms with shared accommodations.
Food service plans are required for all students residing on campus. Residents are required to purchase meal plans each semester including summer sessions. The meal plan does roll over from fall to spring if there is a balance, but remaining balances are forfeited after the Spring Semester. Food service is provided at four facilities on campus, which include the Marian Hall Food Court, Hortencia's, Finnegan's, and Java on the Hill.
Tuition discounts are available for part-time/full-time undergraduate or graduate students who qualify for such discounts such as the 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 Senior Preparatory Program.
Military and 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 to active duty military and their dependents. 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 dated 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.
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 a faculty, administrator, or staff. Employees 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 & Faculty Handbook. Employee tuition waiver forms are available through the Human Resources Office. According to the Administrative/Staff Guidelines, the deadline for submission of Employee Tuition Waiver 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.
It is the responsibility of the student to apply for tuition discounts. The student and his/her family 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. Applications for these tuition discounts should be submitted to the respective departments or the Business Office according to the deadlines posted in each respective semester schedule of classes. No discount(s) will be applied after the deadline indicated in the semester schedule of classes.
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 at (210)829-6043 if they need appropriate forms or more information.
*Students pursuing a doctorate (PhD) are not eligible for these discounts, regardless if enrolled in a graduate level course. Your student financial aid award may be adjusted without notice due to receiving such discount(s). All discounts are subject to change without notice.
Degree programs described in this bulletin have been approved for benefits under the various laws commonly referred to as the GI Bill. Eligible veterans and dependents should contact the VA Certifying Official for assistance in following established degree programs that will meet all VA requirements. Benefits are paid directly to the veteran.
Official transcripts of all previous University credits must be on file and evaluated toward a specific degree objective before the enrollment can be certified. Only courses that are required for the selected degree objective will be certified for benefits. All students applying for veteran’s benefits must complete the University of the Incarnate Word Request Form for VA Enrollment Certification each semester. This form may be obtained from the VA Certifying Official in the Registrar’s Office or on-line. Enrollment will be certified following registration for each semester. After initially registering for courses, it is the student’s responsibility to notify the VA Certifying Official of any subsequent change in registration.
Veteran’s regulations require that a student receiving veteran’s educational benefits select an approved degree objective (degree program) and make satisfactory progress toward completion of that objective or risk the possible suspension of benefits. Veterans must maintain Satisfactory Academic Progress according to the policies of the University of the Incarnate Word. When a student has failed to maintain prescribed standards of progress, the VA Office will be informed and benefits payments will be discontinued. In general, accumulative 2.0 GPA is required for graduation. Veterans who earn a cumulative GPA of less than a 2.00 will be placed on probation and given one semester to achieve the 2.00 requirement. Failure to obtain a cumulative 2.0 GPA at the end of the probationary semester will usually result in suspension of benefits.
Audit courses follow the deadline for “Last day for 100% Refund” for any Undergraduate and Graduate courses. Deadlines may be found in the Main Campus Schedule of Classes (See Academic Calendar) or from the respective program administrator (i.e., Adcap or Virtual University).
Full-time students may audit one lecture course (3-4 hours) per session (fall, spring, summer) at no cost. 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 considered full-time with 12+ enrolled hours. A Graduate student on the Main Campus is considered full-time status at 9+ hours; a doctoral student is considered full-time status at 6+ hours. Full-time doctoral status changes when a doctoral student is in dissertation writing phase and is enrolled 3+ hours. If a full-time student falls under banded tuition and, with 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.
Secured Web payments for tuition and fees are accepted with your UIW pin number. Log into: http://www.uiwtx.edu/banner_self-service. If you have already been issued a PIN number you may use this same number to gain access to this screen. For students with no PIN number contact the Registrar's Office at (210) 829-6006.
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 any of the above payment options or for additional information, please come by the Business Office or call (210) 829-6043
- Registration for an academic term is not complete until full payments for the current and/or prior terms has been made, or until a student has entered into a payment plan with the University (see payment options listed above). Payment arrangements must be finalized by the eighth calendar day from the first class day to the semester. Students may 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.
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 to the University to have diplomas and transcripts released. In addition, if payment is not made 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 fees are subject to change without notice.
ALL FEES ARE SUBJECT TO CHANGE WITHOUT NOTICE.
The University will send each student a statement of the student 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 to provide 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 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, Student ID number, term, and discrepancy).
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.
All full-time Domestic students (Full-time constitutes 12+ hours for undergraduates, 9+ for graduates and, 6+ for doctoral students*) and all International Students (eligibility is based on Admission status) are required to participate in the student accident and sickness insurance plan . Only domestic students are allowed to waive insurance when proof of existing personal domestic coverage is presented and a waiver is completed (Contact Business Office regarding waiver information). 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.uiw.edu/busoff/insurance.htm.
Insurance must be waived on or before the stated waiver deadline posted in the Academic Calendar found in the University Course Schedule.
*Full-time doctoral status changes when student is in dissertation writing phase and/or 3 + hours (Doctoral students are not automatically charged in this status and must request and pay for insurance coverage after enrollment).
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.
If charges do not appear on your student statement it reflects, no insurance premium has been submitted on your behalf. Application and full payment for dependent coverage is due the day of purchase. Eligibility of insurance is determined by insurance company.
Students currently enrolled in any University term(s) can purchase UIW students insurance for themselves and/or their *dependents at anytime from the Business Office during the academic school year.
*Individual student insurance must be purchased prior to availability for dependent coverage.
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 form on or before the stated waiver deadline posted in the Academic Calendar found in the University 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 graduate 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 (Priority parking is issued on availability). 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 (210) 829-6043 or visit our Business Office Web Page by logging on to http://www.uiwtx.edu and clicking onto link Business Office.
The University will not be responsible for automobiles parked on 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.
The following records must be presented to the Business Office to receive your decal:
- A valid driver's license;
A current copy of your vehicle registration (i.e. renewal of license plates receipts from the Tax Assessor/Collector).
* The following applies for individuals with a handicap placard:
Present your original letter issued by the state or the placard (decal);
- A valid driver's license;
A current copy of the vehicle registration (i.e. renewal of license plates receipts from the Tax Assessor/Collector).*
*These students must still register their vehicle and pick up a UIW Disability Decal at the Business Office.
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.
- Change or reduce semester hours
- Drop housing status and/or meal plan
- Receive grants, scholarships, or other aid from any source not on file with the Financial Assistance Office
- Not maintaining satisfactory academic progress as defined by Federal Financial Aid regulations. See the Office of Financial Assistance or log on to www.uiw.edu and go to the financial assistance web page for more details.
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 every award year. 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.
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 University Advising Center. 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.
Depending upon a student's financial assistance status, one of the following two categories of refund policies will apply:
I. Non-title IV Student-Students not receiving any federal financial aid.
II. Title IV Student-Students attending and receiving federal financial aid. Students will be refunded
tuition and fee charges based on the percentages outlined in the Semester Schedule of Courses. If students have received federal aid during the semester and withdraw from all courses within the first 60% of calendar days of the semester, the Office of Financial Assistance will return the unused portion of federal aid funds disbursed based on the guidelines established by the Department of Education.
Please see the Semester Schedule of Courses for the specific withdrawal dates for each individual semester and their percentages. There is a refund schedule for Non-Title IV recipients and Title IV recipients.
Meal Plans: The unused portion of a meal plan purchased in the summer and fall term may be used in the following spring term. Unused meal points at the end of the spring semester are forfeited and not refundable. Meal plans are not transferable. When a resident student withdraws from the University, the lesser of the unused portion or prorated amount of the meal plan will be credited to the student's account.
Unused federal aid will be returned in the following manner as applicable:
Federal Unsubsidized Stafford Loans
Federal Subsidized Stafford Loans
Federal Perkins Loans
Federal PLUS Loans
Federal Pell Grants
Federal Academic Competitiveness Grant
Federal National SMART Grant
Federal SEOGS Grants
Other Federal Aid
State, Private and Institutional Aid
Late Disbursement of Federal Loans and Grants, Private, or State financial aid:
The Financial Assistance Office will determine, based on federal or state regulations or private source regulations, the amounts to be credited to the student's account prior to the return of Title IV calculation.
Examples of refund calculations are available in the Business Office.
Number of days attended / Total days in the semester = % of aid “earned”.
Any aid above and beyond this amount must be returned to its source. Additionally, if you receive a partial or full refund of tuition and fees, any State or Institutional grants must be reduced by the percentage of refund you received. Please call the office of Financial Assistance at (210) 829-6008 if you have any questions about the effect of a withdrawal on your financial aid.
Please remember that withdrawals affect your future status of Satisfactory Academic Progress. For more information about Satisfactory Academic Progress, please see http://www.uiw.edu/finaid/finaideligibility.html.
The amounts owed for a Title IV return will be refunded to their sources in the following order:
Federal Unsubsidized Stafford Loans
Federal Subsidized Stafford Loans
Federal Perkins Loans
Federal PLUS loan for Graduate Students
Federal Parent PLUS Loans
Federal PELL Grants
Federal Academic Competitiveness Grant
Federal National SMART Grant
Federal SEOG Grants
Other Title IV Assistance
State, Private and Institutional Aid
A student that withdraws and has received financial assistance must complete an exit counseling session. A student can fulfill this requirement by logging on to www.mapping-your-future.org or visiting the Office of Financial Assistance for a counseling interview. In addition, if students received an institutional loan such as Perkins, Ralston, Nursing, or Faculty Nursing and are not planning on attending the forthcoming semester or are planning to graduate, these students are required to complete an electronic exit interview. Please call the Business Office at (210) 829-6084 if you have any questions.
Late Disbursement of Federal Loans and Grants, Private or State Financial Aid:
The Office of Financial Assistance will determine the amounts to be credited to the student’s account prior to the refund calculation based on federal or state regulations or private source regulations.