Bursar/Student Accounts > Class Withdrawals/Refunds, Tuition and Fee Adjustments (Tuition and Fee Liability)

Class Withdrawals/Refunds, Tuition and Fee Adjustments (Tuition and Fee Liability)

Important Information and Dates for Spring 2014

All students are required to read, understand and abide by the University deadlines.

ALL UNDERGRADUATES:

The first day of Spring 2014 classes is January 27, 2014. A $50.00 late registration fee applies to all students who are not enrolled in at least one course before January 27, 2014. This includes students enrolling in Manhattan and West Campus classes.

The last day to WITHDRAW from Spring 2014 classes without any tuition liability is February 2, 2014. Students who wish to withdraw from the semester after the first day of classes must complete an official Undergraduate Withdrawal Request Form, which can be obtained from the Registrar's Office. The form includes instruction on how to complete and submit the form for processing. If you reduce your number of credits or completely withdraw from the university after February 2, 2014, you will be responsible to pay tuition and fees pertaining to the dropped credits according to the schedule below.

The last date to SWAP classes is February 7, 2014. A SWAP IS DEFINED AS ONE COURSE SWITCHED FOR ANOTHER OF EQUAL CREDITS IN THE SAME TRANSACTION. If you reduce the credits and do not add an equal number of credits after February 2, 2014, you will be responsible to pay tuition and fees pertaining to the credits dropped according to the schedule below.

If you reduce your number of credits or completely withdraw from the university after February 2, 2014, or swap courses after February 7, 2014, you will be responsible to pay tuition and fees according to the schedule below. Semester withdrawals that happen on or after February 2, 2014 will incur liability according to the calendar below.

Undergraduate withdrawals are processed through the Registrar’s Office. Graduate and HSC students should contact their individual schools to complete the necessary paperwork for a Semester Withdrawal. There is a $20 processing fee for approved academic petitions.

Students having approved petitions to "late add" or "retroactive add" are required to (i) pay in full all outstanding balances due to the University (including library and parking fines); and (ii) pay in full the tuition and fees for the course(s) being added. No petition will be processed where (i) and (ii) are not satisfied. Authority: 8 NYCRR §302 (Tuition and fees at State-operated units of State University).

[Back to top]

ALL GRADUATES (INCLUDING MBA, SPD & MANHATTAN GRADUATE STUDENTS):

The first day of Spring 2014 classes is January 27, 2014. A $50.00 late registration fee applies to all students who are not enrolled in at least one course before January 27, 2014. This includes students enrolling in SPD, EEP, Manhattan, and West Campus classes.

ALL GRADUATE STUDENTS WITH GRADUATE TUITION SCHOLARSHIPS funded by their department are expected to know what class year they are in (G1, G2, G3, G4, G5) in order to properly register for full-time status. G1 and G3 graduate students are required to register for 12 GRADUATE LEVEL credits for FULL-TIME status. G2 and G4 graduate students are required to register for 9 GRADUATE LEVEL credits for FULL-TIME status. G5 graduate students are required to register for 9 GRADUATE LEVEL credits for FULL-TIME status. It is the student's responsibility to properly register for his or her appropriate credit load.

G2 and G4 graduate students with departmental tuition scholarships who have registered for more than 9 credits and G5 graduate students with departmental tuition scholarships who have registered for more than 9 credits after February 2, 2014 will be held personally responsible to pay the additional tuition. These graduate students that drop down to their appropriate full-time credit load (as indicated in the above paragraph) after February 2, 2014 will be held financially liable for tuition liability and fees according to the tuition liability schedule below.

The last day to WITHDRAW from Spring 2014 classes without any tuition liability is Febrarury 2, 2014. SPD students can withdraw using the SOLAR System and are able to drop down to zero credits; Graduate students must contact the Graduate School to complete the necessary paperwork. If you reduce your number of credits or completely withdraw from the university after February 2, 2014, you will be responsible to pay tuition and fees pertaining to the dropped credits according to the schedule below.

The last date to SWAP classes without a petition is February 7, 2014. A SWAP IS DEFINED AS CLASSES SWITCHED FOR THE SAME NUMBER OF CREDITS IN THE SAME TRANSACTION OR PETITION. For SWAPs between February 7, 2014 and February 14, 2014, Graduate & SPD students must petition their respective schools. If you reduce the number of credits that you are taking after February 2, 2014, you will be responsible to pay tuition and fees pertaining to the credits dropped according to the schedule below.

If you reduce your number of credits or completely withdraw from the university after February 2, 2014, or swap courses after February 14, 2014, you will be responsible to pay tuition and fees according to the schedule below. Semester withdrawals that happen on or after February 2, 2014 will incur liability according to the calendar below.

Please contact your individual schools to complete the necessary paperwork for Semester Withdrawal. There is a $20 processing fee for approved academic petitions.

Students having approved petitions to "late add" or "retroactive add" are required to (i) pay in full all outstanding balances due to the University (including library and parking fines); and (ii) pay in full the tuition and fees for the course(s) being added. No petition will be [processed where (i) and (ii) are not satisfied. Authority: 8 NYCRR §302 (Tuition and fees at State-operated units of State University).

HSC PROFESSIONALS (Medical, Dental, Postdoctoral Dental Certificate, Physical Therapy):

Please contact your individual schools to complete the necessary paperwork for Semester Withdrawal. For session code dates, please refer to the Spring 2014 HSC Academic Calendar.There is a $20 processing fee for approved academic petitions.

[Back to top]

When is the Last Date to Withdraw From Classes Without Incurring Tuition and Fee Liability for the Spring 2014 Semester?

The last day to withdraw from Spring 2014 classes without any tuition liability is February 2, 2014 This means that if you reduce your number of credits or completely withdraw from the university after this date, you will be responsible to pay tuition and fees according to the schedule below.

Students who officially withdraw from the University or reduce the number of credits after February 2, 2014 are still responsible to pay tuition and fees according to the schedule below. The first day of classes as scheduled by the University shall be deemed to be the first day that classes are offered, as scheduled by the academic calendar.

Students who enroll for class(es) after the semester start date or start attending class(es) after the semester start date and then withdraw from class(es) are still responsible to pay tuition and fees in accordance with the Tuition and Fee Liability Schedule. The exception is for withdrawals from class(es) that are defined by the University Registrar's Office as late - start classes.

REMEMBER You, the student, are responsible for knowing that you are registered for classes, that classes you are registered for, paying your billing statements in a timely fashion, and understanding and following the correct procedures to withdraw from classes.

The Spring 2014 Tuition & Fee Liability Schedule is:

Liability Period Tuition Liability Tuition Refund Fees Liability
On or before 02/02/14 0% 100% 0%
02/03/14 to 02/09/14 30% 70% 100%
02/10/14 to 02/16/14 50% 50% 100%
02/17/14 to 02/23/14 70% 30% 100%
On or after 02/24/14 100% 0% 100%

During 0% liability, refunds will be processed and charges removed for tuition and all fees (except the college fee). After 0% liability, tuition will be prorated according to the schedule above, and all fees are due in full. After the start of classes, Campus Residences and Admission deposits will be forfeited. After 100% liability, a student is liable for tuition and all fees in full. Students who register for courses and who do not file the appropriate withdrawal or do not drop before the end of the fourth week of classes are liable for their full charges.

[Back to top]

Withdrawals & Cancellations

IF YOU DECIDE NOT TO ATTEND STONY BROOK UNIVERSITY, IT IS YOUR OBLIGATION TO PROPERLY WITHDRAW THROUGH THE APPROPRIATE OFFICE. NON ATTENDANCE OF CLASSES DOES NOT CLASSIFY AS AN OFFICIAL WITHDRAWAL, AND DOES NOT RELIEVE THE STUDENT OF HIS OR HER FINANCIAL OBLIGATION OR ENTITLE THE STUDENT TO A REFUND.

All students who are given permission to cancel his/her registration or who are withdrawing from classes shall be liable for payments of tuition and all fees in accordance with the liability schedule. The last day to WITHDRAW from Spring 2014 classes without any tuition liability is February 2, 2014.

Withdrawals

The process of withdrawing from the University is a formal procedure which the student has the responsibility to initiate. A "W" is recorded on the academic transcript. A student withdrawing shall be responsible for payment of tuition and fees in accordance with Tuition & Fee Refund Schedule. The date recorded by the Registrar´s Office will be used as the official withdrawal date for tuition adjustment purposes.

UNDERGRADUATE (NON-HSC) STUDENTS: All refunds or adjustments of charges are based on the date the withdrawal form is officially received by the Registrar's Office, not the date of the last class attended. If students are unable to cancel or withdraw in person, students can submit the signed and completed Undergraduate Withdrawal Request Form and Exit Interview Questionnaire to the Registrar's Office via fax to (631) 632-9491. Students are advised to retain a copy of the Undergraduate Withdrawal Request Form for the Student Accounts Office.

GRADUATE (NON-HSC) STUDENTS: SPD students can withdraw using the SOLAR System and are able to drop down to zero credits; Graduate students must contact the Graduate School to complete the necessary paperwork. If you reduce your number of credits or completely withdraw from the University after February 2, 2014, you will be responsible to pay tuition and fees pertaining to the dropped credits according to the schedule above.

A graduate student finding it necessary to withdraw from the University must submit a petition. Petitions are available in the program offices as well as in the Graduate School. This form must be approved by the appropriate offices indicated on the form and by the Graduate School. The effective date of withdrawal is the date upon which the completed withdrawal form is returned to the Office of Records/Registrar. Students may withdraw from the University up to the last day of classes; however, financial liability to the University still remains. Students are urged to discuss all withdrawals with their graduate program director and with their academic advisor before such an action is taken.

ALL HEALTH SCIENCE CENTER STUDENTS: Students must contact their HSC school to complete the necessary paperwork to withdraw from the university. Students requesting a review of tuition and fee liability must submit a separate written appeal to the Student Accounts Office with all appropriate documentation. All refunds or adjustments of charges are based on the date the withdrawal application is officially received by the HSC school, not the date of the last class attended. If students are unable to cancel or withdraw in person, written requests may be sent to the HSC-Office of Student Services, 2L-271, Stony Brook, NY 11794 or fax (631) 444-6035. The postmark of the letter or the date the fax is received will determine the amount of refund for which students are eligible.

Cancellations

No grade is recorded on the academic transcript. A student who is given permission to cancel his/her registration shall be responsible for payment of tuition all fees in accordance with the Tuition & Fee Refund Schedule.

Financial Appeals Concerning Tuition Liability

Approved Academic Petitions will not result in removal or adjustments of tuition and fee charges. Students requesting a review of tuition and fee liability must submit a separate written appeal to the Student Accounts Office with all appropriate documentation. To be eligible for financial review ONLY the following criteria will be accepted.

  • Full time attendance at another State University of New York campus (not community college)
  • Military service

A student can appeal the refund policy if they will not receive any academic credit for any classes enrolled for that term. The student must submit a written request with the detailed documentation requesting removal of tuition and fee charges within 30 days after the last day of classes for that term. Detailed documentation including copies of any approved academic petitions, must be submitted to the Student Accounts Office, 254 Administration Building, Stony Brook University, Stony Brook, NY 11794-1301. A campus designee will review the request and determine if an adjustment is due. No refunds will be considered for students who were registered or have completed more than one-half of the term.

Non-Attendance / Non-Payment / Dismissal

Non-attendance of classes will not cancel your registration, nor will it relieve you of your financial obligation, or entitle you to a refund. (In lieu of tuition liability, the University may assess an Administratively Cancelled Registration Fee for students who do not attend classes and fail to appropriately cancel their registration.)

A student who is dismissed for academic or disciplinary reasons prior to the end of an academic term shall be liable for tuition and fees due for the term according to the Tuition & Fee Refund Schedule.

A student who is deregistered by the University prior to the end of an academic term because of failure to comply to Public Health Law 2165 (proof of MMR immunizations) shall be liable for tuition and fees due for the term according to the Tuition & Fee Refund Schedule.

Financial Aid Implications

Federal regulations require the Office of Financial Aid and Scholarship Services to apply a formula established by the U.S. Department of Education to determine the amount of Federal financial aid a student has earned as of the date in which the students´ withdrawal is processed by Office of Records. The amount of Federal financial aid returned to federal aid programs is determined by the amount of time the student spent in academic attendance, but has no relationship to the institutional charges incurred by the student. After 60% of the semester has passed, the student has earned 100% of the Federal financial aid awarded to them.

Please consult with an advisor in the Office of Financial Aid and Scholarship Services before you officially change your enrollment status or withdraw from the University, as your financial aid may be impacted by any status changes.

Please see the Office of Financial Aid and Scholarship Services website for more information.

[Back to top]

Refunds of Tuition/Housing Deposits and Orientation Fee

Housing: When residence halls are occupied at 100% occupancy of the regular designed capacity, residents who check out properly will be billed a prorated portion of the check-out process. Pro-rations are calculated on a daily basis. When the residence halls are occupied at a level below 100% of the regular design capacity, residents who check out will be billed the full semester´s housing charge, with no pro-ration.

Residents with extenuating circumstances may petition for an adjustment of their housing charge by sending a written request to: Campus Residences Offices, Mendelsohn Quad, Stony Brook, New York 11794-4444. The deadline for this petition is the last day of the semester in appeal.

Residents who live on campus for the Spring semester but will not be returning for the Fall semester must properly check out by 8 PM on the last day of the Spring semester to avoid incurring housing charges for the Fall semester.

Meal Plan: Students who withdraw from the University will be billed a pro-rated portion of the meal plan up to, and including, the official withdrawal date. Pro-rations are calculated on a weekly basis.

Students who wish to cancel their meal plan because they have moved off-campus or to a cooking building/area in the Residence Halls for the Spring semester must notify the Meal Plan Office either in writing to: Faculty Student Association, 250 Stony Brook Union, Stony Brook, New York 11794-3209, or in person during office hours Monday through Friday, 9:00AM to 5:00PM.

Deposit Refunds / Refund of the Tuition Deposit

Tuition deposit refund requests must be made in writing to Student Accounts Office, 254 Administration, Stony Brook University, Stony Brook, New York 11794-1301, or faxed to (631) 632-1308 by the appropriate deadlines below.

Fall: Refund requests for deposits made for the Fall semester must be received by May 1 or 30 days after the offer of admissions, whichever is later. However, there are no refunds of the tuition deposit after the first day of classes.

Spring: Refund requests for deposits made for the Spring semester must be received by November 1 or 30 days after the offer of admissions, whichever is later. There are no refunds of the tuition deposit after the first day of classes.

Refund of the Housing Deposit

A housing deposit is required to reserve a housing assignment on campus. If a student no longer plans to reside on campus, he/she may request a partial refund of his/her housing deposit in accordance with the appropriate semester deadlines. If a student chooses to request a refund after making a room deposit, a cancellation fee of $100 per each request will be assessed.

There are no refunds of the housing deposit after the start of classes, regardless of whether or not the student is enrolled for the semester.

Fall: The last day to cancel housing and receive a partial refund of the housing deposit is August 15.

Spring: Applicants requesting a partial refund of the housing deposit made for the Spring semester must request the refund by January 15.

Applications for a partial refund of the housing deposit must be made in writing:

Fax the request to (631) 632-9211 or mail to:

Office of Campus Residences
Mendelsohn Quad
Stony Brook University
Stony Brook, NY 11794-4444

Refund of the Orientation Fee

Students who withdraw from the University prior to attending the first part of orientation may be eligible for a partial refund of the $300.00 Orientation Fee. There will be a $100.00 processing fee subtracted from the refund. Requests for refunds must be received no later than 5 business days before the first day of classes. Refunds will not be given after this deadline, whether or not students have attended orientation or enrolled at the University.

All requests for refunds must be made in writing. To request a refund of the Orientation Fee, contact the Undergraduate Admissions Office at enroll@stonybrook.edu to withdraw your acceptance of admission and request a partial refund of the Orientation Fee. The request will be forwarded to the Bursar’s Office for processing. Questions about Orientation Fee refund requests can be directed to the Orientation Office at (631) 632-6710.

[Back to top]

How do I request a refund based on an overpayment or charge adjustment?

Students may have credit balances on their accounts as a result of a tuition, fee, room, apartment, meal plan or bookstore adjustment, or as a result of an overpayment of the amount due. Based on State University of New York Policy 057.1, no money shall be refunded unless a formal written request is made within one year after the last day of the term for which the tuition and fees were incurred at the University. The student must submit in writing and send to:

Student Accounts Office
254 Administration Building
Stony Brook University
Stony Brook, NY 11794-1301

Refunds requests can also be faxed to (631) 632-1308. Refunds will not be made if student owes in any different semester. Approved refunds will be made in the same manner of payment received. Credit balances for $5.00 or less will not be refunded.

As a Stony Brook student, you are eligible to receive refunds by direct deposit to your checking account. Enrollment is done via the SOLAR system. To enroll, log into SOLAR > Campus Financial Services > Account Information/Payment > Direct Deposit > Add Account > Complete the Panel > Save. At any point during the term you may edit or delete this direct deposit refund option. Refund checks are printed bi-weekly. Refunds through direct deposit are processed daily.

University Statement of Student Responsibility

Students themselves whether new, visiting, returning or continuing are responsible for reviewing, understanding, and abiding by the University´s regulations, procedures, requirements, and deadlines as describes in all official publications. These include the Undergraduate Bulletin (and supplement), Summer Session Catalog, SPD Bulletin, Graduate Bulletin, Student Handbook, and Class Schedules.

Stony Brook University is an affirmative action/equal opportunity educator and employer.