FAIRMONT STATE COLLEGE POLICIES & PROCEDURES















NO. 37





POLICY REGARDING PAYMENT OF FEES





Revised December 1999







PURPOSE: To comply with (1) West Virginia code which makes it illegal for any employee of the state to extend credit to any individual or firm, and (2) Board of Directors Series No. 22 which outlines the parameters for the collection of student tuition and fees.



An individual is not and may not be considered or afforded the rights and privileges of a student until all fees are paid in full.



REGULAR CLASSES (ON AND OFF CAMPUS): At the beginning of the semester, a day shall be established at which time fees shall be due. In addition to Registration Day, an additional three-day period, exclusive of weekends and holidays, shall be established during which all individuals desiring student status must pay fees plus a late registration fee. This late fee will be set by the college administration.



During this registration period, the President, Registrar, or the Vice President for Finance and Administration may authorize waiving the late fee for cause by signing a designated form. This waiver along with the paid receipt shall become part of the permanent file.



After the registration period, neither the Business Office nor any employee of the college shall accept payment of fees from any individual without explicit written consent of the college's President, Registrar, or the Vice President for Finance and Administration. There will be no exceptions.



SPECIAL CLASSES (i.e. EVENING, SATURDAY, EXTENSION AND OTHER SPECIAL CLASSES): The first two class sessions shall be considered the regular registration period during which fees are due. In addition, fees plus the late fee may be paid during the third and fourth class sessions. During the third and fourth class sessions, the President, Registrar, or the Vice President for Finance and Administration may authorize waiving the late fee for cause by signing the designated form. After the fourth class session, representatives of the college shall be prohibited from accepting any payment of fees without the written consent of the College President, Registrar or the Vice President for Finance and Administration. There will be no exceptions.



ROOM AND BOARD: Residence Hall rent and board fees must be paid during the registration period. Each individual is required to present a meal ticket or pay before eating at the Dining Hall. Residence Hall students have the option of a 20 or 15-meal board plan. There will be no exceptions.

NOTIFICATION OF NON-STUDENT STATUS: At least weekly during the registration period, the Business Office shall provide the Provost and Vice President for Academic Affairs and the Registrar a print-out of all unpaid registrants and will keep the Vice President for Enrollment Management and Student Affairs and/or his/her designee apprised of those individuals who have not paid the residence hall fees due. The Director of Auxiliary Services shall be notified daily of residence hall students who need to purchase a meal ticket but have not done so.



During the registration period, the Business Office will make a good faith effort to apprise in writing and/or verbally those individuals who need to pay fees but have not yet done so. A record of all such efforts shall be compiled and retained for as long as necessary.



At the close of the registration period, the Vice President for Finance and Administration shall recommend in writing to the Registrar and the Vice President for Enrollment Management and Student Affairs that persons who have not paid fees--which is the ultimate requirement for acquiring student status--be prohibited from attending classes and from participating in any student campus activities not open to the general public. Under existing state laws there is no other legal alternative.