UNIVERSITY OF PITTSBURGH PROCEDURE 09-05-08



CATEGORY:         STUDENT AFFAIRS

SECTION:          Tuition and Fees

SUBJECT:          Termination of Registration

EFFECTIVE DATE:   March 9, 2000 Revised

PAGE(S):          3



I.   PURPOSE



     To define the steps for terminating a registration by the

     resignation process through the Student Appeals Office, after the

     end of the Add/Drop period for the term or session.



II.  SCOPE



     This procedure includes:



     -    Responsibility for initiation of the resignation.



     -    Determination of financial adjustments for tuition, housing, and

          food service.



III. ADMINISTRATIVE RESPONSIBILITIES



     Student Appeals, or Student Accounts for Regional Campus

     students, processes all official resignations. Student Accounting

     and Billing coordinates any required financial adjustments to the

     student's account, including Housing and Financial Aid

     reductions.



IV.  DEFINITIONS



     Termination of Registration



     Notification of the student's intent to drop or resign from all

     courses registered for in the term or session. See Policy 09-04-

     10, Registration and Add/Drop.



     Resignation



     Notification to Student Appeals, or Student Accounts at a

     Regional Campus of a student's intent to resign after the end of

     Add/Drop period for the term and before sixty percent of the term

     has elapsed.



     Official Date of Resignation



     The effective date of resignation, determined by one of the

     following actions, whichever is earliest:



     -    The date the student notifies Student Appeals or Student Accounts

          in person, by telephone, or by voice mail, of his/her intent to resign

          under this procedure;



     -    The date of the postmark of the letter of intent to resign; or



     -    The date of receipt by Student Appeals or Student Accounts if no

          postmark exists.



     Term/Session Withdrawal



     Withdrawal from all classes for which the student is registered

     in the term or session, after the deadline for processing an

     official resignation for the term or session, processed through

     the Dean's Office.  There is no financial adjustment associated

     with this procedure.  See Policy 09-01-07, Course Withdrawal.



     Unofficial Resignation



     The student does not attend the classes for which he/she is

     registered, and fails to notify Student Accounts of his/her

     intent to resign, or the Dean of his/her intent to withdraw

     within the time periods specified.  The student is liable for all

     tuition and fees assessed for the term or session.



V.   PROCEDURE



     A.   Official Resignation Process



          Student                  1.   Initiate the official

                                        resignation process in

                                        accordance with the following:



                                        a.   Notification to Student

                                             Appeals, or Student

                                             Accounts for Regional

                                             students, by one of the

                                             following methods:



                                             -    In person

                                             -    Telephone

                                             -    Mail

                                             -    Tape or voice mail



                                        b.   The notification must be

                                             in accordance with the

                                             time period for official

                                             resignation as defined in

                                             Policy 09-05-08,

                                             Termination of

                                             Registration.



                                        NOTE:  Notification to any

                                        other office of the University

                                        during this time period is not

                                        considered an official

                                        resignation.  After the

                                        expiration of these dates

                                        students must process a Course

                                        Withdrawal through the Dean's

                                        Office of their academic

                                        center.



                                        c.   The following offices

                                             must also be notified,

                                             when applicable:



                                             -    University

                                                  Collections

                                             -    University Housing

                                             -    Veteran's Affairs

                                             -    ROTC

                                             -    Student Health

                                                  Services

                                             -    Dean

                                             -    Outside agencies

                                                  that granted loans

                                             -    External Studies

                                                  (UESP)

                                             -    University Libraries

                                             -    University Food

                                                  Service



          Student Appeals/

          Accounts                 2.   Before the end

                                        of the Add/Drop period for the

                                        term or session, refer

                                        requests for resignation to

                                        the Registrar's Office for

                                        termination of registration.



                                   3.   For resignations that are

                                        initiated after the end of the

                                        Add/Drop period for the term

                                        or session but before 60

                                        percent of the term or session

                                        has elapsed, use the ISIS

                                        Resignation Screen to

                                        determine the percentage

                                        adjustment and inform the

                                        student.  If the student is

                                        present, have the student sign

                                        and date the screen print.



                                   4.   Retain the original screen

                                        print and provide a photocopy

                                        to the student.



                                   5.   Refer students with housing

                                        and/or food service charges to

                                        the appropriate office for

                                        completion of nonacademic

                                        adjustments (where

                                        appropriate) used in the Title

                                        IV refund process.  (See

                                        Exhibit A - Calculation of

                                        Title IV Refunds.)



          University Housing

          and/or Food

          Service Offices          6.   Process adjustments

                                        to housing and/or food service

                                        charges when required.  See

                                        Policy 09-05-08, Termination

                                        of Registration.



          Student Accounts         7.   Prepare Title IV

                                        worksheet to determine the

                                        amount of aid to which the

                                        student is entitled, based on

                                        adjusted tuition and housing

                                        charges and the formula

                                        provided by the Federal

                                        Regulations.



                                   8.   Make the adjustments to the

                                        Title IV financial aid applied

                                        to the student's account via

                                        the AR Screen.



                                   9.   Forward a copy of the Title IV

                                        worksheet to the Office of

                                        Admissions and Financial Aid.



          Office of

          Financial Aid            10.  Review the Title IV

                                        worksheets and adjust the

                                        financial aid awards in

                                        accordance with individual

                                        financial aid guidelines.



VI.  REFERENCES



     Policy 09-05-08, Termination of Registration



     Policy 09-01-07, Course Withdrawal



     Policy 09-04-10, Registration and Add/Drop



VII. EXHIBITS



     Exhibit A - Calculation of Title IV Refunds