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Appendix C
Institutional Rules on Student Services and Activities

There are in this printing of the Institutional Rules on Student Services and Activities (known as the Institutional Rules) a number of footnotes that cite portions of the Rules and Regulations of the Board of Regents of The University of Texas System (known as the Regents’ Rules and Regulations). These footnotes are included because (1) all of the Regents’ Rules and Regulations have full force and effect as concerns the University of Texas at Austin; (2) certain aspects of student services and activities are treated only in the Regents’ Rules and Regulations; and (3) certain portions of the Institutional Rules have since their enactment been superseded or amended by the Regents’ Rules and Regulations.

The Regents’ Rules and Regulations are published online by the board.

Chapter 1. Student Orientation

Subchapter 1-100. General Provisions

Sec. 1-101. Purpose and Application

(a) Student orientation programs are designed to initiate the integration of newly admitted first-year and transfer undergraduate students into the intellectual, cultural, and social climate of the University.

(b) The primary purpose of a University orientation program is to help new undergraduates understand the nature of the University, the educational opportunities available to them, the values and functions of the University community, and the central objective of the University as an academic enterprise. It also permits students to participate in the testing program; to participate in academic advising; and to learn about matters relating to student registration, housing, campus activities, and other aspects of University life.

Sec. 1-102. Definitions

In this chapter, unless the context requires a different meaning,

(1) “coordinator” means coordinator of orientation;

(2) “dean of students” means the dean of students or the dean’s delegate or representative;

(3) “student” means a person enrolled in residence at the University or a person accepted for admission or readmission to the University while that person is on the campus; and

(4) “University” means the University of Texas at Austin.

Subchapter 1-200. Administration of Orientation

Sec. 1-201. Duties of Coordinator

The coordinator will plan and direct all University orientation programs. In carrying out his or her responsibilities, the coordinator is administratively responsible to and will report periodically to the dean of students.

Subchapter 1-300. Student Conduct

Sec. 1-301. Rules and Regulations Applicable to Student Conduct

Prospective students attending an orientation program are subject to the rules and regulations governing student discipline and conduct set out in chapter 11 of the Institutional Rules.

Chapter 2. The Office of Admissions and the Office of the Registrar

Subchapter 2-100. General Provisions

Sec. 2-101. Definitions

In this chapter, unless the context requires a different meaning,

(1) “student” means a person enrolled in residence at the University or a person accepted for admission or readmission to the University while that person is on the campus; and

(2) “University” means the University of Texas at Austin.

Subchapter 2-200. The Office of Admissions

Sec. 2-201. The Director of Admissions

The director of admissions is the administrative officer responsible for supervising the Office of Admissions and reports to the provost.

Sec. 2-202. The Office of the Director of Admissions: Duties

(a) Serve as the coordinating office for University relations with high schools, junior and community colleges, and other educational institutions. A responsibility of this office is to disseminate information to prospective students about the University and about the admission process.

(b) Be responsible for the University’s program of visitation to high schools and junior and community colleges. Develop outreach programs through which the University communicates with its constituents concerning the educational opportunities at the University.

(c) Receive and evaluate the admission credentials of each undergraduate applicant and determine the admission eligibility for these students and inform them of their admission status.

(d) Receive graduate student applications and credentials and coordinate them with the vice provost and dean of graduate studies and graduate departments to determine student admission eligibility; correspond with graduate students regarding their admission status.

(e) Receive and examine credentials of former students who have not been in residence during a long-session semester to ascertain their eligibility for reentry.

(f) Evaluate, in conjunction with the academic departments, the courses from other colleges, universities, and junior colleges to determine their transferability to the University.

(g) Determine students’ legal residence for admission and tuition purposes.[1]

(h) Be responsible for maintaining and coordinating admissions programs with the various academic areas.

Subchapter 2-300. Admissions

Sec. 2-301. Requirements, Procedures, and Policies

The requirements, procedures, and policies for admission and transfer to the University and for reentry after a semester’s absence are set out in General Information and in the undergraduate, graduate, and law school catalogs.

Sec. 2-302. Review and Appeal

(a) On request of a student, the Admission Appeals Committee will review an adverse decision of the Office of Admissions pertaining to admission or transfer.

(b) A student may appeal an adverse decision of the Admission Appeals Committee to the director of admissions.

(c) A student may appeal an adverse decision of the director of admissions to the provost.

Subchapter 2-400. Rules Applicable to Nonresidents

Sec. 2-401. Where Found

General Information prescribes rules applicable to nonresidents in chapter 2, Admission.

Sec. 2-402. Appeal

A student or applicant may appeal an adverse decision of the Office of Admissions pertaining to residence status through the Office of General Counsel of The University of Texas System to the Office of the Chancellor by following the established procedure administered through the Office of Admissions.

Subchapter 2-500. The Admissions and Registration Committee

Sec. 2-501. Membership

(a) The Admissions and Registration Committee has fourteen members. The members are

(1) six members from the General Faculty, appointed by the president for two-year terms;

(2) two staff members appointed by the president for staggered two-year terms;

(3) three students appointed by the president from a panel of names submitted by Student Government for one-year terms;

(4) one student appointed by the president from a panel of names submitted by the Graduate Student Assembly for a one-year term; and

(5) two members from the Faculty Council, appointed by the chair of the Faculty Council for one-year terms.

(b) The director of admissions and the registrar serve the committee as administrative advisers without vote.

Subchapter 2-600. The Office of the Registrar

Sec. 2-601. The Registrar

The registrar is the administrative officer responsible for supervising the Office of the Registrar and reports to the vice president for student affairs.

Sec. 2-602. The Office of the Registrar: Duties

The Office of the Registrar will

(1) maintain the official catalog of courses;

(2) maintain, by department and subject, records and reports about the class sizes;

(3) assist departments in scheduling classes in a manner that results in optimum space utilization;

(4) supervise and administer registration procedures;

(5) prepare official publications, including bulletins, catalogs, and course schedules;

(6) prepare statistical studies and reports of enrollment;

(7) schedule final examinations, except in the School of Law;

(8) collect, record, and distribute grades;

(9) maintain official academic records and issue transcripts;

(10) prepare and issue official certifications regarding attendance, enrollment, and status; and

(11) prepare and issue diplomas.

Subchapter 2-700. Jurisdiction and Transfer

Sec. 2-701. Jurisdiction

(a) Each student by registering enters a college or school of the University and is subject to the rules and regulations of that college or school. A student pursuing simultaneous majors in two colleges or schools is subject to the rules and regulations of both.

(b) Each student who takes a course in a college or school other than the college(s) or school(s) in which he or she is registered is subject to the requirements and rules applicable to that course in the college or school in which the course is taught.

Sec. 2-702. Transfer to Another Division

(a) Students who have completed forty-five or fewer semester hours of college credit and are not on scholastic dismissal are eligible to transfer between colleges and schools within the University regardless of their grade point average, provided they satisfy all conditions and procedures that apply to students who enter the new college or school and any program thereof when first admitted to the University. Students who have completed more than forty-five semester hours of credit must present a 2.00 University grade point average to qualify for transfer between colleges and schools within the University. Transfer students from other institutions are eligible to transfer between colleges and schools within the University upon completion of their first long-session semester or summer session at the University of Texas at Austin regardless of the number of semester hours accumulated, provided they satisfy all conditions and procedures that apply to students who enter the new college or school and any program thereof when first admitted to the University.

(b) Students must complete transfer procedures by the end of the eighth class day of the semester (or the fourth class day of the summer session).

(c) Graduate students not previously admitted to the University as undergraduates may transfer from the Graduate School to an undergraduate college or school only if they (1) meet the general conditions for transfer, (2) satisfy any pertinent admission requirements for that undergraduate college or school, and (3) have the additional approval of the director of admissions.

Subchapter 2-800. The Official Transcript of Academic Record

Sec. 2-801. Nature of Transcript

(a) The provisions of chapter 9 of the Institutional Rules describe the official transcript of academic record.

(b) A student may obtain from the Office of the Registrar a copy of his or her transcript of academic record by paying a fee prescribed by the registrar. The transcript includes the recorded results of the student’s classwork at the University.

Subchapter 2-900. Reports of Academic Work

Sec. 2-901. Semester Reports from Registrar

At the end of each semester and at the end of the summer session, the registrar will provide a report of each student’s academic achievement to the student through a secure Web site and, upon request of the student prior to the end of the semester or summer session, through mail to the student at his or her local or permanent address.

Chapter 3. Student Financial Services

Subchapter 3-100. General Provisions

Sec. 3-101. Purpose

(a) As a state institution of higher education, the University endeavors to provide higher education for all eligible persons and to assist in the pursuit of their studies those who do not have sufficient financial resources.

(b) The Office of Student Financial Services is responsible for administering certain funds for financial aid to students; for keeping abreast of programs relating to financial aid to higher education and to employment opportunities for students; for disseminating information relating to available financial aid programs and the cost of attending the University to enrolled students and prospective students; and for assisting students who have been accepted for enrollment at the University or who are enrolled at the University in obtaining loans, grants, scholarships, and employment to supplement payment of their educational expenses.

Sec. 3-102. Definitions

In this chapter, unless the context requires a different meaning,

(1)“director” means the director of student financial services or the director’s delegate; and

(2) “University” means the University of Texas at Austin.

Subchapter 3-200. The Director of Student Financial Services

Sec. 3-201. Administration of Financial Aid

(a) The director will administer institutional, state, and federal programs for scholarships, loans, grants, and other specified financial aid in accordance with the legal provisions and limitations, if any, of particular funds, or in accordance with policies recommended by the Committee on Financial Aid to Students.

(b) The director is in charge of the Office of Student Financial Services and is administratively responsible to and will report regularly to the vice president for student affairs.

Sec. 3-202. Duties of Staff

Staff members will conduct interviews with and process applications for students who need assistance in financing their educational expenses.

Subchapter 3-300. The Committee on Financial Aid to Students

Sec. 3-301. Membership

(a) The Committee on Financial Aid to Students has fourteen members and at least three administrative advisers. The members are

(1) five members from the General Faculty, representing five colleges or schools of the University, appointed by the president for two-year staggered terms;

(2) two staff members appointed by the president for staggered two-year terms;

(3) five students (four undergraduate and one graduate), including at least two who are receiving or have received financial aid from the Office of Student Financial Services; four of the students are appointed by the president from a panel submitted by Student Government; the fifth student is appointed by the president from a panel submitted by the chair of the Graduate Student Assembly; student members will be appointed for two-year staggered terms; and

(4) two members from the Faculty Council, appointed by the chair of the Faculty Council for one-year terms.

(b) The director, a representative of the dean of students, and a representative of the Office of Graduate Studies serve as administrative advisers without vote. The president may appoint additional nonvoting administrative advisers from the general administration areas of the University.

(c) A Subcommittee for Appeals is designated from the full committee. The subcommittee is composed of the five members from the General Faculty as voting members and the administrative advisers without vote.

Sec. 3-302. Duties of Committee

(a) The full committee initiates and reviews policies and procedures for the Office of Student Financial Services.

(b) The Subcommittee for Appeals hears appeals from decisions regarding awards or policies of the Office of Student Financial Services and makes recommendations to the vice president for student affairs.

Subchapter 3-400. Denial of Loans and Revocation of Scholarships

Sec. 3-401. Procedure for Denial or Revocation

(a) If a recipient of or an applicant for a loan, grant, scholarship, or Federal College Work-Study job administered by the Office of Student Financial Services is not entitled to financial aid under subsection 3-401(b), the recipient or applicant will be notified in writing of the denial or revocation of aid and of the reason(s) therefor.

(b) Reasons for the denial or revocation of financial aid include, but are not limited to, the following:

(1) failure to maintain a satisfactory academic record; or

(2) failure to enroll for or to maintain the minimum academic course load requirement; or

(3) failure to show continuing need because of a change in financial status; or

(4) failure to meet requirements established by the financial aid agreement and the Committee on Financial Aid to Students; or

(5) failure to provide required financial documents; or

(6) background indication that the applicant might constitute an unnecessary credit risk in the matter of loans; or

(7) evidence of fraud, or intent to defraud.

Sec. 3-402. Appeal

A person whose aid has been denied or revoked under subsection 3-401(b) may appeal the decision to the Committee on Financial Aid to Students. Decisions of the committee may be reviewed by the vice president for student affairs.

Subchapter 3-500. Disciplinary Offenses

Sec. 3-501. Procedures for Initiating Disciplinary Action

When there is evidence of fraud, or intent to defraud, or indications of other disciplinary offenses in regard to a student application for or receipt of aid, the Office of Student Financial Services will refer the student to the dean of students for disciplinary action.

Sec. 3-502. Disciplinary Review

Disciplinary review for student aid disciplinary offenses will be handled by the Office of the Dean of Students and governed by subchapter 11-200 of the Institutional Rules, “Administration of Discipline.”

Chapter 4. University Health Services

Subchapter 4-100. General Provisions

Sec. 4-101. Purpose

University Health Services exists primarily to assist the student to avoid or minimize any interruption in his or her academic program for medical reasons. Toward that end, University Health Services provides (1) a broad range of professional medical services for the prompt diagnosis and treatment of illnesses and injuries; (2) a variety of disease prevention and health promotion programs; (3) immunizations for vaccine-preventable diseases; and (4) other public health services such as responding to certain infectious diseases on campus.

For a detailed discussion of benefits and services offered, see the University Health Services brochure or Web site.

Sec. 4-102. Definitions

In this chapter, unless the context requires a different meaning,

(1)“director” means the director of University Health Services;

(2) “president” means the president of the University of Texas at Austin;

(3) “student” means a person enrolled at the University;

(4) “University” means the University of Texas at Austin; and

(5) “vice president” means the vice president for student affairs, or a delegate or representative of the vice president.

Subchapter 4-200. The Director and Associate Director for Clinical Services

Sec. 4-201. The Director

(a) The director is responsible for the overall operation of University Health Services and reports to the vice president for student affairs.

(b) The director is responsible for establishing the organizational structure and specifying functional relationships among organizational components, providing for the orderly development and management of the unit, supporting a policy on patients’ rights and responsibilities, maintaining a program that evaluates the quality of care provided, and appropriately addressing identified problems.

Sec. 4-202. The Associate Director for Clinical Services

The associate director for clinical services is responsible for all medical activities of University Health Services.

Subchapter 4-300. Medical Clearance Requirements for New and Returning Students, Fees, Payment for Services, Eligibility for University Health Services

Sec. 4-301. Medical Clearance Requirements

(a) There are no medical requirements for students who are citizens or permanent residents of the United States. There are medical clearance requirements for international students. International students must provide proof of the following, certified by a physician or nurse, before they will be allowed to register for classes:

(1)All international students born after January 1, 1957:

(A) documentation of two doses of Measles/Mumps/Rubella (MMR) vaccine given after 1968 with the first dose administered on or after the first birthday and the second dose administered at least thirty days after the first dose, or

(B) documentation of measles and mumps immunity (by either physician diagnosed history of the disease or protective antibody titer) and documentation of rubella (by protective antibody titer only; physician diagnosed history of rubella is not accepted).

(2)All international students: A PPD skin test for tuberculosis administered and interpreted in the United States within the time frame noted on the current TB and Vaccination History for International Students form described in subsection 4-301(b).

(b) International students must complete and return a TB and Vaccination History for International Students form to University Health Services prior to registration. The form is available at the University Health Services Web site. If a student’s health care provider cannot complete and sign the form, other types of official documentation of the medical clearance requirements can be submitted.

(c) Exclusion from the requirements in subsection 4-301(a) may be allowed on the basis of medical contraindications or religious conflict. Any student requesting a waiver of the requirements must provide either

(1) an affidavit signed by a physician duly licensed under the Medical Practice Act, stating that in his or her opinion as a physician the required immunization(s) could be injurious to the student’s health, or

(2) an affidavit signed by the student, or the student’s parent or guardian if a minor, stating that the immunizations conflict with the tenets and practice of a recognized church or religious denomination of which the student is an adherent or member. During emergencies or epidemics declared by the commissioner of health of the State of Texas, exemption on the basis of religious conflict may be denied.

Sec. 4-302. Fees

University Health Services is funded entirely by tuition paid by students and by charges for certain supplies and services. University Health Services charges for most services provided, except for the many educational programs offered by the Health Promotion Resource Center. These charges are generally lower than the cost of comparable services in the community. Students who miss a clinical appointment without canceling at least two hours in advance and those who miss an appointment with a registered dietician without canceling at least twenty-four hours in advance will incur a no-show charge. General information about charges can be found online.

Sec. 4-303. Payment for Services

Any student who incurs a charge for services rendered by University Health Services must satisfy such indebtedness expeditiously. Every possible assistance will be rendered to the student in making arrangements for satisfaction of incurred charges. If payment is not received and/or arrangements are not made within a specified period of time, the processing of the student’s transcript, diploma, and/or continued registration will be denied until outstanding charges have been paid in full. University Health Services files insurance claims with the Student Health Insurance Plan (described in chapter 3 of the catalog) and UT Select, the faculty and staff insurance provider. Students with other insurance coverage may request the documentation needed to file a claim directly with the carrier; as a courtesy and at the request of the student, University Health Services will file claims with other insurance carriers. It is the decision of the student’s insurance carrier alone whether to reimburse the student for charges incurred at University Health Services. Students are responsible for any and all charges not reimbursed to University Health Services following a courtesy insurance claim filing. The University Health Services Pharmacy accepts most major prescription drug insurance plans.

Sec. 4-304. Eligibility for University Health Services

(a) An individual may use University Health Services if

(1) the person is regularly enrolled at the University;

(2) the person is participating in University-sponsored short-term activities such as seminars, institutes, and workshops, provided the sponsoring agency has entered into an agreement with University Health Services by properly completing the Request to Use the University Health Services form; fees are based on rates charged to nonstudents;

(3) the person is not enrolled but was registered during the semester immediately preceding the time when services are requested, and the person pays a special fee; eligibility extends for only one semester after the last semester the person was enrolled;

(4) the person is enrolled in and has paid a medical services fee to another university that has a contractual agreement with the University;

(5) the person is a University faculty or staff member who is participating in a public health or immunization program; faculty and staff members are not eligible for regular services, with the exception of travel visits and travel-related immunizations, certain campus outreach and educational programs, and services arranged by a University department.

(b) Registered students become eligible to use University Health Services during the week of the first day of class each semester. Specific eligibility dates are given in the academic calendar published in General Information and online.

Subchapter 4-400. General Administrative Policies

The parent or guardian of an unemancipated minor student must give appropriate consent for treatment before care can be provided at University Health Services, except in cases where immediate medical care is required to stabilize a patient for transfer to an emergency facility.

Sec. 4-402. Medical Withdrawal from the University

Withdrawal from the University for medical reasons may (a) be initiated at the request of a student or (b) be mandatory when the medical condition of the student has been determined to constitute a direct threat to the health and safety of the student or to individuals who come in contact with the student.

Sec. 4-403. Reduced Course Load

Course load reductions are always the prerogative of the academic dean; where medical reasons are given, the role of the associate director for clinical services or the associate director’s designate is advisory only.

Sec. 4-404. Responsibility of University Health Services

Any intentional action on the part of the student that is against the advice of a University Health Services health care provider abrogates all responsibility on the part of University Health Services.

Sec. 4-405. Requests to Administer Medications

Requests to administer medications ordered by a private physician must be within the scope of services offered at University Health Services, must be approved by the associate director for clinical services, and will be granted only if the student presents a written order from the prescribing physician that contains the following:

(1) the type of medication,

(2) the dosage schedule,

(3) any cautions and contraindications, and

(4) description of the method of administration.

Sec. 4-406. Urgent Care Services

(a) In case of a medical emergency where life or limb is threatened, 911 should be called. University Health Services is not equipped to manage medical emergencies.

(b) Urgent care is available to a student who sustains an acute injury or suffers an illness requiring prompt medical attention from 8:00 AM until 5:30 PM Monday through Friday and from 11:00 AM until 3:00 PM Saturday and Sunday during the long session. Operating hours vary during the summer, between semesters, and on University holidays. Hours are posted at the University Health Services Web site.

(c) There is a charge for urgent care services after 5:30 PM on weekdays and at any time on weekends and official University holidays.

Sec. 4-407. Treatment at Other Facilities

(a) University Health Services assumes no financial responsibility for a student’s care at another medical facility.

(b) A student who goes to or is taken to another medical facility for emergency or other treatment, regardless of geographical location or other circumstantial factors, is responsible for all resulting costs.

Sec. 4-408. Personal Property

(a) University Health Services is not responsible for a student’s personal belongings; the student is responsible for arranging for the safekeeping of these articles.

(b) In instances wherein custody of a patient’s property by University Health Services is necessary, or wherein a patient leaves personal possessions in waiting rooms or clinics, University Health Services will exercise all prudent means of securing and returning such property to the owner, but cannot be held responsible for losses through theft.

Sec. 4-409. Medical Records

All original medical records and other documents of treatment, whether from University Health Services or another facility or provider, are the property of University Health Services. Medical information will be reported as required by state law. Additional information from patient records will be released only with informed written consent.

Chapter 5. University-Owned Residences

Subchapter 5-100. General Provisions

Sec. 5-101. Purpose

University-owned residences are provided and operated with the welfare of students as the primary goal. The University provides a variety of living accommodations for students and endeavors to maintain a high quality of life within residences through the development of counseling, educational, and social programs in the residence units.

Sec. 5-102. Application

Student residents and their guests are subject to the applicable provisions of this chapter and to the provisions set forth in section 11-801, section 11-803 , and section 11-804 of the Institutional Rules.

Sec. 5-103. Definitions

In this chapter, unless the context requires a different meaning,

(1)“immediate family” means a student’s spouse and/or children only;

(2) “residence” means a University-owned family housing unit, a University-owned residence hall or cooperative, or any other subsidiary facility;

(3) “student” means a person who has applied for or entered into a residence contract with the University or who occupies a room or dwelling in a residence; and

(4) “University” means the University of Texas at Austin.

Sec. 5-104. Eligibility

(a) To be eligible for residence in University residence halls or University Apartments, undergraduate students must be enrolled for at least twelve semester hours during each long-session semester; graduate and law students must be enrolled for at least nine semester hours or six dissertation hours each long-session semester. Exceptions for undergraduate students must be approved by the dean of the student’s college or school and the director of housing. The graduate dean and the director of housing must approve exceptions for graduate students. The director of housing will review the contract status of residents who drop below the minimum hours requirement to determine the necessity of contract cancellation.

(b) To be eligible for residence in University Apartments, contract holders must be registered University students and must be married and living with their spouse, single parents who are heads of households and living with their children, single graduate students, or single undergraduates who have completed at least thirty semester hours of coursework. Other extended family members may be allowed to reside with the student if the extended family member(s) are present to assist with child care responsibilities or if the extended family member(s) are legally/financially dependent on the student or the student’s spouse. Students must furnish proof of eligibility under these terms. Roommate options are available for single residents. Roommates must also meet these eligibility requirements.

(c) Should residents violate any of the conditions of the contract, the director of housing may, in the future, refuse to contract any premises to those residents.

Subchapter 5-200. Administration of Housing

Sec. 5-201. Responsibilities of Supervisory Officials

The executive director of housing is responsible to the vice president for student affairs for discipline, counseling, and the quality of life in residences, and the fiscal and physical management of residences.

Sec. 5-202. Rule Making in Residences

(a) The occupants of each student residence may make reasonable rules governing life in that residence.

(b) Residence rules may not conflict with University regulations, the Regents’ Rules and Regulations, or state or federal law and will take effect when they are approved by the director of housing with the approval of the vice president for student affairs. Such rules will be publicized to all residents immediately upon taking effect.

Subchapter 5-300. Residence Hall Contracts

Sec. 5-301. Terms of Contract

(a) Charges for housing and meals begin and end on the official dates of the contract period.

(b) The effective dates and terms and conditions of the contract are provided with each contract.

(c) Students who are under contract may not terminate the contract except as provided in the contract and in subchapter 5-400.

(d) Expenses incurred in collecting the total amounts due under a contract, including collection fees up to a maximum of 33 1/3 percent of the amount due, attorney’s fees, and other costs, including court costs, will be the responsibility of the obligor.

Sec. 5-302. Enforcement of Contracts

(a) The executive director of housing, or the executive director’s delegate, enforces residence contracts.

(b) The vice president for student affairs is the final level of appeal in contract disputes.

Sec. 5-303. Student Responsibility

(a) Each student will meet obligations for housing and meals and will observe all conditions of the contract. The student has the option to pay for housing and meals

(1) in full;

(2) in half payments due once each semester;

(3) in six payments due three times each semester; or

(4) for spring only, in three payments.

(b) Students who do not comply with the terms of the housing and meals contract may be subject to University disciplinary action as provided in chapter 11 of the Institutional Rules.

Subchapter 5-400. Termination of Contracts

Sec. 5-401. Graduation

Except as provided under section 5-405, students who leave the University at the end of the fall semester because of graduation will not be liable for room rent or meals charges beyond the end of the semester, provided notification of graduation is filed by the official cancellation date for the spring semester. Students will be billed for any damages to the premises and any other applicable charges. Students who cancel after the official cancellation date will be charged $300 in liquidated damages. Cancellations received after the residence halls open for the spring will be handled as withdrawals during the spring semester. Students who are released from a contract because of graduation will again become liable for the contract if they fail to graduate from the University during the original contract period.

Sec. 5-402. Voluntary Withdrawal from the University

Except as provided under section 5-405,

(1) Students who voluntarily withdraw from the University during a contract period are normally required to pay liquidated damages of $300 in addition to standard room and meals charges through the date of checkout. Students who withdraw from the University at the end of the fall semester will be billed through the end of the fall semester, provided notice of cancellation is received by the official cancellation date for the spring semester. Students who cancel after the official cancellation date will be charged $300 in liquidated damages. Cancellations received after the residence halls open for the spring will be handled as withdrawals during the spring semester. Students must normally move within twenty-four hours after withdrawing from the University.

(2) Students who are released from a contract because of voluntary withdrawal from the University will again become liable for the contract if they reenroll in the University during the original contract period.

Sec. 5-403. Required Withdrawal from the University

Except as provided under section 5-405, students who are required by the University to withdraw from the University are not liable for paying room rent or meals charges beyond the date of moving, but they will pay all charges that accrue under the contract through the checkout date plus $300 in liquidated damages, any charges for damage to the premises, and any other applicable charges. The University will refund any prepaid room or meals balance less any charges for damages to the premises or any other applicable charges. The University reserves the right to suspend a student from the residence halls for failure to abide by the terms and conditions of the contract. Students who fail to register as regularly enrolled students will be required to move as outlined in subsection 5-402(1).

Sec. 5-404. Withdrawal from University-Owned Residences during the Contract Period

Except as provided under section 5-405, students granted permission to move within the contract period are required to pay liquidated damages of $300 in addition to standard room and meals charges through the date of checkout.

Sec. 5-405. University Apartments Contracts

(a) All contract actions require sixty days’ notice. Failure to give sixty days’ notice on intent to renew, vacate at the end of contract, or graduate will result in a $35 late fee. If a student unexpectedly must cancel his or her contract before it expires, there is no penalty if the student gives sixty days’ or more notice. If a student gives thirty-one to fifty-nine days’ notice, he or she will pay a penalty of 50 percent of one month’s rent. If the student gives one to thirty days’ notice, he or she will pay a penalty of 85 percent of one month’s rent.

(b) A resident who fails to maintain eligibility requirements must notify the Division of Housing and Food Service in writing within three days and pay rent for a minimum of thirty days or the number of days the apartment is occupied, whichever is greater, beyond the vacancy notice date. In addition, the resident will be required to pay 85 percent of the resident’s monthly rent as liquidated damages. The deposit is refunded, less any charges for damages.

(c) A resident suspended by the University, which includes enforced scholastic withdrawal, or required to move due to a change of family status or eligibility, must file a written vacancy notice no later than the third day after such a change. Documentation is required. The resident must move within fifteen days of suspension or change in status or by the last day of the semester, whichever comes first, and pay rent for a minimum of fifteen days or through the end of the semester. The deposit is refunded, less a $50 processing fee and any other money owed for damages, electricity, or other charges.

(d) A resident will be released if all on-campus degree requirements are completed and confirmed by the dean of the college in writing, or if the resident graduates from the University. The resident must file a vacancy notice thirty days prior to vacancy. Failure to give required notice results in a $35 late fee. Failure to move out by the end of the month of graduation results in a charge of 85 percent of one month’s rent plus $25 per day for each day following the month of graduation or completion of degree requirements, to a maximum of $500.

General Information, 2009-2010

page 1 of 4 in Appendix C

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