Withdrawal and Refund Policy

Student Refund Policy

Incoming Student Questions

The type of credit on a students’ account will determine the method of refund. Title IV (federal financial aid) credit refunds are processed automatically in accordance with federal regulations. If the credit is not from Title IV funds, the student is required to request a refund in writing through the Center for Student Success (CSS) at css@gxitma.net using their official University of Hartford e-mail account.

Please note that payments received through the online CASHNet portal, ACH (electronic check), Credit Card and International Payments, through Western Union or Transact, will be refunded to the original payment source.

Refunds are issued to the student. However, if the most recent payment creating the credit balance is from a Federal Parent PLUS loan the refund will be issued to the borrower. Exceptions to this policy are as follows:

• The parent stated on the MPN that the student can receive the refund
• The parent notifies CSS (css@gxitma.net) that the student can receive payment.

All student refunds are processed through BankMobile Disbursements, a technology solution, powered by BMTX, Inc. Students are encouraged to set up their refund preference with BankMobile Disbursements to avoid any delay in receiving their refund.

Federal funds cannot be applied to parking permits, fines or other non-institutional charges without proper consent. Therefore, a refund of Title IV money may leave an unpaid balance on the students’ account. Please contact CSS for more information.

You can go to the following link to view our third-party servicer Contract for Refund Management. 

Withdrawal Policy

In order to withdraw and receive financial credit you must contact the Center for Student Success at css@gxitma.net. Non-attendance does not constitute a withdrawal, and no adjustments to charges will be made for temporary absence from classes. No refund of any fees or charges will be made if a student is suspended, dismissed, or leaves the University without formally withdrawing.

The University assumes various contractual obligations for instruction and other services throughout the year and bases its budget upon full collection of all charges from all registered students. Therefore, the University uses the date the student notifies the Center for Student Success (CSS) or Registrar’s Office in writing to process a tuition credit. Credits are issued in accordance with the table below:

As noted above, the withdrawal date used is the date the school is notified, rather than the last day of class attendance. Non-attendance does not constitute withdrawal. The $30 registration fee and parking permit is non-refundable in all cases. Student, course and technology fees are not refundable after the first week of classes and, therefore, are not subject to pro-ration. Students receiving Title IV funds are subject to federal regulatory refund policies. Students with Title IV funds are highly encouraged to contact the Financial Aid Office prior to withdrawal to understand the financial implications of withdrawing after receiving these funds.

Residential Housing Cancellation Policy

Housing Agreement

For the purposes of this policy:

• An incoming student is defined as an undergraduate student who is enrolled at the University of Hartford for their first semester. An incoming student in the fall term is considered a returning student in the spring term.
• A returning student is defined as an undergraduate student who has been enrolled at the University of Hartford for one or more semesters.
• A graduate student is defined as a student who is enrolled at the University of Hartford with a graduate classification.

The Agreement is for the academic year, both fall and spring terms, unless entered into after the fall term has concluded.

Any Resident who vacates their assigned Unit or requests a financial adjustment to their room charge when cancelling their housing for the term and/or academic year will be held to the following policy and timelines:

Cancelling Housing – Withdrawing from the Institution

Dates	Residential Cancellation Fee Incoming, Returning, and Graduate Students
Withdrawal prior to moving in or the first day of classes (whichever comes first)	$0
Withdrawal within the first week of classes	$250
Withdrawal within the second week of classes	$500
Withdrawal within the third week of classes	$750
Withdrawal within the fourth week of classes	$1000
Withdrawal after the fourth week of classes	Room/Apartment Charge for the Term

Cancelling Only Housing – Fall

Dates	Residential Cancellation Fee Incoming Students	Residential Cancellation Fee Returning and Graduate Students
Cancelling prior to July 15	$0	$500
Cancelling July 15 – prior to moving in or the first day of classes (whichever comes first)	$0	$1000
Cancelling within the first week of classes	$250	$1250
Cancelling within the second week classes	$500	$1500
Cancelling within the third week of classes	$750	$1750
Cancelling within the fourth week of classes	$1000	$2000
Cancelling after the fourth week of classes	Room/Apartment Charges for the Academic Year	Room/Apartment Charges for the Academic Year

Cancelling Only Housing – Spring

Dates	Residential Cancellation Fee SPRING ONLY Incoming, Returning, and Graduate Students	Residential Cancellation Fee FULL ACADEMIC YEAR Incoming, Returning, and Graduate Students
Cancelling prior to moving in or the first day of classes	$0	Room/Apartment Charge for the Term
Cancelling within the first week of classes	$250	Room/Apartment Charge for the Term
Cancelling within the second week of classes	$500	Room/Apartment Charge for the Term
Cancelling within the third week of classes	$750	Room/Apartment Charge for the Term
Cancelling within the fourth week of classes	$1000	Room/Apartment Charge for the Term
Cancelling after the fourth week of classes	Room/Apartment Charge for the Term	Room/Apartment Charge for the Term

The University housing requirement requires full-time undergraduate students to live in on-campus housing and participate in a meal plan during their first two years, barring outlined exceptions (Section 4).

Any Resident who would like to cancel their Agreement before the end of the academic year must submit a Housing Agreement Cancellation Form. Submitting a form does not mean a Resident will be approved to be released from the Agreement. Residents who do not meet one or more of the criteria on this Agreement (Section 7) will be billed a Residential Cancellation Fee or Room/Apartment Charge for the term or academic year as part of routine billing procedures. Housing cancellations are effective the date a Housing Agreement Cancellation Form is submitted to the ORL, or the date the room is vacated, whichever is later, if the Housing Agreement Cancellation Form is approved.

Any Resident who is removed from housing as a result of disciplinary action, or the community standards process, will not receive any financial adjustment to their room charges for the academic year.

Tuition and Meal plans* are based on the following:

Courses of Eight or More weeks	Financial Adjustment
Withdrawal prior to and within the first week of classes	100%
Withdrawal within the second week of classes	60%
Withdrawal within the third week of classes	40%
Withdrawal within the fourth week of classes	20%
Withdrawal after the fourth week of classes	0%

Financial Delinquency

Any student failing to pay his or her account fees with the University on or before the day it is due may be excluded from all classes, lectures, laboratories, examinations, co-curricular activities, course registration and graduation until such payment is made. The students with a past due balance will not receive transcripts or diplomas. Students are encouraged to contact the Bursar’s Office once their account becomes past due to discuss payment options. A default charge of 1.5% per month on any unpaid balance may be charged until all fees are paid in full. If, in the judgment of the University, it becomes necessary to engage the services of a collection agency or attorney to obtain payment, the student must pay an additional collection fee of 15% of the principle balance plus any attorney fees, reasonable expenses, and other costs incurred, to the maximum extent allowed by Connecticut law.