CWUR 5-0

Enrollment Management

• 5-10-010 Waiver of Tuition and Fees
• 5-10-020 Payment Plan

CWUR 5-10-010 Waiver of Tuition and Fees

This university procedure is established for the purpose of directing the actions of university officials in awarding discretionary tuition and fee waivers pursuant to applicable state laws and CWUP 2-20-090.

Central Washington University uses discretionary tuition waivers to advance the goals of the University’s Strategic Plan. The criteria for determining types and amounts of waiver awards shall be based on the University’s Strategic Plan, specifically as stated in the CWU Mission statement, vision and core values that guide our work, and the Enrollment Management Plan.

(1) General Guidelines

The vice president of business and financial affairs (VPBFA) shall develop an Annual Tuition Waiver Plan, including budget and award criteria, in the academic year prior to the plan implementation year. The Annual Tuition Waiver Plan sets out waiver categories, criteria for award, awarding authority, budget, and information relevant to adoption of the plan and its successful implementation during the plan year.

The Annual Tuition Waiver Plan shall be presented to the BFC for its review at the September meeting of the BFC. The BFC shall make recommendations to the president and executive leadership team during the month of October after fall census data is available for assessment of outcomes. The president has final approval authority.

Funding for university discretionary waivers will be jointly determined by the vice president of business and financial affairs and the vice president of enrollment management, in consultation with the president and executive leadership team and guided by the budget and finance committee (BFC).

(2) Waiver Authority

(A) Sections 910 and 915 Waiver Authority

1. Section 910 - CWU may waive up to  the amount listed in the Annual Tuition Waiver Plan of total gross operating fee revenues under the specific statutory tuition and fee waiver programs set forth under RCW 28B.15.910(2).

2. Section 915 - CWU may waive up to the amount listed in the Annual Tuition Waiver Plan of total gross operation fee revenues under the specific statutory tuition and fee waiver programs set forth under RCW 28B.15.915.

(B) Section 615 and Section 014 Waiver Authority Programs

1. Section 615 - Resident Graduate Assistant Waivers
CWU may waive up to the percent listed in the Annual Tuition Waiver Plan of total gross operation fee revenues under the specific statutory tuition and fee waiver programs set forth under RCW 28B.15.615. Eligibility shall be authorized by the dean of graduate studies and research with responsibility for award processing and monitoring by the director of financial aid.

2. Section 014 - Non-resident Graduate Assistant (Non-resident Tuition Differential) Waivers
CWU may waive up to the percent listed in the Annual Tuition Waiver Plan of total gross operation fee revenues under the specific statutory tuition and fee waiver programs set forth under RCW 28B.15.014. Eligibility shall be authorized by the dean of graduate studies and research with procedures created and monitored by the director of financial aid.

(C) Section 740 Waiver Authority

1. Need-Based Tuition Waivers:

CWU may waive up to the percent listed in the Annual Tuition Waiver Plan of total gross operation fee revenues under the specific statutory tuition and fee waiver programs set forth under RCW 28B.15.740 for need-based waivers for residents of Washington State. In the aggregate, section 740(1) waivers for needy resident students should be based on the Student’s Free Federal Application for Financial Aid (FAFSA) documented need as expressed by the Expected Family Contribution (EFC) and/or Washington State Need Grant eligibility criteria. These waivers must be within available funding as determined by VPBFA. . The director of financial aid will monitor and process the award. The funding for need- based tuition waivers will normally be equal to or greater than the aggregate of funding for "merit" awards made under Section 740(1), subject to the overall 10% limit under Section 910

2. Mandatory and Other Student Waivers:
CWU may waive up to the percent listed in the Annual Tuition Waiver Plan of total gross operation fee revenues under the specific statutory tuition and fee waiver programs set forth under RCW 28B.15.740. This amount may vary dependent on legislation and available funding as determined by VPBFA, and monitoring and award processing by the director of financial aid.

3. Institutional Error Waivers:
Institutional error waivers will be authorized by the VPBFA.

4. Athletics Gender Equity Waivers:
CWU may waive up to the percent listed in the Annual Tuition Waiver Plan of total gross operation fee revenues under the specific statutory tuition and fee waiver programs set forth under RCW 28B.15.070.  Awarding by the athletic director will be in coordination with the director of financial aid.

(D) Section 915 (West) Waivers Within available funding as determined by the VPBFA, and monitored by the director of financial aid, CWU may waive up to 100% of the operating fee portion of undergraduate or graduate student tuition for any student who meets the published criteria, or who qualifies due to personal circumstances or institutional need. Awards may be granted for new and continuing students. This requires a minimum of an annual 2.75 cumulative undergraduate GPA, or an annual 3.0 cumulative graduate GPA to automatically maintain quarterly merit eligibility. The director of financial aid, with approval by the VPEM t and/or program directors may waive GPA and satisfactory academic progress criteria based on professional judgment.

Institutional Merit Awards

(1) Presumptive eligibility for institutional merit awards will normally be based on admission index ranges (AI), or similar objective criteria, for first-time students applying for admission to a matriculated program, and are subject to application deadlines and available funding. Presumptive eligibility for merit awards will normally be based on cumulative college-level coursework GPA for transfer students applying for admission to a matriculated program, and are subject to application deadlines and available funding.

Awards may be made outside the AI or GPA ranges, and/or for late applying students, in the exercise of “professional judgment” for such purposes as attaining enrollment goals, which may include diversifying the student body, strengthening specific academic or co-curricular programs, or achieving equity in recognition of extenuating individual circumstances. Extenuating individual circumstances may include factors that may reasonably be considered to have adversely affected a student’s AI/GPA, such as a personal or family illness, homelessness, English as a second language, or similar considerations. Evidence of academic challenge and persistence may also be considered—for example, a student who might reasonably be expected to have achieved a higher AI/GPA had the student attended a more challenging high school or had the student taken a substantially less rigorous schedule of high school courses.

Professional judgment will be exercised in a manner similar to the professional judgment authorized under the Higher Education Act (HEA) for purposes of adjusting a student’s level of eligibility for Title IV funds.  The reason for the adjustment must be documented in the student’s file and must relate to the special circumstances that differentiate that particular student from other students. Adjustments must be made on a case by case basis, not by establishing automatic categories of special circumstances and providing identical outcomes to all students in those circumstances. Such adjustments must be approved in writing by the VPEM and may not be made to circumvent regulations or eligibility requirements applicable to other financial aid programs.

[Responsibility FY 17: VP of BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Business and Finance Committee (08/15/13); VPBFA Business and Finance (10/15/13); Cabinet/UPAC; Review/Effective Date: 02/05/2014; 02/01/2017; Approved by: James L. Gaudino, President]

CWUR 5-10-020 Payment Plan

CWUR 5-10-020 is established for the purpose of creating a process to determine if a student is eligible to pay for tuition, room and board, fees, and other charges, with the exception of fines and penalties, on a quarterly payment plan. The student accounts office will be responsible for determining eligibility, enrollment, payments and fees for the university’s quarterly payment plan.

(3) Eligibility

All Central Washington University students are allowed to enroll in this payment plan. However any students whose accounts have balances from a prior quarter will be unable to enroll, as only current quarter charges can be included in the payment plan. Any exceptions must be reviewed and approved by the student accounts office.

(4) Enrollment

(A) Students must complete an online enrollment form via the student accounts website each quarter they participate in the payment plan. A $50, non-refundable service fee must be paid at the time of enrollment.

(B) The enrollment site will be available from the 5th through 9th day of instruction each quarter. Students who do not enroll during this period will not be eligible to participate in the payment plan for that quarter. Any exceptions must be reviewed and approved by student accounts.

(C) After enrolling in the payment plan, students will receive an acceptance notification via their CWU Outlook email account confirming the terms and conditions of the payment plan.

(5) Payments

(A) Total charges on the payment plan will be divided into a maximum of three equal installments. Payments for fall, winter, and spring quarters will be due on the 15th of each month of the quarter, as follows:

1. Fall quarter - October 15, November 15, and December 15
2. Winter quarter – January 15, February 15, and March 15
3. Spring quarter - April 15, May 15, and June 13

Due dates for the summer payment plan vary and are published yearly. Due dates are determined based on the dates of the end of spring term, the start of summer term, and the end of summer term. 

(B) All payments must be made by the due date through one of the following options:

1. Online, through the student’s MyCWU account.
2. In-person, at the cashiers office (by 4:30 p.m.)
3. By mail to the cashiers office (must be received by the due date).

(6) Late Fees or Penalties

(A) A payment made five days after the due date will be considered late and the account will be assessed a late fee of $20. Two late payments may result in the cancelation of the payment plan and future enrollment in a payment plan may be denied.

(B) If the bank returns a payment for any reason, including insufficient funds, unable to locate account, or declined web payment, a $30 penalty fee will be added to the student’s account for each occurrence.

(C) Failure to meet the requirements of the payment plan will result in disenrollment from the plan, a hold placed on registration, and applicable fees may be applied according to policies defined in other departments (e.g., registrars, dining, housing late fees).

[Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 02-01-2017; 10/02/2013; 4/17/2019; Approved by: James L. Gaudino, President]