Notify the university in case of errors or questions about a bill.

If a student thinks a bill is wrong, or if a student needs more information about a transaction on a bill, write the university on a separate piece of paper at:

Saint Mary’s University of Minnesota
700 Terrace Heights #8
Winona, MN 55987-1399

The university must hear from the student no later than sixty (60) days after it sent the student the first bill on which the error or problem appeared. The student may telephone the university, but doing so will not preserve the student’s rights.

In the letter, give the university the following information:

a. the student’s name and account number
b. the dollar amount of the suspected error
c. a description of the error or an explanation of why the student believes there is an error. If the student needs more information, describe the item about which the student is unsure.

The student’s rights and the university’s responsibilities after receipt of written notice:

The university must acknowledge the student’s letter within thirty (30) days, unless it has corrected the error by then. Within ninety (90) days, the university must either correct the error or explain why it believes the bill was correct.

After the university receives the student’s letter, it cannot try to collect any amount the student questions or report the student as delinquent. The university can continue to bill the student for the questioned amount, including finance charges. The student does not have to pay any questioned amount while the university is investigating, but the student is still obligated to pay the parts of the bill that are not in question.

If the university finds that it made a mistake on the student’s bill, the student will not have to pay any finance charges related to any questioned amount. If the university did not make a mistake, the student may have to pay finance charges, and the student will have to make up any missed payments on the questioned amount. In either case, the university will send the student a new statement of the amount that it thinks the student owes and the date it is due.

If the student fails to pay the amount that the university thinks the student owes, it may report the student as delinquent. However, if the university’s explanation does not satisfy the student and the student writes to the university within ten (10) days stating that the student still refuses to pay, the university must tell anyone to whom it reported the student that the student has a question about the bill. The university must tell the student the name of anyone to whom it reported the student. The university must tell anyone to whom it reports the student that the matter has been settled when it finally is.

If the university does not follow these rules, it cannot collect the first $50 of the questioned amount, even if the bill was correct.

Full-time students must complete 24 semester credits per academic year with a cumulative GPA of 1.600 after one semester; 1.750 after two semesters; 1.900 after three semesters; and 2.000 at the end of any subsequent semester. Students must complete their undergraduate college objective in a maximum of 12 semesters to remain eligible for federal financial aid.

The director of financial aid reviews at the end of each semester the student’s semester and cumulative GPA for satisfactory academic progress. Total credits earned for the year are reviewed at the end of the academic year, along with cumulative GPA. Repeated or audited courses are not counted towards the total credits required to maintain satisfactory academic progress. Students who do not maintain satisfactory academic progress are notified in writing. Students who are accepted and transfer to Saint Mary’s University will be considered to be making satisfactory academic progress. At the end of their first semester at Saint Mary’s, they will be reviewed for continued satisfactory progress as defined above. Satisfactory academic progress must be maintained during all periods of enrollment, whether or not financial aid is being received, if a student wishes to apply for and be entitled to financial aid eligibility. Satisfactory academic progress in previous semesters will be reviewed for students applying for aid for the first time. Students who do not maintain satisfactory academic progress will be placed on financial aid probation for one semester. Failure to meet standards of progress at the end of that semester will result in loss of continued aid eligibility. A statement on standards of satisfactory academic progress, conditions for appeal, and reinstatement of aid eligibility is available from the financial aid office upon request.

Withdrawl from the University

Federal law requires institutions and/or the student to return the portion of your financial aid that is considered UNEARNED. This policy applies only when, during the term, the student withdraws from ALL classes AND the percentage of the term completed is equal to or less than 60%. Course load reductions that leave a student with at least one remaining class are not affected by this policy.

The following example illustrates how the new policy works:

1. Calculate the percentage of the term completed (# days completed ˜ # days in semester x 100). If greater than 60%, then no return of financial aid is required. If less than or equal to 60%, then proceed to step #2.
2. Determine the percentage of financial aid EARNED by multiplying the total amount of financial aid received for the term by the percentage in step #1. You are permitted to keep this amount in your student account.
3. Determine the amount of UNEARNED financial aid that must be returned to financial aid programs accounts by subtracting the amount of EARNED financial aid (determined in step # 2) from the total amount of financial aid received for the term.
4. There are specific calculations that determine how much of the UNEARNED financial aid must be returned to the federal program(s) by the institution and how much must be returned by the student.
5. There is a prescribed order in which funds must be returned to the programs: (1) federal loans, (2) federal grants, (3) other federal aid.

It is possible, depending on the date of withdrawal, to have no refund of tuition and fees, although part of the financial aid may be required to be returned. For example, if a student withdraws from the university after the end of ALL refund periods, it is possible that the student may owe the full amount of billed costs. Even if the student does not finish the term, he/she may still be charged for these fees.

Furthermore, if the withdrawal occurs after the end of ALL refund periods but on or before 60% of the term is completed, the student may be required to repay all or part of the financial aid as determined in steps #1-5 above. If the student is required to repay all or part of your financial aid, they will be notified of the amount required to be repaid. In addition, future registration at Saint Mary’s University and requests for academic transcripts may be denied until repayment is complete.

To initiate the refund process, obtain a withdrawal form from the Academic Advising Office (67 Griffin Hall). After completing the form by getting the required signatures, the Office of the Registrar will withdraw the student and the Business Office will calculate any refund of fees. The Financial Aid Office will perform the appropriate calculations to determine the amounts (if any) of the financial aid that must be returned to the program accounts.

Course Withdrawal

Course withdrawals during the first four weeks of the semester will be deleted from the student’s permanent record. Withdrawals during this time are subject to university policy on tuition refunds (see the "Refunds" section of this page).

Course Incompletion for Active Military Duty

If the student requests withdrawal from the course, he or she will receive a full tuition refund. No academic or financial penalties are associated with withdrawal from a course under these circumstances.

Tuition

• 100% refundable through the end of the registration change period as designated by the Registrar.
• 75% refundable through the end of the third week of the semester.
• 50% refundable through the end of the sixth week of the semester.
• No refund after the sixth week of the semester.

Special course or laboratory fees

• 100% refundable through the end of the registration change period as designated by the Registrar.
• No refund after the registration change period as designated by the Registrar.

Room

• Pro-rata refund (based on a 16-week semester) is calculated from the end of the week in which the student withdraws plus two additional weeks.
• No refund after the sixth week of occupancy.

Board

• Pro-rata refund (based on a 16-week semester) is calculated from the end of the week in which the student withdraws, plus two additional weeks.

Contact information

Admission Office: (507) 457-1700
Office of Residence Life: (507) 457-1409
Student Services: (507) 457-6655
Business Office: (507) 457-1444
Financial Aid Office: (507) 457-1437
Office of the Registrar: (507) 457-1501

Student Right to Know includes a variety of academic information, financial aid information, institutional information, and information on graduation rates, campus safety, and equity in athletics.

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