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Fee Appeal Policy


The Office of the Registrar (RO)
is responsible for receiving tuition fees, ancillary fees and other related fees from students enrolled in degree programs, certificate programs, and individual courses. The RO, The G. Raymond Chang School for Continuing Education and the Yeates School of Graduate Studies have established and published fee payment deadlines and course drop dates (some of which allow for partial refunds of fees).

There are however many students who submit appeals for refunds beyond what is allowed for in our fee refund policies based on individual unique circumstances. This policy has been developed to provide clear guidelines related to the review and decision making processes related to appeals requesting fee reversals and/or refunds.

For the purpose of this policy:
Refund means to reimburse a student for fees already paid.
Reversal means to remove the posting of the fee to a student account that the student has not yet paid.

  1. To clearly identify the parameters and processes related to the submission and review of student fee appeals at Ryerson University.
  2. To ensure fair and consistent guidelines for decision makers related to student fee appeals.
  3. To protect the financial integrity of the institution and the appropriate application of fee payment rules and deadlines.

This policy applies to students at the university who are charged fees related to enrolment in their academic program or individual courses. Responsibility for the application and administration of this policy lives with the Registrar's Office. Periodic review and revisions of this policy are the responsibility of the Registrar.

Policy
  1. All students are responsible to pay all applicable fees for the courses/programs in which they enrol.

  2. Students are expected to familiarize themselves with fee payment policies, fee payment deadlines, drop dates and refund policies as they pertain to the courses/programs in which they are registered. Appeals will not be heard on the grounds that the student was not aware of, or misinterpreted, university policies, including course drop deadlines and related fee policies.

  3. In rare circumstances a student may have appropriate grounds for an appeal to have fees either reversed or refunded, in part or in full. They may be considered on the following grounds:
    1. Medical Grounds – normally would include the unanticipated onset of physical or psychological illness, condition or crises. Requires that documentation* from a physician or psychologist be submitted to support the claims made in the appeal.
    2. Compassionate Grounds – may be related to unanticipated circumstance such as eviction, death of a family member, or other life crisis. Supporting documentation is also required.
    3. Procedural Grounds – Error made by a Ryerson staff member or department that resulted in fees being posted inappropriately. Supporting documentation is required where possible.
       
  4. Fee refund appeals will not normally be heard past 6 months after the semester in which the fees were posted.

  5. Fee appeals will not be considered for courses that the student has completed and or intends to complete and expects to retain course credit. Fee appeals will only be considered for completed courses where the student has support from their program and the Registrar for retroactive withdrawal from the course.

  6. Fees that were paid through OSAP, Bursary, Sponsorship or External agency may be refunded back to the funder rather than the student.

  7. Refund requests for courses dropped after 2/3 of the course has been delivered (eg. after week 8 of a 12 week course) will not normally be considered.

  8. The decisions of the Student Fee Appeal Committee will be final.

*Students are expected to submit the Ryerson University Student Medical CertificatePDF iconif making a fee appeal on medical grounds. Alternatively, a student may submit a letter supplied by the physician or psychologist which contains the same information requested in the form.

Procedures
  1. Students may submit appeals for fees that they have been charged by completing the Fee Appeal Submission FormPDF iconand submitting it with appropriate documentation to the Manager, Systems and Processing. Information can be scanned and emailed to feeappeal@ryerson.ca, faxed to (416) 979-5143 or dropped off at the ServiceHub at POD-150. Students should not use the Fee Appeal Submission Form to request a late drop of course(s).

  2. Students will be sent an email communication to their Ryerson email address acknowledging receipt of their appeal and informing them of the date of the next appeal committee meeting.

  3. Fee appeals will be reviewed by the Student Fee Appeal Committee. The composition of the fee appeal committee is as follows:
    1. Assistant Registrar, Enrolment Services and Student Fees (Committee Chair)
    2. Manager, Systems and Processing, ESSF (Committee Secretary)
    3. Representative from Financial Services
    4. Representative from The Chang School of Continuing Education
    5. Representative from the Yeates School of Graduate Studies
    6. Representative from the Office of the Vice Provost, Students
       
  4. The Student Fee Appeal Committee will meet once per month to review appeals that have been submitted since the previous meeting. At some points in the year if volume of appeals warrants it the committee may need to meet more than once that month.

  5. Decisions will be made on the basis of written submissions. Appellants will not be permitted to make in person presentations to the committee.

  6. The Committee can decide to defer decision if it has questions for the appellant, or others related to the appeal or wishes to request additional documentation. In these cases the appeal will be brought forward to the next committee meeting.

  7. The Committee members will be provided with the appeal material before the meeting for review in a format that is password protected and adheres to appropriate guidelines that protect privacy.

  8. The Committee Secretary will record each of the decisions made by the committee and rationale for the decision and will communicate the decision to the appellant within 5 business days of the meeting where the decision was made.

  9. The Committee will annually review all fee policies and deadlines and have training related to FIPPA expectations.