Student Services

Graduate students with questions regarding residence regulations or residence status should contact the Graduate School for specific information regarding residency.

The University of Texas at San Antonio Office of the Registrar is responsible for determining undergraduate student’s residence status for tuition purposes, using as guidance § 54.052 et seq. of the Texas Education Code, as well as the Texas Higher Education Coordinating Board’s Rules and Regulations for Determination of Resident Status and University regulations. Students or prospective students are classified as:

Mandated by the Texas legislature, in order to determine a student’s eligibility for classification as a resident, Texas Higher Education Coordinating Board rule 21.731 requires each student applying to enroll at an institution to respond to a set of core residency questions. The core residency questions and more detailed information may be found at: http://www.collegefortexans.com/residency.

Texas residency still requires a domicile and 12 months of physical presence in the state. A resident is a United States citizen, a national or permanent resident alien, or an alien whom Congress has permitted to adopt the United States as a domicile while in the country.

A person classified as a nonresident or international student may qualify to pay resident tuition rates under certain exceptions specified in the Texas Higher Education Coordinating Board’sRules and Regulations for Determination of Resident Status and Waiver Programs for Certain Nonresident Persons. Eligible non-immigrants that hold certain visas are also entitled to pay resident tuition provided they meet the domicile and 12 months of physical presence in the State of Texas. Information about these exceptions and waivers may be found at: http://www.collegefortexans.com/residency.

Nonresident members of the regular and reserve units of the U.S. Armed Forces (Army or Air National Guard, Army, Air Force, Navy, Marine Corps or Coast Guard) and Commissioned Officers of the Public Health Service who are assigned to duty in Texas, their spouses, and dependent children may pay resident tuition. A Military Duty Statement (http://www.utsa.edu/registrar/forms.cfm) certifying that the student (or a parent) will be assigned to duty in Texas must be submitted to the Office of the Registrar by the census date of the term they plan to enroll.

Students meeting these requirements may pay resident tuition so long as they reside continuously in Texas or remain continuously enrolled in the same degree or certificate program. Additional residency information concerning military members, their families, and Honorably Discharged Veterans may be found at: http://www.collegefortexans.com/residency

State residency requirements are complex and must be considered on a case-by-case basis. Students are responsible for registering under the proper residence classification and for providing documentation as requested. A person classified as a nonresident may request reconsideration and reclassification from the Office of the Registrar. Errors in classification as a result of false information being provided to the University may result in the student being charged the difference in resident and nonresident tuition for each semester in which the student should not have paid resident tuition. Failure to notify UTSA is a violation of the oath of residency and may result in disciplinary action or other penalties.

The statutes of the State of Texas prescribe certain cases in which students can be exempt from tuition and/or certain fees and charges. The various types of exemptions, the fees and charges to which such exemptions apply, required documentation, and appropriate office to submit documentation are described below. However, in each case it is the student’s responsibility to initiate the action of applying for an exemption and providing satisfactory evidence that all conditions required for the exemption have been met. Until such time as the exemption is granted, a student will be required to pay all tuition, fees, and charges from his or her own funds.

Students who might be eligible for an exemption should apply for the exemption at least one month before registration for the semester in which they plan to use the exemption provision. (Applications for the Good Neighbor Scholarship are accepted in the Office of Student Financial Aid in January and February before the academic year in which students plan to attend UTSA.) Note that Required Fees and Charges consist of the following:

Who is Eligible: Highest-ranking graduate of an accredited Texas high school.

Requirements: Certification from high school must be provided to the Fiscal Service

Tuition, Fees, and Charges Exempted: Tuition during first two regular (Fall and Spring) semesters immediately following their graduation. May be granted for any one of the first four regular semesters immediately following their high school graduation with the permission of the UTSA President.

Who is Eligible: Children under 21 of full-paid or volunteer firefighters; full-paid municipal, county, or state peace officers; custodians of the Department of Corrections; or game wardens who died or became disabled in the line of duty.

Requirements: Certification from parent’s workplace must be provided to the Fiscal Services Office.

Tuition, Fees, and Charges Exempted: Tuition, fees, and charges other than property deposits and fees for lodging. Exemption not to exceed 120 undergraduate credit hours or any semester begun after age 26.

Who is Eligible: Students who completed the recommended or advanced high school program in less than the normal time and meet additional eligibility requirements. More information is available from high school counselors and at http://www.collegefortexans.com/.

• have successfully completed requirements for a public high school diploma in not more than 36 consecutive months and graduated or be eligible for graduation from a Texas public high school

• have eligibility certified by the Texas Higher Education Coordinating Board.

Tuition, Fees, and Charges Exempted: Tuition (up to $1,000). Tuition, Fees, Charges, and Deposits

Requirements: Certification of deafness/blindness from the Texas Commission for the Deaf & Hearing Impaired/Texas Commission for the Blind. Form must be provided to the Fiscal Services Office.

Who is Eligible: A veteran may qualify for benefits under the Hazlewood Act if she or he:

• was a resident of Texas at the time of entry into the armed forces of the United States

• was a nurse, member of the Women's Army Auxiliary Corps, member of the Women's Auxiliary Volunteer Emergency Service, and all honorably discharged members of the armed forces of the United States who served during World War II except those who were discharged from service because they were over the age of 38 or because of a personal request on the part of the person that he be discharged from service

• was honorably discharged from the armed forces of the United States and who served during the national emergency which began on June 27, 1950, and which is referred to as the Korean War

• was honorably discharged from the armed forces of the United States after serving on active military duty, excluding training, for more than 180 days and who served a portion of their active duty during:

A) the Cold War which began on the date of the termination of the national emergency cited above;

C) the Grenada and Lebanon era which began on August 24, 1982, and ended on July 31, 1984;

D) the Panama era which began on December 20,1989, and ended on January 21, 1990;

E) the Persian Gulf War which began on August 2,1990, and ends on the date thereafter prescribed by Presidential proclamation or September 1, 1997, whichever occurs first;

F) the national emergency by reason of certain terrorist attacks that began on September 11, 2001; or

• received an honorable discharge, a general discharge under honorable conditions, or an honorable release from active duty

• has resided in Texas at least 12 months or otherwise meets state requirements for being considered a resident of Texas at the time of enrollment in a public institution of higher education in Texas

• has attempted fewer than 150 credit hours of college courses since the fall of 1995 using the Hazlewood exemption

• has exhausted eligibility for federal veterans’ or survivors educational benefits during the semester/term in which they are enrolled

• is not in default on any education loans made or guaranteed by the Government or the State of Texas, and

An institution may not grant a Hazlewood Act exemption for continuing education courses for which they do not receive state tax support, unless the institution’s board has specifically granted them permission to do so.

Requirements: A student seeking to use the exemption for the first time must:

• submit a letter from veterans administration at Muskogee attesting to her or his exhaustion of federal veterans educational benefits, and

Tuition, Fees, and Charges Exempted: Tuition, fees, and charges other than property deposits, student services fees, and fees for lodging, board, or clothing. The exemption shall not apply to the payment of fees for services or items that are not required for enrollment in general or for the specific courses taken by the student. No student may use Hazlewood for more than 150 credit hours.

Who is Eligible: Surviving spouse or minor child of certain police, security, or emergency personnel killed in the line of duty.

• be the eligible surviving spouse or child of an individual listed in Government Code, Sec. 615.003

• have his or her eligibility certified by the Texas Higher Education Coordinating Board.

Tuition, Fees, and Charges Exempted: Tuition. Required fees and charges. Cost of contract for food and housing (if qualified). Cost of textbooks. (Exemptions valid until student receives a bachelor’s degree or 200 semester credit hours, whichever occurs first.)

Requirements: Contact the Office of Student Financial Aid for certification.

Tuition, Fees, and Charges Exempted: Tuition, fees, and charges except property deposit fees, student services fees, and fees for lodging.

Who is Eligible: Native-born students from other designated nations of the American hemisphere.

• show evidence of native citizenship and proof of five years residency in that country

Applications are available only in January and February for the following Summer, Fall,and Spring Semesters. Applications are reviewed and granted by the Texas Higher Education Coordinating Board semester by semester.

Who is Eligible: Firefighters enrolled in courses offered as part of fire science curriculum.

Requirements: Enrollment in courses offered as part of the fire science curriculum.

Who is Eligible: Child (under 21) or a dependent who receives majority of support from parent.

Requirements: Parent must be classified by Department of Defense as a Prisoner of War or Missing in Action at the time of registration, and certification must be provided to the Fiscal Services Office.

Who is Eligible: Students who are in foster or other residential care under conservatorship of Dept. of Protective and Regulatory Services on or after:

• day of student’s 14th birthday if student was also eligible for adoption on or after that day

• day student graduated from high school or received equivalent of a high school

• third anniversary of date student was discharged from foster or other residential

care, date student graduated from high school, or date student received equivalent

Requirements: Certification from the Texas Department of Protective and Regulatory Services (Child Protective Services) must be provided to the Fiscal Services Office.

• have been the subject of an adoption assistance agreement under Subchapter D,

Who is Eligible: Certain students who received temporary assistance to needy families (TANF).

• have received financial assistance during the last year of public high school in

• have enrolled at UTSA as an undergraduate no later than one year after the date

Who is Eligible: Preceptors to professional nursing education programs and their eligible children. An individual’s eligibility for the program ends when the person has previously received exemptions under this program for 10 semesters or summer sessions at any institution or institutions of higher education, or received a baccalaureate degree. For the purposes of this program, a summer session that is less than nine weeks in duration is considered one half of a summer session.

• be serving under a written preceptor agreement with an undergraduate professional nursing program as a clinical preceptor for students enrolled in the program for the semester or other academic term for which the exemption is sought.

• have at least one school year of experience as an educational aide during the five

• be employed in some capacity by a school district in Texas during the school

• maintain an acceptable grade point average as determined by the Texas Higher

Education Coordinating Board. Eligibility is certified by the Texas Higher Education Coordinating Board.

Student bills are no longer mailed. Payment deadlines and copies of bills can be viewed by logging into ASAP at https://asap.utsa.edu/.

Students are entitled to enter a class or laboratory only after payment of tuition, fees, and charges has been arranged using one of the alternatives discussed in this section. Once a payment option has been selected by the student at registration, no change in the payment plan will be allowed during the semester.

Under this option, the student makes full payment of all tuition, fees, and charges in advance of the beginning of the semester.

Under this option, the student applies for a short-term loan that accrues interest at the rate of 5 percent annually. The application is accessed online on ASAP (Automated Student Access Program). The student must provide an original signature on the promissory note before the loan is complete. The loan is limited to the total amount of tuition and fees assessed less any available financial aid. Students adding semester credit hours after signing the promissory note must reapply for an additional loan for the new balance.

Under the installment option, the student pays one-half of the tuition, eligible fees, and charges in advance of the beginning of the semester and one-fourth before the start of the sixth and 11th class weeks. There is a service charge of $16 for this payment option.

A late fee of $10 will be added to the student’s bill if an installment payment is not made by the due date. A student who fails to make full payment before the end of the semester may not receive credit for the work done that semester and will not be allowed to register for future semesters until the delinquent amount is paid. Not all fees are eligible for payment in installments. The fees for parking, installment, orientation, and the property deposit are not eligible for the installment payment program and must be paid in full with the first installment.

Installment payments may be chosen only during Fall and Spring Semesters. If the student chooses to use the installment option, a promissory note must be completed and on file in the Fiscal Services Office before the registration process can be considered complete.

All financial aid will be applied to total tuition, fees, and charges before calculation of the payment plan. Prepayment in full of an installment or of total installments will be accepted any time after registration.

Refunds from the add/drop process will be prorated for remaining installments. Additional fees and charges incurred from the add/drop process will be added to the balance due from registration, and the installment payments will be recalculated.

Students paying one-half or more (but less than payment in full) without choosing the Installment Program may be automatically placed on the Installment Program to avoid withdrawal for insufficient payment.

Payment may be made in cash or personal check for the exact amount due, provided the bank transit number is encoded on the check in compliance with revised Federal Reserve Bank regulations. Personal checks cannot be written in excess of the amount due, in order to get cash back.

Students paying by check should include their Student ID number on the check. Payments made by mail must be postmarked four working days before the payment deadline and can be mailed to:

Students who make their payment by credit card will be charged a 1.855% service charge for each transaction. There is no charge to utilize the electronic check option.

A bad check, whether written by mistake or otherwise, unless it is the admitted error of the bank concerned, is likely to delay actual payment and thus result in a $15.00 Returned check fee to cover our cost of processing.

Some of the various fees that may be paid at any one of the three Fiscal Services Offices include:

· UTSA Card
Students wanting to add money to their UTSA Card, can take their Card, along with payment: cash or check to the Fiscal Services Office. The requested dollar amount will be added to the student's account and the student will be provided with a receipt. If a student wishes to add money to their UTSA card via credit card or financial aid must access their account by logging into ASAP at https://asap.utsa.edu/

· Application for Admission
Payments for Admissions Applications can now be made online via the Texas Common Application with a credit card or https://www.applytexas.org/adappc/commonapp.WBX may be made at any one of the three Fiscal Services Office locations:

John Peace Library	1604 Campus	JPL 1.03.06
Multidisciplinary Studies Building	1604 Campus	MS 1.02.32A
Frio Street Building	Downtown Campus	FS 1.500D

There is no longer a charge associated with the application for graduation from the University

· Foreign Health Insurance
International students are required to maintain approved comprehensive health insurance while enrolled at UT System component institutions. Registered international students are automatically enrolled in the UT System Health Insurance Plan. If you carry the appropriate health insurance under another health plan, you may bring in proof of coverage to the Office of International Programs (MB 1.210) to obtain a waiver.

· Library Fines
Students who owe a library fine(s) can come by any one of the three Fiscal Services Office locations to make payment and subsequently have any holds regarding the library fine(s) removed.

Students whose tuition and fees are to be paid by a third party sponsor should submit the proper authorization documentation to the Office of Fiscal Services after registration is complete. Fiscal Services will apply the approved amounts to the student's tuition and fee balance and submit a bill to the sponsor designated on the documentation. Up until the time invoices are prepared, third party billing codes are input for students whose accounts should be billed based on the appropriate billing documentation provided by the sponsoring company. Invoices are prepared after census date and when add/drops are completed.

All policies regarding the payment or refunding of tuition, fees, and charges are approved by the Board of Regents of The University of Texas System and comply with applicable state statutes. If a person desires clarification of any matter relating to payment or refund of such charges, he or she should contact the office or administrative unit from which the charge or refund originated.

Withdrawing is the formal discontinuance of a student’s enrollment at UTSA and involves the student dropping all classes after the semester begins. Depending on the time of withdrawal, a student may be entitled to a refund of some part of the tuition and certain fees. The forms needed for withdrawing from UTSA may be obtained at the Enrollment Services Center or advising centers. In order to withdraw, undergraduate students, other than those classified as special undergraduate/non-degree-seeking, must obtain the approval of the college in which the student is enrolled or the Tomás Rivera Center if the student is an undecided or provisional major.

International students must also have the approval of the Office of International Programs. Special undergraduate/non-degree-seeking and graduate students may obtain forms and withdraw at the Enrollment Services Center.

UTSA will refund tuition, fees, and charges paid by a sponsor, donor, or scholarship to the source rather than directly to the student who has withdrawn if the funds were made available through the institution.

The following table presents the descending scale of refund amounts for students withdrawing from UTSA:

*Semester*	*Time of Withdrawing*	*Amount of Refund of Tuition and Returnable Fees*
Fall or Spring Semester	Prior to first class day	100%
	During the first 5 class days	80%
	During the second 5 class days	70%
	During the third 5 class days	50%
	During the fourth 5 class days	25%
	After the fourth 5 class days	No refund of tuition & fees
Summer Session	Prior to first class day	100%
	During class day 1 through 3	80%
	During class day 4 through 6	50%
	After the sixth class day	No refund of tuition & fees

Dropping refers to the removal of one or more individual courses from a student’s schedule. Refunds of applicable tuition, fees, and charges will be made for courses which a student drops on or before the Census Date, provided the student remains enrolled for that semester or term. No refund will be given for individual classes dropped after the Census Date. Students who want to drop all classes after the semester begins should refer to the withdrawal policy. Refunds for courses dropped by a student who withdraws from UTSA later in the semester or term will be calculated according to the percentage schedules in the refund policy above. Refund of tuition for dropped courses will be made only if the original payment exceeds the established minimum amount.

Because of multiple sessions during the summer, students wishing to drop courses should refer to Census Dates for refund purposes.

No refunds are made until 15 days have elapsed from the Census Date. Refund checks are mailed to the address indicated when the student withdraws from the University or direct deposited if set up to do so in advance. Students entitled to refunds should allow 10 working days after the 15-day clearing period for receipt of the refund.

For students using the installment payment plan, the refund is calculated on the total tuition and fees assessed for the semester and then netted against the balance still owed to the University.

A student, who enrolls in the University for a given term and is subsequently required to withdraw because of academic dismissal the previous term, receives a full refund of tuition and fees.

UTSA reserves the right to deduct from the refund any outstanding financial obligations owed to the University.

Fiscal Services is responsible for the disbursement of the following type of checks requiring proper positive identification and a review of monetary holds before disbursement.

3. UTSA Financial Aid/Scholarship checks only when students have a monetary hold

4. UTSA Financial Aid/Scholarship checks that are returned by mail due to incorrect or improper address

** Scholarship checks received directly by students from donors should be routed to the Scholarship Office for processing

All vehicles parked on campus must comply with UTSA Parking and Traffic Regulations. Copies of these regulations are available online at http://www.utsa.edu/parking.

In addition, University Police strictly adhere to and enforce Texas Vehicle Inspection

Laws for any vehicle parking or driving on any UTSA. All permits will be annual, expiring each August.

Current permit types and cost can be accessed at the UTSA Parking and Transportation website at http://www.utsa.edu/parking by clicking on “Permits”.

Parking permits are available for persons with disabilities in accordance with applicable statutory law and UTSA Parking and Traffic Regulations.

All permits must be ordered online via ASAP. If paid online via credit card prior to the published mail out date permits may be mailed to the address on file. If paid for online after the published mail out date permits can be picked up at any of the following offices:

John Peace Library	1604 Campus	JPL 1.03.06
Multidisciplinary Studies Building	1604 Campus	MS 1.02.32A
Frio Street Building	Downtown Campus	FS 1.500D
Administration and Budgets	ITC

Students who park illegally in spaces reserved for persons with disabilities will be referred to San Antonio court as required by law and also subject to a fine up to $250 and loss of campus parking privileges.

Unpaid parking fines place a financial hold on student records and will interfere in the registration or transcript release processes. Students with unpaid fines of $200 or more may be referred to the Office of Student Judicial Affairs and subject to disciplinary action.

A damaged permit that is not returned once a replacement is requested will be charged at the regular rate.

A request for a refund will not be honored unless it is filed with the Fiscal Services Office during the University's fiscal year in which payment was made.

Refunds will not be issued in cash upon remittance. A refund check will be requested and mailed/direct deposited to the address/account listed on the Banner student system.

Refunds will be made to faculty and staff upon request. The refund amount will be based on the number of full months remaining in the University's fiscal year if the permit is paid in full. The permit must be returned for payroll deductions to end. Parking & Transportation Services (PTS) handles payroll deduction refunds.

Refunds will be made to students upon request and return of the existing permit. . The refund amount will be based on the number of full months remaining in the University's fiscal year. A refund will not be honored when a person's privilege to park on University property has been suspended nor if outstanding charges or other debts remain unpaid.

The University reserves the right to deduct from the refund any outstanding enforcement fee owed.

If a parking and/or traffic citation is not paid or appealed within 14 calendar days of issuance, a one time late fee of $10.00 will be assessed. Once an appeal decision is rendered the citation must be paid within 14 days of the date of the decision in the event that the appeal is denied or the fine reduced.

Every person receiving a University citation shall remit the amount of the charge to any of the four Offices listed below:

John Peace Library	1604 Campus	JPL 1.03.06
Multidisciplinary Studies Building	1604 Campus	MS 1.02.32A
Frio Street Building	Downtown Campus	FS 1.500D
Administration & Budgets	ITC

Any student, who has a financial obligation to UTSA, has a HOLD placed on his/her record. Until the HOLD is removed with full payment of the obligation, such students are not allowed to:

Students who fail to pay full tuition, fees, and charges, including late fees, on the due date are subject to one or more of the following actions at the University’s option:

UTSA wishes to avoid incurring additional collection costs and invites students to make payment arrangements with the Business Manager's Office if they are unable to meet established deadlines. Non-registered students with no payment history or record of payment arrangement with the Business Manager will be placed with a professional collection agency. This action may have an adverse effect on the student's credit history and may leave the student liable for additional costs related to collection of the debt. For further information, contact the Fiscal Services Office (210) 458- 8000 or the Business Manager's Office (210) 458-4221.

If all tuition and fees are not paid in full by the specified deadline the following will occur*:

3. If 180 days has elapsed since the last payment deadline and the loan remains unpaid, it will be turned over to a collection agency. There will be reasonable collection costs added to the current balance. This action may have an adverse effect on the student's credit rating. It will also be reported to The State Comptroller to have a State Vendor Hold placed, which will restrict receipt of funds from any Texas State agency.

4. If the collection agency is unsuccessful, the account will be forwarded to The University of Texas System, “Office of General Counsel" for legal action. Student will be responsible for any court fees or attorney fees incurred. The student's account will also be reported to a credit bureau, which may have an adverse effect on the student's credit history. The State Comptroller hold will remain.

5. All holds will remain in effect until the debt is resolved. This will also prohibit the student from registration, receiving grades or diploma, and/or receiving transcripts.

If the loan is not repaid in full by its specific deadline, the following will occur*:

3. If 90 days has elapsed since the loan repayment deadline and the loan remains unpaid, it will be turned over to a collection agency. There will be reasonable collection costs added to the current balance. This action may have an adverse effect on the student's credit rating. It will also be reported to The State Comptroller to have a State Vendor Hold placed, which will restrict receipt of funds from any Texas State agency.

5. All holds will remain in effect until the debt is resolved. This will also prohibit the student from registration, receiving grades or diploma, and/or receiving transcripts.

*Please be aware that the University is willing to work with any student to prevent these actions from being taken. To make payment arrangements, go to any Fiscal Services Office (JPL 1.03.06, MS 1.02.04, FS 1.500D) and speak to any staff member for assistance.

Students or staff whose checks are returned due to insufficient funds (NSF) will have a hold placed on their record and will be assessed a $15.00 fee for each returned check to offset the cost of handling. Payment for this amount must be in the form of cash, credit card, or money order only. The University will not accept a check from a student who willingly or unwillingly has previously written two bad checks to the University. These guidelines are outlined in the UTSA Undergraduate and Graduate Catalogs.

University policy prohibits the Fiscal Services Office from cashing personal checks under any circumstances, however there are ATM machines available for use on campus.

1604 Campus	Humanities Building	Galeria 2.01
1604 Campus	University Center	1.01A
Downtown Campus	Frio Street Building	1.400
1604 Campus	John Peace Library	1.01.02

Any one of the four Fiscal Services Office locations will reimburse for money that is lost in any vending machine on either one of the campuses.

Fiscal Services will provide a form that requires completion prior to refund. Information needed: