Area Responsible for Administration: Registrar’s Office
Approval Authorities: Senior Executive Committee
Vice President, Academic
Vice President, Finance and Administration
Approval Date: August 2018
Revision History: New
Review Timeline: Every 3 Years

Purpose

To establish the framework for the administration of fee assessment, fee payment and refunding of fees.

Scope

This policy applies to all full- and part-time domestic and international students registered in a program or a course at Seneca.

Key Definitions

Full-time student
An individual who is registered in at least 66.67 per cent of the assigned course requirements for a specific term or at least 70 per cent of the scheduled contact hours of an approved postsecondary program.
Part-time student
An individual who is registered in less than 66.67 per cent of the assigned course requirements for a specific term and less than 70 per cent of the scheduled contact hours of an approved postsecondary program.
International student
A student attending a postsecondary program or course on a valid study permit, who is not a Canadian citizen or person with a permanent resident status.
Domestic student
A student who is a Canadian citizen or person with permanent resident status.
Fees
Funds owed to Seneca prior to registration, including the tuition deposit, tuition, ancillary fees and, if applicable, program fees.
Overload registration status
Assigned to a student registered in more than 100 per cent of the total number of courses or credit hours in a program in a semester, according to the student’s program.
Academic year
Three consecutive terms of study beginning in September and concluding in August of the following year.

Policy

  1. General
    1. Tuition fees are recommended by the Registrar’s Office in accordance with the Ministry of Training Colleges and Universities’ (MTCU) tuition fee framework and are approved by the Senior Executive Committee and the Board of Governors.
    2. Compulsory ancillary fees are established in accordance with the MTCU’s Compulsory Ancillary Fee Protocol and are approved by the Senior Executive Committee and the Board of Governors.
    3. Program ancillary fees are established by the programs for specific materials not covered by tuition but are required to complete the program successfully. Program fees are approved by the Ancillary Resource Planning Committee.
    4. All tuition-related fees must be paid by the due dates as outlined in the important dates schedule published on the Seneca website for each term. Payment received after the published deadlines are subject to late fee charges. If fees and/or fines remain unpaid after the published deadlines, enrolment restrictions will be applied and can include loss of system access and withholding of official transcripts and credentials.
    5. Outstanding student accounts will be forwarded to a third-party collection agency.
  2. Paying Fees
    1. When fees are due for an entire academic year, students may opt to pay for only one academic term at a time.
    2. A tuition fee deposit must be paid once in an academic year by all postsecondary students in a full-time program. Tuition fee deposits are non-refundable even if the student does not attend Seneca.
    3. Students who have applied and are eligible for Ontario Student Assistance Program (OSAP) funding are still required to make a minimum tuition deposit payment by the established deadline to hold their seat in the program. The balance of fees must be paid by the first day of the term. Payment for any fees not covered by OSAP is the responsibility of the student.
  3. Students with Disabilities

    Any student with a permanent disability, who requires additional terms to complete their program because of a learning accommodation, is eligible to pay a reduced tuition fee of $20 per course for a reduced course load, plus ancillary fees. This rate only applies once they have paid the full tuition fees to complete the program in the approved duration. Such instances must be documented and tracked through Counselling and Accessibility Services.
  4. Tuition Refunds
    1. Tuition deposits, tuition, ancillary and program fees are non-refundable after the published deadline to make payment within a given term. If a student has not paid the fees in full, they will be required to pay the outstanding balance on their student account for the semester or be subject to the collections process.
    2. Students may submit a request for a tuition fee refund in writing and with supporting documentation to the Registrar’s Office.
    3. Students who submit formal notification of withdrawal within published deadlines from a full-time postsecondary program are entitled to a refund of tuition and ancillary fees as follows:
      • For domestic students who have withdrawn within published deadlines or prior to the start of term, a full refund of tuition and ancillary fees, less the designated non-refundable tuition deposit, will be issued
      • For international students who have withdrawn from Seneca within published deadlines or prior to the start of term, a full refund of tuition and ancillary fees, less a designated administrative fee, will be issued
      • For International students who present documented VISA denial prior to the start of term, a full refund of tuition and ancillary fees, less a $200 administrative fee, will be issued
      • Continuing education students will have varying deadlines for a refund depending on the length and duration of the course. Refer to Appendix B for more information.
    4. A full refund will be issued for any tuition and ancillary fees paid in advance for future terms. Students who have paid for future terms will be eligible for a refund for future terms if they formally withdraw before the start of classes. Students who formally withdraw from courses after published deadlines from the start of the term will be entitled to a full refund of any fees paid in advance for subsequent terms.
    5. A tuition fee refund may be considered outside the normal timeframes in extenuating medical or personal circumstances. Requests must be submitted in writing with supporting documentation (Review withdrawal procedure). Should such a refund be granted, it may be a prorated calculation based upon the length of time of attendance.
    6. If, as of the registration/enrolment deadline, a student’s course load changes to part-time status, a tuition fee refund may be issued, based upon the number of courses enrolled.

Supporting Documentation

Related Seneca Policies

  • None

Related Materials

Appendix A: Full-time or Part-time Load Day Students Withdrawing from a Program

Notification of withdrawal from a program must be directed to the Registrar’s Office in writing by email (registration.inquiries@senecacollege.ca), by mail or in-person at any of Seneca’s four main campuses (Newnham, Markham, Seneca@York or King) and within the published timelines in order to be eligible for appropriate academic standing and fees refund where applicable. Non-attendance of class and/or notification of withdrawal directed to a professor is not acceptable notification. Failure to withdraw officially will result in a “DNA” or “F” grade and will affect a student’s grade point average.

Academic Standing Fees Refund
Withdrawal from Seneca before the tenth day of scheduled classes will delete any reference in a student’s academic record Full tuition fees less the deposit will be refunded
Withdrawal from Seneca after the tenth day of scheduled classes and before the final withdrawal date as published by the Registrar’s Office will result in the grade designation “***” on a student’s academic record No tuition fees will be refunded. Fees collected in advance in advance for future terms will be refunded

Appendix B: Withdrawal from the Faculty of Continuing Education and Training

Students are responsible for all courses in which they register. If it is necessary to stop attending a course, the student must notify the Registrar’s Office in writing by email (ptreg@senecacollege.ca) or in-person at any of Seneca’s four main campuses (Newnham, Markham, Seneca@York or King), quoting the course and Seneca student ID number in the notification. Students may not attend and/or participate in any further classes once they have withdrawn.

Generally, refunds owing to students will be processed in three weeks and will be paid by cheque or, if the student’s original method of payment was credit card, by credit card.

Exceptions to this policy will not be made for students who register late.

Classroom-based and hybrid courses

Time of withdrawal Academic standing Fee refund
Written notification before the start date Deletes any reference in the academic record Full fees, less $25 administrative charge will be refunded
Written notification between the start date and the third scheduled class for courses that have six or more classes
Note:
For seminars, workshops and courses with fewer than six classes, students must withdraw prior to the start date to qualify for a refund.
Deletes any reference in the academic record Full tuition fee less $25 administrative charge, will be refunded. No refund of any lab/material fees
Final withdrawal date:
Written notification before:
  • The fifth class for courses with eight or fewer classes
  • The eighth class for courses with 12 or fewer classes
  • The tenth class for courses with more than 12 classes.
Results in a grade designation of “DNC” in the academic record (does not affect grade point average) No refund
Withdrawal without written notification or after the final withdrawal dates noted above Results in the appropriate grade designation of “DNA” or “F” (does affect grade point average) No refund

Online and correspondence courses with a duration of seven days

Time of withdrawal Academic standing Fee refund
Written notification on or before the second calendar day after the start date Deletes any reference in the academic record Full fees, less $25 administrative charge, will be refunded
Exception to above:
Material fees will only be refunded for correspondence courses if the materials are returned in good condition.
Final withdrawal date:
Written notification on or before the fifth calendar day after the start date.
Results in a grade designation of “DNC” in the academic record (does not affect grade point average). No refund
Withdrawal without written notification or after the final withdrawal date above. Results in the appropriate grade designation of “DNA” or “F” (does affect grade point average). No refund

Online and Correspondence courses with a duration of four weeks

Time of withdrawal Academic standing Fee refund
Written notification on or before the fourth calendar day after the start date Deletes any reference in the academic record Full fees, less $25 administrative charge will be refunded
Note:
Material fees will only be refunded for correspondence courses if the materials are returned in good condition.
Final withdrawal date:
Written notification withdrawal by the end of the third week
Results in a grade designation of “DNC” in the academic record (does not affect grade point average). No refund
Withdrawal without written notification or after the final withdrawal date above Results in the appropriate grade designation of “DNA” or “F” (does affect grade point average) No refund

Online and correspondence courses with durations of seven weeks

Time of withdrawal Academic standing Fee refund
Written notification on or before the seventh calendar day after the start date Deletes any reference in the academic record Full fees, less $25 administrative charge, will be refunded.
Note:
Material fees will only be refunded for correspondence courses if the materials are returned in good condition.
Final withdrawal date: Written notification by the end of the fifth week. Results in a grade designation of “DNC” in the academic record (does not affect grade point average) No refund
Withdrawal without written notification or after the final withdrawal date above. Results in the appropriate grade designation of “DNA” or “F” (does affect grade point average) No refund

Online and correspondence courses with durations of 14 weeks or longer

Time of withdrawal Academic standing Fee refund
Written notification on or before the fourteenth calendar day after the start date Deletes any reference in the academic record Full fees, less $25 administrative charge, will be refunded
Note:
Material fees will only be refunded for correspondence courses if the materials are returned in good condition.
Final withdrawal date: Written notification draw by the end of the tenth week Results in a grade designation of “DNC” in the academic record (does not affect grade point average). No refund
Withdrawal without written notification or after the final withdrawal date above. Results in the appropriate grade designation of “DNA” or “F” (does affect grade point average). No refund