Policies and Procedures


Refunds and Credit Balances

After all tuition, fees and financial aid have been posted to your account, it is possible to have a credit balance. To find out if you have a credit balance, log on to ConcordiaConnect to check your tuition account for a (-) sign in front of the balance.

You will receive an e-mail from the Office of Student Business Services notifying you when your financial aid has been posted to your account. Attached to that e-mail will be an account statement providing you with your account information.

Refund Policies

Options When You Have a Credit Balance

Keep funds on account: You may e-mail us back indicating you would like your funds to remain on your account for future terms.

Use your credit balance to purchase books. You may request a book voucher from the Office of Student Business Services to use at the Concordia Bookstore. The amount requested will be posted to your tuition account reducing your credit amount. Once a book voucher has been issued, it cannot be reversed back onto your account.

  • To receive and redeem a book voucher: You may pick up the voucher in the Office of Student Business Services and take the voucher to the bookstore. There you will receive a gift card for the amount authorized on the voucher. You may use these funds for any items in the bookstore.

Request a refund for the credit balance available. To receive a refund, complete the refund form and submit it to the Office of Student Business Services. Refunds can only be processed if the funds have been posted to the account creating a credit balance. If all funds are not available or do not match the amount you have requested, the refund will not be processed until all funds are available. You must complete a form each time you request a refund. Personal information is not stored.

  • The form is available in the Office of Student Business Services and also online through ConcordiaConnect. To find the form, click on the Resource tab and use the forms repository. Type in “student refund form,” and you will be able to download a pdf version of the form.
  • The form must be completed in its entirety, show the accurate refund amount, and be signed. You may fax the form to (708) 209-3176 or save the completed document and e-mail it to student.accounts@cuchicago.edu.
  • To receive your refund, submit the completed form by Friday to receive the funds the following Friday after 2 p.m.
  • The refund will be provided based upon the student tuition account credit balance at the time of issuance of the refund disbursement. There may be other expenses posted to your account after the disbursement, such as bookstore voucher purchases, parking tickets, additional tuition, or financial aid reductions due to the dropping of a class.

Course Add/Drop Policy

Adding a Course: Courses can be added to a student’s schedule within the first week of class. Time limits for the addition of courses are reduced proportionately in any semester where the structure of the class is such as an eight -week session. Click here to view the current academic calendars.

Refund Policy: A structured refund policy is available online that applies to your specific program. The standard format is as follows:

  • 100% refund on or before the end of week 2 of class
  • 67% refund from one day after the second week of class until the end of week 3
  • 0% refund one day after the end of week 3

Failure to attend class does not constitute as an automatic withdrawal from the class. Students must drop courses through the Graduate Admission Office. Students must drop according to the drop-date policy which will reflect the amount of refund for which you will be eligible. Failure to officially drop a course will result in receiving an F on your transcript. Students receiving an F will then be held responsible for all financial obligations in which were acknowledged on the signed registration form. Students may fax withdrawal forms to (708) 209-3454.

This refund policy may be altered at any time. A specific refund policy is written for each semester for students at all academic levels. This policy is structured by dates and percentage of refund a student would receive if applicable. Any student who does not withdraw within the refund policy dates has the right to appeal the charges by written appeal to the Dean of Students. Appeals should be submitted within the same term to be accepted for review. Any appeal that is submitted after that time may be rejected depending on the individual’s reason for the appeal.

Outstanding Balances

Students with outstanding balances will be prohibited from registering for additional courses as well as future term courses. Any account with an outstanding balance will incur a 1.5% charge, or a minimum of $25.00 service charge, each month on the account until the end of the semester. After the start of a semester and the bill due date, any student who has an outstanding balance will receive an e-mail at their Concordia e-mail address. This notification will inform students of their standing account balance and any service charges. Statements will continue to be e-mailed each month to any student with a balance. Please note, it is the student’s responsibility to check his or her Concordia e-mail account on a regular basis. This will help students in maintaining their tuition account information and remain in good standing. Concordia e-mail is the University’s primary source of communication.

Once a semester has ended, if you are also enrolled to take classes the following semester (for example, it is near the end of the fall term and you are also registered for spring), the University maintains the right to automatically withdraw you from the following semester. If amounts are owed at the end of the semester, the student will be placed in collections (see Collections Policy in the Fees section of the Concordia catalog). Any efforts to collect unpaid balances due to Concordia University Chicago that are made by a third-party source are the student’s responsibility. Such costs include, but are not limited to, fees from the outside collection agencies, attorney fees, court costs, service charges. The student is to also understand that these are additional costs to the tuition and fees due to the University.

Graduating students with outstanding balances will not be permitted to participate in their graduation ceremony and are not entitled to receive a diploma, transcripts, credentials and/or other possible University-provided verifications until the balance is paid in full. In such instances, the University reserves the right to demand that such payments be paid with guaranteed funds.

Bankruptcy

Students with outstanding balances who file for bankruptcy and list Concordia University as a creditor that is owed a debt will have all collection efforts ceased according to the bankruptcy law. The balance will remain on the account. With that, a bankruptcy will stop collection efforts; however, transcripts and diploma remain the property of the University.