7.5.1 Waiver of Application Fees

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Chapter 7: General Finance Provisions

7.5.1 Waiver of Application Fees Procedure


Related Minnesota State Board Policy: 5.11 Tuition and Fees
Related Minnesota State Board Procedure: 5.11.1 Tuition and Fees

Purpose:  The current and approved policy of Normandale Community College is to charge each new entering student a $20 application fee.  Under certain circumstances, these fees may be waived or removed with supporting documentation and written approval from the Director of Admissions to the Payments and Billing Office Supervisor for auditing purposes.

Part 1: Conditions under which the Application Fee may be waived:
 

Subpart A:  Financial Hardship

  1. The application fee may be waived for applicants providing evidence of financial hardship.
  2. The supporting documentation should be on letterhead and contain the applicant’s name.
    a. Supporting documentation can include but is not limited to:
    • A request from a high school counselor on behalf of the student.
    • A National Association of College Admissions Counselor (NACAC) waiver request form.
    • Enrollment in a Federal, State, or local program that aids students from low-income families (such as TRIO or Admission Possible).
    • Participation in the Free and Reduced Lunch Program.
    • Receipt of economic assistance benefits (such as Women, Infants or Children (WIC), welfare, food stamps).
    • Evidence of federally subsidized housing, foster home or homeless.
    • Ward of the State or orphan.
    • Evidence of current unemployment.
    • A request from a designated official at a correctional facility on behalf of an individual who is incarcerated.
    • Other documentation of financial hardship as determined by the Director of Admissions.  
  3. An Admissions Waiver form and/or the supporting documentation will be scanned and attached to the applicant’s imaged file. 
  4. The Director of Admissions will review and forward names and student tech IDs numbers to the Payments and Billing Office Supervisor with an email approving the application fee waivers.
 

Subpart B:  Service Member Status

The application fee can be waived for those individuals currently active in any branch of the U.S. military service, or a veteran of U.S. military service. 

  1. An applicant can show a military identification card.  Other supporting documentation may include a copy of current or discharge orders which include the service member’s name.
  2. It is illegal to copy the ID card, so the Admissions staff member will complete and sign an Admissions Waiver form indicating he/she has seen the military ID card.
  3. The form and supporting documentation will be scanned and attached to the applicant’s image file. 
  4. The Director of Admissions will review and forward names and student tech IDs to the Payments and Billing Office Supervisor with an email approving the application fee waivers.
 

Subpart C:  Marketing Purposes

The application fee can be waived for prospective students attending and applying at an Admissions’ promotional event Or recruitment activity (such as open house, information sessions, high school visits, high school college application events, one on one admissions appointments).  The application fee may also be waived for a specific group of students who have a strong possibility of matriculation to the college (i.e., graduating high school seniors enrolled in a special high school program or through the Post-Secondary Enrollment Options Program).

  1. For online applications, a promotional code is used in ISRS, which prevents an accounting entry on the student’s record charging an application fee.  If the promo code is missed (students submits in error), the student’s named and student Tech ID number is included on a weekly list that is sent to the Payments and Billings Office to have the fee reversed on the student record in ISRS.  A waiver form is completed by an Admissions staff member and scanned in the student’s imaged file.
  2. For paper applications the application is stamped as “waived fee” and initialed by the Admissions representative.  When the application is processed, the rep’s assigned promo code will be entered in ISRS, and the paper application is scanned in the student’s imaged file.
  3. The Director of Admissions will review and forward names, student tech IDs and the reason for the waiver to the Business Office Supervisor with an email approving the application fee waivers.
  4. High School students participating in the Post-Secondary Enrollment Options program can be admitted as a future undergraduate student and do not need to pay an application fee.
 

Subpart D:  Non-Admitted Students

  1. A non-admitted student is an individual who submitted an application to the college, but did not pay the application fee or was never admitted to the college and remains in pending status.
  2. At the end of each application cycle, pending applications will be cancelled.  The application fee can be removed as the student was never admitted to the college.  The individual will need to submit a new application in a future application cycle.
  3. The Director of Admissions will review and forward names and student tech IDs to the Payment and Billing Office Supervisor requesting removal of the fee from the accounting module on the students’ records in ISRS.
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Part 2: Authorization to waive the Application Fee
 

Subpart A: Admissions personnel are authorized to waive application fees under the conditions outlined above.

  1. The Director of Admissions will approve and forward names, student tech IDs, and the reason for the fee waiver or removal to the Payment and Billing Office Supervisor.
 

Subpart B:  Exceptions outside of the conditions above may be granted by the Vice President of Student Affairs.

  1. The Vice President of Student Affairs will approve and forward names, student tech IDs, and the reason for the fee waiver or removal to the Payment and Billing Office Supervisor.
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  Procedure History:
 
Date of Implementation
Department Owner: Student Affairs, Admissions
Next Review Date: 12/06/2022
Date and Subject of Revisions:
6/7/2018 Deleted references to orientation fee; Normandale discontinued charging an orientation fee effective 7/1/2018.
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