Expenses and Financial Policy

The fees indicated are estimated for the 2020-2021 academic year and are subject to change by the Board of Visitors at any time.

Statement of Student Responsibilities, Conditional Terms, & Consent of All Provisions

I, as a Longwood University student, understand and accept the responsibility to:

• Submit full payment of tuition and fees generated from my registration.
• Submit full payment of all charges for housing and dining services.
• Submit full payment of any library fines, parking fines, damages and any other applicable miscellaneous charges incurred.
• Pay a $50 fee for any item(s) returned by the bank, ACH electronic drafts or paper checks. Students making insufficient fund payments to Longwood University may result in an Honor Code violation with the Office of Student Conduct and Integrity.
• Maintain a current mailing address on file with our Office of Registration. (Paper check refunds and tax forms will be delayed if the permanent mailing address or the local address on file for the student is not current and active.)
• Acknowledge my Longwood email as the official means of communication.
• Read my Longwood University e-mail on a daily basis.
• Set up bank account information required for Direct Deposit of student loan refunds.
• Enter a mobile phone number and carrier into my profile in My Student Account if I wish to receive text messages for billing.
• Read and abide by the rules as stated in University catalogs and handbooks.
• Review the electronic billings and pay the University by the due dates stated. I understand paper bills will not be sent to me as an actively enrolled student.
• Pay the University for any amounts I am not eligible for under applicable financial aid guidelines and realize my financial aid may be adjusted due to eligibility.
• Return any funds owed to Longwood University in the event adjustments are made to my student account after a refund has been processed. I acknowledge I will have a hold on my account until that money has been returned.​

Agreement to Pay Tuition and Fee Charges

In consideration of Longwood University allowing me to register for courses, thus incurring costs to the University, I promise to pay Longwood University tuition and fees assessed for my registered courses by the published payment due date for each semester. Also, I agree to pay for any additional fees and interest charges assessed to my account each semester. Any account not satisfied by the final payment due date will be referred to an attorney or a collection agency, and collection fees of up to 32% of the outstanding balance will be added.

Any account not satisfied by the final payment due date may be reported to the credit bureaus, and may be listed with the Virginia Department of Taxation through the Debt Set-off Program. Listing with the Virginia Department of Taxation may result in the seizure of funds from a tax refund, any refund from another state agency, and/or a lottery claim.

I understand the principal amount is calculated based on my registration each semester. All outstanding tuition account balances are considered qualified educational loans under I.R.C. 221 and are extended with the express understanding that future repayment shall be made to the university. I further understand that my acceptance of these terms represents my acknowledgement and acceptance of my tuition and fee account balances qualifying as a qualified education loan under I.R.C. 221, and as such, its exemption from discharge under the federal bankruptcy code, 11 U.S.C. 523(a) (8).

I understand, agree and authorize Longwood University to use my social security number for internal and external credit reporting and collection purposes for all charges incurred for the duration of my enrollment with Longwood University.

I expressly consent that you, your affiliates, agents, and service providers may contact me using written, electronic, or verbal means as the law allows. This consent includes, but is not limited to, contact by manual calling methods, prerecorded or artificial voice messages, text messages, emails and/or automated telephone dialing systems. I also expressly consent to you, your affiliates, agents, and service providers contacting me by telephone at any telephone number associated with my account, currently or in the future, including wireless telephone numbers, regardless of whether I incur charges as a result. I agree that you, your affiliates, agents, and service providers may record telephone calls regarding my account in assurance of quality and/or other reasons.

This agreement is subject to the laws of the State of Virginia, without regard to its conflict or choice of law provisions. I irrevocably consent to the jurisdiction of the state and federal courts located in Prince Edward County, Virginia, in any lawsuit arising out of or concerning this agreement, or the enforcement of any obligations under this agreement, including any lawsuit to collect amounts that I may owe as a result of this agreement.

Requesting services will be deemed to be acceptance of these terms.

Dropping from Courses

I understand that I am responsible for dropping courses I do not plan to attend. My courses must be dropped by me, the student during the 100% refund period or tuition and fees will be assessed accordingly.

Late Payments

If my student account is not paid in full or secured by a Longwood University Payment Plan or Financial Aid or approved Third-Party Tuition Assistance I will be assessed a late payment fee of 10% of the unsecured past-due account balance as prescribed in 2.2-4805 of the Code of Virginia. I understand failure to receive a bill does not waive the requirement for payment when due and will not prevent the application of the late payment fee.

Any communication disputing an amount owed must follow the Tuition Appeal information published on the following website http://www.longwood.edu/studentaccounts/tuitionfee-appeals/.

Past Due Accounts

I understand any past due balances on my account will generate a hold on my account and I may not be allowed to:

• Access assigned housing & meal plans
• Register for future classes
• Receive official transcripts
• Receive my diploma

​Tuition and Fees

Longwood University assesses Tuition & Required Fee charges to (full-time and part-time) graduate students on a per credit hour basis, according to course type/method of instruction and enrollment period.

For academic and financial aid purposes, a graduate-level student must be registered for at least six (6) credit hours per semester to be considered full-time. Graduate-level students registered for fewer than six (6) credit hours per semester are considered part-time for academic purposes. To be eligible for financial aid a student must be registered for a minimum of three (3) credits per semester.  Full-time status for state financial aid is nine (9) credit hours per term. See Financial Aid section of the catalog.

Special Note: Students who audit courses pay the same tuition and required fee rates as students taking courses for academic credit.

For All Communication Sciences and Disorders - MS students, the following per credit hour tuition and required fee rates apply for students taking graduate-level courses (500 level & above):

For the fully online programs, MBA and HPE students, the following per credit hour tuition and required fee rates apply for students taking graduate-level courses (500 level & above):

For All other graduate programs and courses, the following per credit hour tuition and required fee rates apply for students taking graduate-level courses (500 level & above):

*NOTE: For purposes of this policy and most other listings throughout the Expenses and Financial Policy section of this catalog:

On-campus rates apply to most credits offered through the Farmville, Virginia campus. On-campus credits will include, but are not necessarily limited to: credits associated with classroom instruction, credits earned while participating in certain (student exchange or faculty-led) study abroad experiences, student teaching and internship assignments, and/or independent study assignments.

Online rates apply to Internet course sections beginning with “B” or “JB” (if offered during Winter Intersession enrollment period).

Off-campus rates apply to course sections beginning with “9” or “J9” (if offered during Winter Intersession enrollment period).

Off-campus and Online rates apply to those types of courses regardless of the term.

Intersession rates apply to credits associated with classroom-based courses and/or Longwood University faculty-lead programs (abroad) beginning after the end of the fall semester and ending before the standard (January) start date of the spring semester.

Required Fees

Tuition and required fees are charged to all full-time and part-time students, graduate and undergraduate, including student interns, student teachers, and students earning credit hours for independent study. Required fees include:

Student Activity Fee - This fee is set by the Student Government Association (SGA) and is used to support student organizations and various student activities approved by SGA including the Graduate Student Association (GSA).

Comprehensive Fee - The comprehensive fee covers auxiliary costs as follows:  Athletics, Parking & Transportation to include Farmville Area Bus (FAB), telecommunications, student health and wellness services, student union programming, campus recreation and intramural programs and other auxiliary services such as Lancer Card Center, Printing Services, etc. The fee also supports the University’s online course management system, to include hardware, software, instructional design and delivery training, and technology support services for online courses.  For off-campus students, the comprehensive fee covers costs associated with support staffing, information technology services, the online course management system and video teleconferencing system, and all support involved with maintaining those.

Capital Outlay Fee - The capital outlay fee is a state-mandated fee required of out-of-state students to support debt service costs associated with capital projects funded by the Commonwealth of Virginia.

Other Fees

Application and Readmission Fee: A non-refundable application fee of $40.00 is required for each graduate student making an application to Longwood University. A non-refundable readmission application fee of $40.00 is required of each graduate student applying for readmission to Longwood.

Course Fees: Some academic course offerings require additional course and/or lab fees. These fees are assessed to all students enrolled in the course at the end of the Add/Drop period. Fees typically range from $5 to $300, but may be higher for certain programs.

Study Abroad Administrative Fee:  A non-refundable $250.00 administrative fee is charged to students studying abroad/away.

Transcript Fee: A fee of $10.00 will be charged for each copy of official transcript.

Enrollment Verification Fee: A fee of $5.00 will be charged for each (semester/term) enrollment verification request. NOTE: Enrollment verifications are released after end of the Add/Drop period for requested semester/term/course.

Automobile Registration: A fee is charged for each automobile registered. Parking on main campus or on Longwood-managed properties is permitted only if the permit issued on payment of the fee is displayed. For information regarding parking regulations and/or parking fees, please visit the Longwood University Parking Services website: http://www.longwood.edu/parking/.

Returned Item Fee: For payments posted by paper check or electronic (ACH) draft, a $50.00 fee will be assessed to the student account for each item returned unpaid by the bank for any reason. NOTE: Paper checks and ACH Bank Drafts (electronic checks) will not be accepted on student accounts that reflect three (3) previously returned items. Students making insufficient fund payments to Longwood University may be subject to an Honor Code violation with the Office of Student Conduct and Integrity.

Graduate Admission/Tuition Deposits

If required, the non-refundable Graduate Deposit becomes a credit (prepayment) on the new student’s account.

Qualifying for Virginia Tuition Rates

Longwood follows the domicile guidelines covered in the Code of Virginia.  These guidelines are available at https://law.lis.virginia.gov/vacode/title23.1/chapter5/section23.1-503/ and https://www.schev.edu/index/tuition-aid/in-state-residency. Information regarding the domicile determination of military personnel and their dependents is also covered in the guidelines.

Special arrangement contracts may be made to waive the difference between out-of-state and in-state tuition rates to all Virginia school teachers whose employers will pay their tuition and fees. Teachers who live out-of-state or have moved into Virginia within the last year should notify Longwood of that fact at the time of class registration so that a special arrangement contract can be made with the school division in which the teacher is employed.

Procedures

Applicants

Upon application for admission, the Application for In-State Tuition is submitted to the College of Graduate and Professional Studies for review and decision. If the applicant is accepted, the residency determination is included in the acceptance letter.

If the student does not agree with the domicile decision, a letter of appeal with supporting documentation should be submitted to the College of Graduate and Professional Studies for review and subsequent decision. If the student does not agree with this decision, a written appeal with supporting documentation should be submitted to the Dean of Students. If the student does not agree with this decision, the student may petition the Circuit Court.

Current Students

The University may initiate a reclassification inquiry at any time after the occurrence of events or a change in facts gives rise to a reasonable doubt about the validity of existing residential classification.

A current student wishing to have the domicile changed for tuition purposes must submit an Application for In-State Tuition Rates with supporting documentation to the Office of the Registrar prior to the start of the semester for which the student is requesting in-state rates. The University will not initiate this process. Changes in status will not be applicable to previous or current semesters. If the student does not agree with the decision of the Office of the Registrar, a written appeal with supporting documentation should be submitted to the Dean of Students. If the student does not agree with this decision, the student may petition the Virginia Circuit Court.

Establishing in-state status while one is a student can occur if the student or the parent(s) of a dependent student moves to Virginia and fulfills the requirements of domicile including the one-year residency. Students classified as out-of-state must present clear and convincing evidence to rebut the presumption that residing in Virginia is primarily to attend school. Residence or physical presence in Virginia primarily to attend college does not entitle students to in-state tuition rates.

Veterans Access, Choice, and Accountability Act of 2014

The following individuals shall be charged a rate of tuition not to exceed the in-state rate for tuition and fees purposes:

• A Veteran using educational assistance under either chapter 30 (Montgomery G.I. Bill - Active Duty Program) or chapter 33 (Post-9/11 G.I. Bill), of title 38, United States Code, who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal State of residence) and enrolls in the school within three years of discharge or release from a period of active duty service of 90 days or more.
• Anyone using transferred Post-9/11 GI Bill benefits (38 U.S.C. § 3319) who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal State of residence) and enrolls in the school within three years of the transferor’s discharge or release from a period of active duty service of 90 days or more.
• Anyone using benefits under the Marine Gunnery Sergeant John David Fry Scholarship (38 U.S.C. § 3311(b)(9)) who lives in the Commonwealth of Virginia while attending a school located in the Commonwealth of Virginia (regardless of his/her formal State of residence) and enrolls in the school within three years of the Service member’s death in the line of duty following a period of active duty service of 90 days or more.
• Anyone described above while he or she remains continuously enrolled (other than during regularly scheduled breaks between courses, semesters, or terms) at the same school. The person so described must have enrolled in the school prior to the expiration of the three year period following discharge, release, or death described above and must be using educational benefits under either chapter 30 or chapter 33, of title 38, United States Code.

Dependents of Military Personnel

Longwood follows the Code of Virginia to determine residency status of military personnel and their dependents. Please go to http://www.schev.edu/index/tuition-aid/in-state-residency/financial-aid-policy-and-procedures (Part III) for the latest guidelines.

Information Concerning On-Campus Residency

Graduate students seeking to reside in Longwood University managed housing may contact Office of Residential and Commuter Life (RCL) for guidance and availability.

Link to RCL/Housing website:  http://www.longwood.edu/housing/.

Billing and Payment Schedule

Longwood University utilizes an electronic billing and payment solution, TouchNet Ebill.

All graduate students (degree, professional endorsement, and non-degree seeking) are expected to pay for courses at the time of registration. However, if a graduate student registers during the undergraduate open registration period and does not pay for courses at the time of registration, then the Office of Cashiering and Student Accounts will generate an E-bill and graduate students will be required to pay all charges by the semester due date to avoid the possible assessment of late payment fees. Please see Billing Schedules below.

Please note: E-BILL NOTIFICATIONS ARE SENT TO THE STUDENT’S LONGWOOD E-MAIL ADDRESS. E-BILL NOTIFICATIONS ARE ALSO SENT TO AUTHORIZED USERS IF SET UP BY A STUDENT. Students are responsible for paying (or securing with adequate financial aid) all calculated charges on, or before, each semester’s payment due date. Students requesting changes after open registration are encouraged to view their account summaries via myLongwood portal. Any charges assessed after the original semester payment due date are due and payable at the time incurred. Failure to receive a bill does not waive the requirement for payment when due. All currently enrolled students (including students registered after the billing date) may view their billing statements/account summaries on-line via myLongwood.

Billing Schedules

Fall Semester: Fall charges (based upon the student’s registered credit hours), less any credits will be E-billed on or about July 9th, and shall be due on or about August 7th. Credit will be given for third party tuition assistance* only if the student provides Longwood with an approved “authorization to bill the employer” prior to Longwood’s scheduled billing dates. Failure to receive a bill does not waive the requirement for payment when due.

Spring Semester: Spring charges (based upon the student’s registered credit hours), less any credits will be E-billed on or about November 20th, and shall be due on or about January 8th. Credit will be given for third party tuition assistance* only if the student provides Longwood with an approved “authorization to bill the employer” prior to Longwood’s scheduled billing dates. Failure to receive a bill does not waive requirement for payment when due.

*Please note: Longwood University will give credit for tuition assistance authorized by a school or other employer only if the employer guarantees to make payment directly to Longwood University. Longwood will not delay the due date for payment if tuition assistance is paid directly to the student (reimbursement basis) or if payment is contingent upon the student’s successful completion of the class. In all cases, students are responsible for delivering approved “tuition assistance authorization forms” (at the time of registration) to Longwood’s Office of Student Accounts, and students are responsible for paying (at the time of registration) all amounts not guaranteed by the authorization. Failure to submit approved tuition assistance authorizations (and, if applicable, personal payments) at the time of registration could result in the assessment of late payment fees. If assessed, late payment fees will be charged to the student.

Methods of Payment:

For detailed information concerning billing processes and managing the online student account, please refer to the Office of Student Accounts’ website: http://www.longwood.edu/studentaccounts/billing–payments/billing-process/ .

Lump Sum Payments:

Online Payments: Currently-enrolled students and their authorized users may log into myLongwood/My Student Account to view most recent billing statements and see all current account activity. Students and authorized users may submit lump sum payments, online, using Visa, MasterCard, Discover, Diners Club, JCB, UnionPay, BCcard, DinaCard or American Express (credit or debit), or an automatic draft from a bank account. A non-refundable convenience fee of 2.85% will be assessed on all credit or debit card payments. ACH Bank Draft (electronic check) payments will be processed without additional fees. On-line payments submitted through TouchNet (myLongwood) are posted immediately to the appropriate student account.

Important notes concerning online payments:

1. If you choose Electronic Check as a payment method, please obtain the correct ACH Electronic Draft format for your bank account number from your bank or credit union. DO NOT USE THE NUMBERS ON YOUR DEBIT CARD FOR YOUR BANK ACCOUNT NUMBER. Lines of credit, money market accounts, mutual fund accounts, trust funds, etc. cannot be electronically drafted. In addition, many “savings” accounts cannot be electronically drafted, particularly with credit unions. Please check with your financial institution to verify that your account can be electronically drafted. A $50.00 Returned Item Fee will be charged For any items returned by your bank, regardless of reason, as prescribed by the Code of Virginia 2.2-4805.  Please also reference Returned Items section of this catalog.
2. If your payment choice is a debit card, please inquire with your bank concerning any daily dollar limits.

Delivered/Mailed Payments: Lump sum payments may also be submitted to the Office of Cashiering, 2nd floor Lancaster building (Room 201-A). Cash, personal checks (unless prior checks have been returned), cashier’s checks, and money orders are accepted. An after-hours payment drop box is also available outside the entrance to the Office of Cashiering and Student Accounts.

Please note: Credit/Debit cards are not accepted in the Office of Cashiering.

Payment Mailing Address:  Office of Cashiering, Longwood University, 201 High Street, Farmville, Virginia 23909.

International Payments: Longwood University has partnered with Flywire to provide option for International students to pay using their local currency. With Flywire, International students may track payments through the whole process and may take advantage of Flywire’s 24/7 Customer Support team. To begin a payment, International students may go to: longwood.flywire.com.

Monthly Payment Plan:

Longwood University provides the option for parents and students to pay educational expenses in interest-free monthly installments. 

A non-refundable participation fee of $5 per semester is charged when you enroll online.

Expenses not included:

• Personal expenses
• Books
• Computers
• Travel expenses

Longwood University does not charge a fee for late enrollment in the monthly payment option.

Monthly payment plans are available to all students for the fall, spring and summer semesters with the exception of study abroad students and MBA. Full payment of Study Abroad charges must be made prior to the beginning of the semester. Full payment of MBA tuition is required before each session start date.

Link to Office of Student Accounts website:  http://www.longwood.edu/studentaccounts/billing-payments/monthly-payment-plan/ .

 You will need the electronic payment information from your bank (ABA routing number and bank account number) in the correct format. Your payment is subject to approval and final verification from your bank. Please check with your financial institution to verify your account can be electronically drafted.

The following accounts may not be automatically drafted:

• Lines of credit
• Money market accounts
• Trust accounts
• Mutual fund accounts

If your banking information changes or is entered incorrectly please update your plan payment method.

How to Enroll

You may access the option for the plan through myLongwood, Student Tab, My Student Account.

Complete the self-service application. The student may enroll in the plan or may authorize others to enroll in the plan.

Authorized users will be emailed the procedures for accessing the student account and may enroll in the plan once the student sets the authorizations.

Touchnet Payment Plan Manager

Our Touchnet Payment Plan Manager system should automatically adjust your monthly payments as activity on the student account changes and will notify the student or authorized user (s) via email. The payments are automated using an ACH bank draft (Electronic check) or credit/debit cards (2.85% convenience fee).

The automated payment schedule is set upon enrollment. No other action is necessary for the payments to draft from the bank account selected at enrollment in the plan.

To change your plan payment method:

• Log in
• Save a new payment profile
• Click on Payment Plan
• Change the account associated with your plan & confirm

Returned MPP Payments 

A $50 fee will be charged for any items returned by your bank. 

Questions/Assistance

If you need additional assistance, please contact Kathy Motley, (434) 395-2267 or motleykr@longwood.edu.

Returned Items

Paper checks and ACH Bank Drafts (electronic checks) will not be accepted on student accounts that reflect three (3) previously returned items. Redemption of any returned item will be by cash, cashier’s check, or money order. Additionally, a returned payment item that was made on a student account may be redeemed using a debit or credit card. A service fee will be applied to all returned items in order to cover the University’s cost of processing the returned item including bank charges. Upon notification of the return, a hold flag will be placed on the student account to prevent future registration and acquiring official transcripts. Any amounts not satisfied will be referred to a collection agency, and collection fees will be added. Any amount not satisfied may be reported to the credit bureau, and may be listed with the Virginia Department of Taxation. Listing with the Department of Taxation may result in the seizure of funds due from the Commonwealth such as a tax refund or lottery claim.

Late Payment

Any student account not paid in full or secured by our Payment Plan or Financial Aid* or approved Third-Party Tuition Assistance may be assessed a late payment fee of 10% of the unsecured past-due account balance as prescribed in 2.2-4805 of the Code of Virginia. Failure to receive a bill does not waive the requirement for payment when due and will not prevent the application of the late payment fee.

* Please note: Students are responsible for endorsing scholarship or Private loan checks upon notification from the Office of Financial Aid/Students Accounts. Failure to return endorsed checks in a timely manner could result in the assessment of late payment fees and/or cancellation.

Cancellation Policy for Unpaid Student Accounts

Any student with an unpaid account balance not secured by Longwood’s Monthly Payment Plan and/or financial aid may have her/his course schedule cancelled on the day following the original (semester) payment due date. (The payment due date for the fall semester is on or about August 1st, and for the spring semester is on or about January 2nd.) In addition, if applicable, any residential or commuter student with unpaid balances may be denied access to student housing on her/his scheduled move-in day and/or may be blocked from utilizing campus meal plans.

Failure to receive a bill will not waive the requirement for payment when due. Students may access account summaries/billing statements via Longwood University’s Student Information System (myLongwood).

Following the cancellation of her/his course schedule, any student who wishes to reinstate must first pay the required reinstatement fee in addition to any other financial obligation due to the University. The deadline to reinstate a course schedule is the last business day prior to the first day of classes. In certain instances, a student’s original course schedule may no longer be available; therefore, students requesting reinstatement must work with advisors and/or the Office of the Registrar to create new course schedules. Payment of the reinstatement fee and any outstanding charges must be made to the Office of Cashiering.

Any student who processes an initial registration or who adds classes and/or room/board assignments after the original (semester) payment due date is expected to remit payment for all balances due upon registration and/or upon request for room/board assignment. If payment is not made following registration/assignment, then the student’s course schedule may be cancelled at the end of the Add/Drop period, and if residential, the student will be subject to eviction from student housing at that time.

If payment is not made or if an account is not adequately secured by the end of the Add/Drop period:

1. Degree-seeking undergraduate-level students may be administratively withdrawn from the University and, if administratively withdrawn, will not be allowed to apply for re-admission to Longwood until the following semester.
2. Residential students will be subject to eviction from student housing.
3. Graduate-level degree-seeking or professional endorsement seeking students and non-degree-seeking students may be administratively withdrawn from all (current semester) courses and will be blocked from processing future registrations until all outstanding balances due are fully paid to the University.

Any student with an unpaid/unsecured account balance whose course schedule is cancelled and/or who is administratively withdrawn from the University will be assessed charges in accordance with University catalog-published withdrawal policy*.

* Please note: Following administrative withdrawal due to non-payment, withdrawal penalties may be substantial. This is particularly true in the case of Graduate, Winter Intersession, Summer, and/or Special Offering (abbreviated term) courses-for which, after course drop deadline, financial withdrawal penalties will equal 100% of the originally-assessed tuition and fee charges.

Administrative cancellation/withdrawal will not waive a student’s financial obligation(s).

Diplomas and official transcripts will not be issued until all financial obligations to Longwood have been paid or secured to the satisfaction of the University. Any unpaid balance will prevent future registration and will prevent the adding or dropping of classes. [Note: Through the last day to drop a class, students may submit written/faxed “drop” requests (Course Schedule Change Forms) to the Office of the Registrar.]

Notice of Fees and Charges on Unpaid Tuition and Fee Balances

The public is hereby placed upon notice that failure to pay in full at the time services are rendered or when E-billed may result in the imposition of a 10% late payment fee on the unpaid balance. If the matter is referred for collection to an attorney or to a collection agency, the debtor may then be liable for attorney’s fees and/or additional collection fees of up to 32 percent of the then unpaid balance. Also, any account not satisfied by the due date may be reported to the credit bureau and will be listed with the Virginia Department of Taxation. Returned items will incur a handling fee of $50.00. Requesting or accepting services will be deemed to be acceptance of these terms.

The student is responsible for all charges assessed regardless of any arrangements or agreements made with other parties.

Hold Flags, Future Registrations, and Release of Transcripts

Hold flags will be placed on student accounts having past-due financial obligations and may be placed on student accounts for a variety of other reasons (ex. transcripts incomplete, missing health form, degree-application delinquent).  Diplomas and official transcripts will not be issued until all financial obligations to Longwood have been paid or secured to the satisfaction of the university.  Any unpaid balance may prevent future registration and may prevent the adding or web-dropping of classes.  [Note:  Through the last day to drop a class, students may submit written/faxed “drop” requests (Course Schedule Change Forms) to the Office of the Registrar.] For more information regarding the removal of non-financial hold flags, students are encouraged to contact the department(s) that posted the hold flag(s).

Per federal guidelines, students for whom the Veteran’s Administration has not yet paid tuition and fees for their veteran’s benefits under the Post 9/11 GI Bill (Chapter 33) or Vocational Rehabilitation and Employment Services (Chapter 31) are not subject to the university’s usual policies regarding current term holds, restrictions, or late fees. Students with an unpaid balance at the completion of the semester may be subject to holds, restrictions, and late fees. Please note, students using Post 9/11 GI Bill benefits at a rate less than 100% are responsible for managing the cost of attendance not covered by VA Education Benefits.

Hold flags may be viewed via myLongwood and Degree Works.

Financial Withdrawal Policies and Procedures

Once a student has registered, pre-registered, or otherwise been assigned classes for any semester, he/she must officially withdraw from the University/drop all registered credits within the appropriate Add-Drop period to prevent the assessment of tuition and fee charges. A student with a room assignment must officially withdraw from the university or (if permissible) cancel room contract before the first day of the academic semester to prevent (full or partial) assessment of housing charges.  A residential or commuter student with a meal plan assignment must officially withdraw from the university or (if permissible) cancel meal plan contract before the first day of the academic semester and before utilizing plan (meals and/or Bonus $) to prevent (full or partial) assessment of board charges.

Students withdrawing from the University on the first day of the academic semester, or later, will be charged as stated under the Catalog section REFUNDS AND CHARGE ADJUSTMENTS.

For additional guidance and/or to complete official withdrawal procedures:

1. Graduate-level students (degree or non-degree-seeking) must contact the College of Graduate and Professional Studies.
2. Undergraduate-level students (degree or non-degree seeking) must contact the Office of the Registrar.

Official Withdrawal / Enrollment Status:  Withdrawal is not considered official until a student has completed withdrawal paperwork with the appropriate Longwood University office: College of Graduate and Professional Studies (graduate students) or Office of the Registrar (undergraduate students).

Please note that the following actions will not substitute for formal withdrawal (or course cancellation) and will not be considered justification for elimination or reduction of charges:

1. Failure to submit payment for a course after registering
2. Failure to officially drop a course for any reason, including due to the presence of a hold flag
3. Failure to attend class, log into Canvas, and/or complete coursework after registering
4. Requesting release of official (or unofficial) transcripts-including to an employer and/or to another College or University
5. Failure to apply for, receive, or accept financial aid and/or other Third Party tuition/fee assistance
6. Voluntary or enforced cancellation of offered financial aid
7. Failure to occupy Longwood-managed housing and/or to utilize campus meal plan

All students: Please note that separate academic withdrawal policies exist in addition to financial withdrawal policies. For additional information, please refer to Withdrawal Policy, under the section Academic Regulations , of this Catalog.

Financial Aid Recipients: Please note that withdrawal prior to the 60% point in a semester significantly impacts a student’s eligibility to retain “unearned” financial aid, and may result in financial aid recipients owing large tuition and fee balances to the University. In addition, a registered student’s failure to attend class and/or to successfully complete coursework may reduce or cancel the student’s eligibility to retain (current and/or future term) financial aid. Financial Aid recipients are strongly encouraged to seek guidance from the Office of Financial Aid prior to leaving the University and/or completing withdrawal processing through the College of Graduate and Professional Studies or the Office of the Registrar.

Refunds and Charge Adjustments

Refunds and Charge Adjustments Following Drop or Withdrawal from Graduate-level Courses (All Semesters/Enrollment Periods, All Course Formats):

Dropping: Longwood University “Add-Drop Policy” is available, online, from the Office of the Registrar website: http://www.longwood.edu/registrar/policies–regulations/#adddrop .

A student who officially cancels (drops) one or more graduate level course(s) on or before the last day to drop for each course, will be fully credited the difference in tuition and fees for the reduced number of credit hours, if any.

Withdrawing: After the last day to drop for each course, no tuition and fee cost reductions (credits) will be issued to students who “withdraw without academic penalty” (grade of “W”) from individual courses. If a student withdraws before his/her account balance is paid in full, then the student will be responsible for paying any remaining balance due.

Enforced withdrawals, such as disciplinary suspension or administrative withdrawal due to non-payment, will not involve credits or refunds beyond the above schedule.

Leave of Absence: If the leave of absence is requested after the first day of classes, but prior to the add/drop date, and the student had previously been awarded financial aid for the term, that aid will be reduced or canceled. Aid will be canceled for students who never began classes and pro-rated based on days attended for those who did. When a student takes a leave of absence he/she will be reported to the National Student Loan Data System as not enrolled, thus initiating the grace or repayment period for previously borrowed student loans.

Exceptions and Tuition Appeal: In unusual circumstances, charge adjustments and refunds beyond the normal schedule may be recommended by Longwood’s Tuition Appeals Committee for students who leave Longwood “for reasons beyond the student’s control”, such as for a verified incapacitation, illness, injury, or military reservist called to active duty. Tuition Appeal instructions and Application Forms may be here. The deadline to submit a Tuition Appeal Application form with accompanying documentation is the last day of the academic semester. If Appeal is approved, the Committee may authorize partial or full cost reduction(s). If Appeal is denied, student financial obligations will remain as assessed in accordance with standard University policy.

The refund policy may vary in accordance with federal regulations and/or as stated in room/board agreements.

Refunds

Refund checks and/or EDI direct deposit credits will be issued to the enrolled student, regardless of who originally made the payment. This policy may not apply if federal, state, and/or local regulations require the return of funds to parents, financial aid programs, third party employers, or scholarship awarding agencies.

The refunded amount may be net of any outstanding balance owed to Longwood for past due library fines, parking fees, telecommunication charges, or any other outstanding debt to Longwood.

Minimum Refund Policy

Due to the high cost of processing refunds, no refund checks will be issued for $1 or less.

Special Cost Waivers for Virginia Military Survivors and Dependents

The Virginia Military Survivors and Dependents Education Program (VMSDEP) is a Commonwealth of Virginia program that provides education benefits to spouses and children of military service members killed, missing in action, taken prisoner, or who became totally and permanently disabled or at least 90 percent permanently disabled as a result of military service. Military service includes service in the United States Armed Forces, United States Armed Forces Reserves, or the Virginia National Guard.

The Virginia Department of Veterans Services (DVS) is responsible for managing the program and collaborates with the State Council of Higher Education for Virginia (SCHEV) and Virginia’s public colleges and universities to assist survivors and dependents of qualified Veterans in attaining their educational goals.

Who are eligible to receive benefits under the VMSDEP?

Tier 1 Eligibility - the student must be admitted to a Virginia public college or university and the spouse or the child, between the ages of 16 and 29, of a Veteran who became totally and permanently disabled or at least 90 percent permanently disabled as a result of military service and meets the domiciliary requirement as defined in the Code of Virginia § 23.1-608 (https://law.lis.virginia.gov/vacode/title23.1/chapter6/section23.1-608/ ).

Tier 2 Eligibility - the student must be admitted to a Virginia public college or university and the spouse or the child, between the ages of 16 and 29, of a Veteran or military service member who was killed; became missing in action; taken prisoner of war; or has been rated totally and permanently disabled or at least 90% permanently disabled due to direct involvement in covered military combat (includes military operation against terrorism; a peacekeeping mission; a terrorist act; or any armed conflict) and meets the domiciliary requirement as defined in the Code of Virginia § 23.1-608. (https://law.lis.virginia.gov/vacode/title23.1/chapter6/section23.1-608/ ).

What benefits are available under VMSDEP?

Waiver of tuition and mandatory/required fees for Tier 1 and Tier 2 eligible students.

Tier 2 students are eligible for a stipend to offset the costs of room, board, books, and supplies (amount of stipend is contingent on funding).  Tier 1 students are not eligible for a stipend.

NOTE: For Tier 2 students, stipend is not available for the advance purchase of books. Stipend funding is typically disbursed to school after semester add/drop period and may result in mid-semester reimbursement to student.

How might a student apply for VMSDEP benefits?

Complete the VMSDEP online application found at https://www.dvs.virginia.gov .

In order to determine eligibility prior to semester start date, a complete VMSDEP application should be submitted at least 90 calendar days prior to the date tuition and mandatory fees are due to the school.

Eligibility for the VMSDEP benefit is based upon the date that an application and supporting documents were submitted to Virginia Department of Veterans Services (DVS).

For complete listing of Benefits and Eligibility Requirements, Required Supporting Documents, Application Deadlines, Virginia Public Colleges and Universities, VMSDEP Online Application, and VMSDEP Frequently Asked Questions (FAQs), please visit Virginia Department of Veterans Services (DVS) website: http://www.dvs.virginia.gov/ .  From “Education, Transition, & Employment” tab, please select:  “Virginia Military Survivors and Dependents Education Program”.

How will Longwood University learn if I am approved for VMSDEP and how might this impact my student account/semester billing?

Final verification of VMSDEP eligibility and approval will process as DVS Letter of Authorization (LOA) issued to school.  This LOA should be on file with Longwood University’s Office of Student Accounts prior to payment due date for student’s first semester of VMSDEP eligibility.  Upon receipt of LOA confirming student’s eligibility for VMSDEP, Office of Student Accounts will assign appropriate tuition-fee charges to “military dependent” waiver codes.  This assignment will occur per eligible/pre-approved semester, and will result in waiver credits posted to student account/billing statement.  Please note that VMSDEP waiver of tuition and fees does NOT include waiver of charges assessed for room and board.  Any balance a student may owe for room/board should be fully paid, or secured with pre-approved financial aid and/or Monthly Payment Plan (installment payment plan), no later than semester payment due date.

Please note:  A financial aid recipient is encouraged to consult with Longwood University’s Office of Financial Aid (OFA) when/if VMSDEP Letter of Authorization and/or student account waiver(s) process after the student receives an initial financial aid award.  In such a case, OFA may, or may not, need to adjust (reduce) previously-offered financial aid award(s).

Longwood University Policy for Processing VMSDEP Waivers Retroactively:  Rarely, DVS may approve a student’s eligibility for VMSDEP benefit after the start of semester.  Colleges and universities are not required to provide authorization or reimbursement for semesters that have ended.  However, when/if approved by DVS, Longwood University will process VMSDEP waivers for completed semesters/enrollment periods beginning and ending within the “current” (open) fiscal year.  Longwood University will not process VMSDEP waivers for completed semesters/enrollment periods occurring within a prior (closed) fiscal year.  This policy permits accurate reporting of waiver counts and dollar values and also permits opportunity for Longwood University Office of Financial Aid to appropriately review and, if necessary, revise a student’s final financial aid award/package.

Senior Citizens Higher Education Act

Senior citizens aged 60 or over, with a Federal taxable individual income of less than $23,850 per year, and who have been legally domiciled in Virginia for at least one year, can register for and enroll as full or part-time students in credit courses free of tuition and required fees, provided they meet the admissions standards of the college and space is available. A senior citizen aged 60 or over, who has been legally domiciled in in Virginia for at least one year, can enroll in a non-credit course or audit a credit course free of tuition and required fees, regardless of taxable income, provided the student meets the admissions standards of the college and space is available. The senior citizen is obligated to pay fees established for the purpose of paying for course materials, such as art/laboratory fees. If enrolled as a non-credit seeking student (audit), a maximum of three courses may be taken per semester.

Please reference Code of Virginia section §23.1-639: https://law.lis.virginia.gov/vacode/title23.1/chapter6/section23.1-639/

Approval and processing to register for classes under the Senior Citizens Higher Education Act may be obtained in the Office of the Registrar, Brock Hall 112. Such students will be enrolled after all tuition paying students have been accommodated but before the add/drop period of the term.

Financial Aid

The purpose of this section is to provide you with an overview of financial aid and pertinent policies and procedures that must be followed to receive graduate financial aid at Longwood University. For more detailed information, visit the Office of Financial Aid web site at http://www.longwood.edu/financialaid/.

The Office of Financial Aid can be reached by phone at 434.395.2077 or 800.281.4677, by e-mail at finaid@longwood.edu, or by mail at: Longwood University, Office of Financial Aid, 201 High Street, Farmville, VA 23909.

Applying for Financial Aid

To be considered for financial aid, the Free Application for Federal Student Aid (FAFSA) must be submitted online at https://studentaid.ed.gov/sa/fafsa designating Longwood University (school code 003719) to receive the results.

The FAFSA may be completed and submitted in advance of being accepted for admission. However, an offer of admission to a Longwood University degree or licensure program must be made before your financial aid application will be processed.

Verification of Application Information and Award Notification

Your application for federal student aid may be selected for a process known as verification. If selected, the Office of Financial Aid will notify you and specify what documentation is required to verify your file. A financial aid notification will be provided after verification is complete.

Financial Aid Satisfactory Academic Progress Policy

Federal student aid regulations require all educational institutions administering funds to ensure that financial aid recipients are making satisfactory academic progress toward their educational objectives. The regulations apply to all students receiving federal, state and institutional financial aid funds. Questions regarding this policy should be directed to a staff member in the Office of Financial Aid. Satisfactory Academic Progress for financial aid has been defined as follows:

I. Satisfactory Progress Requirements for Graduate Students

• Maintenance of a minimum Longwood University cumulative grade point average.
  • For graduate students, a 3.00 Longwood University GPA is required.​

• Attainment of a 75% completion rate towards educational objective for hours attempted at Longwood University.
  Graduate students must complete and pass 75% of all hours attempted at Longwood University. A student’s completion rate is calculated by dividing hours earned by hours attempted. Grades of F, W, I, and repeated courses count as hours attempted. Transfer hours are included in this calculation.

• Normal Completion Time
  • Graduate students will be eligible for financial aid for a maximum of 150% of the total credit hours required of their program. Transfer hours are included in the total number of hours attempted.

II. Satisfactory Progress Levels Defined

• Satisfactory Academic Progress will be monitored at the conclusion of each academic year (May). To be making satisfactory academic progress, a student must maintain the required cumulative grade point average, attain a 75% completion rate and not exceed the normal completion time.
• Students failing to maintain satisfactory academic progress at the end of the spring semester will be placed on Financial Aid Suspension beginning with the following semester. Such status will make students ineligible for financial aid until such time as the satisfactory academic progress requirements are met or the student is granted an appeal.
  During the period of Financial Aid Suspension, students may (unless placed on Academic Suspension) attend Longwood University without financial aid. It will be the student’s responsibility to secure other financial resources during this period.

III. Satisfactory Progress Appeal Process

A student who is placed on Financial Aid Suspension may appeal the denial of financial aid. The appeal must be made by submitting a Satisfactory Academic Progress Appeal form (http://www.longwood.edu/financialaid/forms/) to the Office of Financial Aid no later than one week prior to the first day of classes. Only one appeal per semester will be accepted. The appeal will be directed to the Appeals Committee whose decision will be final. The decision will be based on demonstration of one of the following situations:

• Error of fact;
• Mitigating circumstances.

If the appeal is granted, eligibility for financial aid will be reinstated as long as appeal conditions are met each term, or until Satisfactory Academic Progress standards are met. The student will be advised in writing of the action on the appeal. If granted, appeal conditions will be outlined in this letter.

Withdrawing From Longwood

Withdrawal from all classes during a term may result in changes to a student’s financial aid award for that term. Federal regulations state that students who withdraw before the 60 percent point of the term (as calculated by the number of days in the term) may have their financial aid awards reduced.

Upon withdrawal, the Office of Financial Aid will calculate, from the number of days in the term and the number of days of the term that the student was enrolled prior to withdrawal, the percentage of the term that the student completed. This percentage will be applied to the amount of aid received for the term with the student being able to retain only the amount of aid for the percentage of the term actually completed. The unearned portion of the financial aid award must be returned to the federal, state, and institutional programs from which they were awarded. If excess financial aid funds have been refunded to the student, a portion of these funds may also need to be returned to the financial aid programs, which could result in a balance due to the university.

Students considering withdrawal from classes should consult the Office of Financial Aid prior to initiating the withdrawal process. Withdrawal can have a significant impact on institutional charges, a current financial aid award, as well as future financial aid eligibility (see the Satisfactory Academic Progress Policy).

Other Information

Copies of the Report on Athletic Program Participation Rates and Financial Support Data are available and can be requested from the Office of the Director of Athletics.

Copies of the Report on Completion/Graduation Rates and the Transfer Out Rates for Student Athletes are available and may be requested from the Office of the Director of Athletics.

Borrowers with concerns about their Federal Perkins Loan or Federal Stafford Loan may contact the Student Loan Ombudsman at www.sfahelp.ed.gov or 1.877.557.2575.