Santa Clara University

Graduate School of Engineering

Financial Information

FINANCIAL RESPONSIBILITY

Students assume responsibility for all costs incurred as a result of enrollment at Santa Clara University. It is the student’s responsibility to be aware of his or her account balance and financial aid information, and maintain current valid address information at all times to ensure receipt of all University correspondence in a timely manner.

FINANCIAL TERMS AND CONDITIONS

Students are required to accept the financial terms and conditions outlined by the University in order to continue their enrollment at SCU. Students will be prompted to accept the terms and conditions, on an annual basis, upon their login to ecampus. Students will not have access to their Student Center until they have read and agreed to the information contained on the page(s) prompted. By accepting SCU’s financial terms and conditions, students are agreeing to pay for services rendered by the University and to abide by all policies and procedures as published.

TUITION AND FEES

Tuition, per quarter unit, for all courses $830
Graduate Engineering course fee $150

Per quarter, for each student enrolled in School of Engineering courses; includes Association of Graduate Engineering Students (AGES) fee.

MANDATORY HEALTH INSURANCE

Annual international student health insurance fee $2417

Santa Clara University mandates that all international students on an F-1 visa either enroll in the University-sponsored health insurance plan or complete the online waiver form each academic year with the student’s own health insurance information. Health insurance is voluntary for all domestic graduate students. Go to the website for details on completing the waiver or online enrollment.

Graduate students who have medical insurance other than the University-sponsored plan will be billed a $90 health center fee for each quarter they visit the Cowell Health Center. Graduate students enrolled in the University plan may use the health center at any time. The health center fee is included in the cost of the insurance premium.

OTHER FEES

Non-refundable application fee, per application $60
Enrollment Deposit $300
Late registration fee $100
Course drop/swap fee (per course) $50
Ph.D. thesis microfilming $45
Parking permits (per year) $300
Parking permits after 5 p.m. only (per year) $130

BILLING AND PAYMENT PROCEDURES

Students assume responsibility for all costs incurred as a result of enrollment at Santa Clara University and agree to abide by applicable University policies and procedures.

Students may designate a third party (e.g., parent, spouse) to be an authorized payer for their student account. That individual is authorized by the student to have access to his or her billing statements and to make payments on the student’s behalf. Once authorization is arranged, the authorized payer will be notified via the e-mail address provided by the student verifying their access to view and pay a student’s bill online. Authorized payers do not have access to any other student account information via this site.

Students receive monthly bills electronically via a third-party vendor that are accessible through University e-campus. A billing notification will be sent to the student’s University e-mail address and to the e-mail address of any payer authorized by the student. Students may also forward their student account statements electronically to any third party they authorize for remittance. Information on a student’s account cannot be provided to any third party payer unless a completed Family Educational Rights and Privacy Act form authorizing its release by the student is on file with the University.

Students are obligated to pay the applicable tuition and fees associated with their enrollment status by the published payment deadline. Registered students who do not withdraw formally from the University are responsible for all tuition and fees assessed to their account as well as any penalty charges incurred for nonpayment. Nonattendance does not relieve the student of his or her obligation to pay tuition and fees.

More helpful information, including detailed instructions on Santa Clara’s billing and payment procedures, is located on the bursar website.

Billing Dates and Deadlines
The following dates are the initial payment deadlines for each term/semester:

Graduate Programs

Fall 2013 Billing available September 1; payment due September 21
Winter 2014 Billing available December 1; payment due December 21
Spring 2014 Billing available March 1; payment due March 21
Summer 2014 Billing available May 1; payment due May 21

PAYMENT METHODS

Santa Clara University offers the following payment methods to assist students with their financial obligations:

Payment by Electronic Check
A student or authorized payer may make online payments by authorizing a fund transfer directly from his or her personal checking or savings account through a third-party website accessible via the University e-campus system. The payer is able to make electronic check payments online without incurring a transaction fee.

Payment by Mail
Payments for student account charges are accepted by mail utilizing the University’s cash management service lockbox. The payer should download a copy of the student’s billing statement, enclose it with a personal or cashier’s check payable to Santa Clara University, and mail both to Santa Clara University Bursar’s Office, P.O. Box 742657, Los Angeles, CA 90074-2657.

Payment in Person
Payments for student account charges may be made in person by cash or check at the Enrollment Service Center. The University does not accept debit or credit cards for payment of tuition and fees. There are computer kiosks located at the one-stop area for the convenience of students and their payers who wish to make electronic payments.

Payment by Wire Transfer
International students may submit payment quickly and securely at the website. Students are able to benefit from excellent exchange rates and payment can usually be made from your home currency.

PAYMENT Plans

Students have the option to enroll in a monthly payment plan, through a third-party vendor, for tuition and housing costs to assist with budgeting needs. There is a modest fixed fee to enroll in these plans, but no interest or fees are charged while your plan is active and current.

Please note: This option is not a deferral for students with financial aid. All aid will be applied to the students account and any remaining balance can be placed on a payment plan. More information can be found on the Bursar’s Office Web page..

DELINQUENT PAYMENTS

If all charges on a student’s account have not been cleared by payment, financial aid, or loan disbursement, a late payment fee will be assessed to the student’s account and a hold will be placed on the student’s record. A hold on a student’s record prevents the release of transcripts or diplomas, prevents access to any registration services, and may limit access to other University services. Students who have unpaid accounts at the University or who defer payment without approval are subject to dismissal from the University. All unpaid balances will accrue 10 percent interest per annum on the balance remaining from the date of default in accordance with California state law.

Delinquent student accounts may be reported to one or more of the major credit bureaus and may be forwarded to an outside collection agency or an attorney for assistance in recovering the debt owed to the University. The student is responsible for all costs incurred to collect outstanding debt, including but not limited to accrued interest, late fees, court costs, collection fees, and attorney fees. All outstanding bills and costs of collection incurred by the University must be paid in full prior to a student re-enrolling at the University.

REFUNDS FOR CREDIT BALANCES

Refunds will be granted only for student accounts reflecting a credit balance. A refund will not be granted based on anticipated aid. All financial aid must be disbursed into a student’s account before a refund is processed. It is the student’s responsibility to make sure that all necessary documentation is completed and submitted to his or her respective financial aid officer so that aid can be disbursed properly and in a timely fashion.

Payment received by personal check will have a 21-day hold before a refund can be issued. Payment received by electronic check will have a 5-day hold before a refund can be issued.

Refunds are processed during the second week of each school session via direct deposit or check. Please visit the Bursar Office website for details on each process.

BILLING DISPUTES

If a student believes there is an error on his or her billing statement, a written explanation should be forwarded to: Santa Clara University, Bursar’s Office, 500 El Camino Real, Santa Clara, CA 95053-0615. The Bursar’s Office must receive written correspondence within 60 days from the billing statement date on which the error appeared. Communication can be made by telephone, but doing so will not preserve the student’s rights.

Communication should include the student’s name, SCU identification number, the amount in question, and a brief explanation. Payment for the amount in question is not required while the investigation is in progress. An adjustment will be made on the student’s account for any incorrect charges. If the amount in question is found to be valid, payment must be submitted to the Bursar’s Office immediately upon notification.

REFUNDS for CREDIT BALANCES

Refunds will be granted for student accounts reflecting a credit balance. A refund will not be granted based on anticipated aid. All financial aid must be disbursed into a student’s account before a refund is processed. It is the student’s responsibility to make sure that all necessary documentation is completed and submitted to the Law Financial Aid Office so that aid can be disbursed properly and in a timely fashion. Payment received by personal check will have a 21-day hold before a refund can be issued; a 5-day hold for electronic check payments.

The refund process begins during the second week of the term/semester. Students are encouraged to enroll in direct deposit processing to expedite their refund. Students may charge funds to their Access card prior to the school term/semester to assist with purchasing books and other educational expenses.

TUITION REFUND POLICY

Students who formally withdraw from the University or drop courses are eligible for a refund of tuition charges in accordance with the policies outlined below. No refunds are made for registration fees or course audit fees.

The effective date used for the determination of any refund of tuition is the date on which notification of withdrawal is received by the student’s respective Records Office or the date on which the student drops his or her course online, not the last date of attendance by the student. Neither informing an individual faculty member, an academic department, or the Dean’s Office constitutes an official withdrawal from the University. The official date of withdrawal from the University cannot be backdated prior to the date on which the student submits the applicable withdrawal form or notification is received by the Records Office. Students who fail to drop a course, even if they do not attend, or fail to notify the University of their intent to withdraw, regardless of the reason, will be responsible to pay all tuition and fee charges reflected on the account.

Students who withdraw from the University or drop courses during fall, winter, or spring term will receive a tuition refund in accordance with the following:

  • Students who withdraw from the University or drop courses by the end of the first week of classes will receive a full refund of tuition for the term, less any applicable fees.
  • Students who withdraw from the University or drop courses by the end of the second week of classes will receive a 50 percent refund of tuition for the term, less any applicable fees.
  • Students who withdraw from the University or drop courses by the end of the third week of classes will receive a 25 percent refund of tuition for the term, less any applicable fees.
  • Students who withdraw from the University or drop courses after the third week of classes will receive no tuition refund for the term.

Please Note: Students may drop courses online until 11:59 p.m. on the Sunday immediately following the beginning of the term and still receive 100 percent refund. However, this is only valid if a student has no registration holds and does not require assistance from a staff member. All other transactions must be completed by 5 p.m. on the first Friday of the term.

Students who withdraw from the University or drop courses due to an illness, injury, or psychological/emotional condition are eligible for a tuition refund in accordance with the schedule above. Tuition insurance may be purchased to cover tuition charges for medically related withdrawals.

Students who withdraw from the University after the third week of the term due to a qualifying financial hardship may be eligible for an allocation from the student hardship fund for 25 percent of the tuition charges for that term. Qualifying financial hardships include [1] death, disabling injury, medical emergency, [2] loss of job by an independent student, [3] medical or other emergency involving a dependent of an independent student, and [4] deployment for active military duty of a student. The vice provost for student life or designee, in consultation with the Financial Aid Office, will determine qualifying financial hardships and any allocation from the student hardship fund.

No tuition refunds are made because of curtailment of services resulting from strikes, acts of God, civil insurrection, riots or threats thereof, or other causes beyond the control of the University.

Summer
The following refund schedule applies to students who formally withdraw or drop courses for the summer term:

  • Students who withdraw from the University or drop courses by the end of day of the second class meeting will receive a full refund of tuition.
  • Students who withdraw from the University or drop courses by the end of day| of the third class meeting will receive a 50 percent refund of tuition.

Saturday/Sunday Courses
Students enrolled in a weekend course must provide written notification, to their respective Records Office, of their intent to withdraw or drop any weekend course(s). Failure to comply with this process will result in an irreversible forfeit of tuition.

The following refund schedule applies:

  • Students will receive a full refund of tuition, less any applicable fees, if written notification is received by 5 p.m. on the Tuesday immediately following the first class meeting.

Please Note: If you withdraw or drop below half-time status you may no longer be eligible to receive financial aid or student loans. Your account will be adjusted accordingly and the aid returned to the appropriate program. If you have received a refund for these funds, you must reimburse Santa Clara University immediately. For more information on financial aid forfeiture, please visit the Financial Aid website or make an appointment with your financial aid counselor.

TUITION INSURANCE PROTECTION

Students and families may protect themselves, from loss of funds paid toward tuition/fees, by purchasing tuition insurance provided by A.W.G. Dewar Inc. This low cost plan is designed to assist those that have an unexpected withdrawal from the University due to medical reasons. Plan enrollment is available annually or by semester. Enrollment must be complete before the first day of school to be eligible for insurance benefits. For more information refer to the website.

EDUCATIONAL TAX CREDITS

Students may be eligible for a higher education tax credit designed to help students and their parents finance the cost of education. Tax credits are based on the amount of qualified tuition and fees, less grants and other tax-free educational assistance, and the taxpayer’s adjusted gross income. Students enrolled in an eligible degree program may qualify for a Hope Scholarship Credit or Lifetime Learning Tax Credit. Specific information is available from the Internal Revenue Service.

FINANCIAL AID

Students must be enrolled at least part-time status (4 units) to receive Federal financial aid.

California State Graduate Fellowships
State graduate fellowships are awarded to California residents pursuing a recognized graduate or professional degree who intend to pursue teaching as a career and who have not completed more than four quarters of full-time graduate work as of October 1. Selection is based on state manpower needs, academic performance, and financial need. Applicants should apply using the Free Application for Federal Student Aid (FAFSA) .

Loans
Students applying for aid may find the most advantageous method of financing their education through loan programs. Among those available to students of the School of Engineering are the Federal Perkins Loan and Federal Stafford Loans through the School as Lender Program. Applicants should apply using the Free Application for Federal Student Aid (FAFSA).

Please Note: A student must be a U.S. citizen or eligible non-citizen to qualify for federal sources of financial assistance.

Deadlines
The Financial Aid Office has established deadlines for consideration of the various programs it administers. All students requesting financial aid from the University should contact the Financial Aid Office at the earliest possible date to request specific deadline information and appropriate application materials. Files completed later than February 1 for new recipients and March 2 for current recipients will receive consideration on a funds-available basis. All financial aid deadlines are posted on the Financial Aid website .

Veterans and Veterans’ Dependents Assistance
Santa Clara University is listed by the Department of Veterans Affairs as qualified to receive students under Chapter 35 (veteran’s dependent son or daughter with parent deceased or 100 percent disabled, widow of any person who died in the service or died of a service-connected disability, or wife of a veteran with a 100 percent service-connected disability); Chapter 31 (Rehabilitation); Chapter 30 (Active Duty Montgomery G.I. Bill); Chapter 34 (Old G.I.6 Bill); and Chapter 32 (Post-Vietnam Era Veterans Educational Assistance Program [VEAP]). Those interested in attending under any of these chapters should contact the Veterans Administration Office in their locality to determine eligibility for benefits.

The state of California provides a program for children of veterans who are deceased or disabled from service-connected causes. Application should be made to the California Department of Veterans Affairs, 350 McAllister St., San Francisco, CA 94102.

Information regarding these programs may be obtained from the Santa Clara University veterans counselor located in the Student Records Office.

Teaching and Research Assistantships
The School of Engineering offers a limited number of teaching and research assistantships providing up to 8 units of tuition and, in some cases, a modest stipend. For further information, students are encouraged to contact the associate dean for graduate studies, their faculty advisor, or their academic department.

University-Awarded Aid
Individual graduate schools may grant their students a specific amount of financial aid, per term, in the form of Santa Clara University school scholarships. Once the amount has been determined by the school, the information is sent to the Financial Aid Office for processing. The Financial Aid Office awards the aid and sends an e-mail notification to the student’s SCU Groupwise e-mail address only, informing them of their financial aid package and/or any aid revision. Students will be able to see their school scholarship award on e-campus. The award amount will also appear as “anticipated aid” on the student’s account to alleviate the assessment of holds/late fees from the Bursar’s Office. Generally, financial aid is disbursed to the student’s account 10 days before the start of classes each term. If eligible, the Bursar’s Office will issue refund checks to students reflecting credit balances during the first week of the term.

Return of Federal Title IV Funds
In addition to the institutional refund policy, all students who withdraw completely from the University and who have federal financial aid, including federal student loans, are subject to the return of Title IV funds policy. Under this policy, it is assumed that a student earns his or her aid based on the period of time he or she remains enrolled. Unearned Title IV funds, other than federal work-study, must be returned to the federal aid programs. Unearned aid is the amount of disbursed Title IV aid that exceeds the amount of Title IV aid earned.

During the first 60 percent of the enrollment period, a student “earns” Title IV funds in direct proportion to the length of time he or she remains enrolled. That is, the percentage of time during the period that the student remained enrolled is the percentage of disbursable aid for that period that the student earned. Institutional costs play no role in determining the amount of Title IV funds to which a withdrawn student is entitled.

A student who withdraws after the 60 percent point of the enrollment term earns all Title IV aid disbursed for the period.

Examples of common return of Title IV funds situations are available from the Financial Aid Office located on the second floor of Varsi Hall.

All funds must be returned to federal programs before being returned to state or institutional aid programs and/or the student. This return of funds allocation will be made in the following specific order and will be applied to all students who have received federal Title IV assistance:

  1. Unsubsidized Federal Stafford Loan
  2. Subsidized Federal Stafford Loan
  3. Federal Perkins Loan
  4. Federal Grad PLUS Loan
  5. Other federal, state, private, or institutional assistance programs
  6. Student
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