Chapter 4: 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 their student account balance, financial deadlines, refund policies, and financial aid information, and maintain current valid contact information at all times to ensure receipt of all University correspondence in a timely manner. All correspondence is sent using the University’s official Gmail account. Students are responsible for checking their Santa Clara Gmail for important information and updates.

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 Workday. 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 and abide by all policies and procedures.

Tuition and Fees

Santa Clara reserves the right to change tuition, room and board, fees, or other costs, to modify its services, or to change its programs at any time. In addition, no refunds of tuition, room and board, fees, or other costs will be made because of curtailed services resulting from strikes, acts of God, civil insurrection, riots or threats thereof, changed economic conditions, national emergency, or other causes beyond the control of Santa Clara University.

Tuition, per quarter unit, for all courses…$1,206    

Graduate Design Center and Student Association (AGES) fee...$190

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

Mandatory Health Insurance

Annual graduate student health insurance fee $TBD  **Subject to pending approval from California Dept. of Insurance

Santa Clara University requires all degree-seeking students enrolled at least half-time in their school or college to have health insurance (excluding certificates and online programs). This requirement helps to protect against unexpected high medical costs and provides access to quality health care.

Students may purchase the university-sponsored Student Health Insurance Plan but are not required to if they can provide proof of other insurance coverage comparable to the Student Health Insurance Plan as outlined in the benefit and waiver requirements on our website. Students with comparable health insurance must complete the Online Waiver Form with their own insurance information. For details and deadlines on completing the waiver or online insurance enrollment option go to www.scu.edu/cowell and click on Student Health Insurance.

Cowell Center

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

Attention: F-1 and J-1 International Students

F-1 Visa Students

All F-1 visa international students, regardless of number of units, must be enrolled in the SCU-sponsored health insurance plan unless the student meets the waiver exception below.  Please see Cowell website at www.scu.edu/cowell/insurance for detailed information.

• Currently an enrolled dependent on a spouse/parent/partner or employee US-based and Affordable Care Act compliant plan.

J-1 Visa Students

All J-1 visa international students, regardless of the number of units, will be automatically enrolled into the SCU-sponsored health insurance plan.

Other Fees

• Non-refundable application fee, per application…$95
• Non-refundable Enrollment Deposit (will be credited toward student account once enrollment is posted)...$300
• Late registration fee (Only applies to students who have no enrollment before the late registration deadline. Begins one week before the start of the quarter. Dates listed on academic calendar)...$100
• Tuition Late payment fee...$100

Parking Permits (subject to change)
E Permit - (per-year)...$400
F Permit - Leavey and Loyola parking lots only- (per year)... $260
N Permit - after 4:30 PM only - (per year) ... $200

Please Note: For parking permit fee information, please go to Parking & Transportation Website.

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, family member, spouse) to be an Authorized Payer for the purpose of reviewing student accounts, billing information, and remitting payment on the student’s behalf.  However, it is ultimately the student’s responsibility to make sure all financial obligations are completed by the published deadlines.

Students receive monthly bills electronically that are accessible through Workday. A billing notification will be sent to the student’s SCU Gmail account and to the email address of any Authorized Payer. Students may also forward their billing statements electronically to any third party they authorize for remitting payment. Information on a student’s account cannot be provided to any third-party payer unless a completed Family Educational Rights and Privacy Act (FERPA) form authorizing its release by the student is on file with the University.

Students are obligated to pay the applicable tuition and fees by the published term payment deadline. Students enrolling after the initial payment deadline may be required to pre-pay for their enrollment. Registered students who do not formally withdraw 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.

Additional information, including detailed instructions on Santa Clara’s billing and payment procedures, is located at the website: Bursar Website

Graduate Programs Billing Dates and Deadlines

The following dates are the initial payment deadlines for each quarter:
Fall 2024 Billing available August 1; payment due August 21
Winter 2025 Billing available December 1; payment due December 21
Spring 2025 Billing available March 1; payment due March 21
Summer 2025 Billing available May 1; payment due May 21

Payment Methods

Santa Clara University offers a variety of payment methods to assist students with their financial obligations. Please visit our Bursar’s office website for additional payment information: Bursar Payment Options.

Payment by Electronic Check

A student or Authorized Payer can make online payments by processing a fund transfer directly from their personal checking or savings account through a third-party vendor's website accessible via the University Workday system or SCU Pay site. Please note that a bank may reject a fund transfer if it exceeds a specific amount. Check with your bank about daily limits to prevent returned payment transactions. Payers are able to make electronic check payments without incurring a transaction fee. Payments made by electronic check will be subjected to a 7-day calendar hold.

Payment by Mail

Payment for student account charges is accepted by mail utilizing the University’s cash management service lockbox. Please enclose a copy of the billing statement with your paper check or cashier’s check made payable to Santa Clara University and mail both items to: SCU Payment Processing, P.O. Box 550, Santa Clara, CA 95052-0550. Payments made by paper check will be subjected to a 10-day calendar hold.

Payment in Person

Payments for student account charges may be made in person by check only at the OneStop Office located in the Admissions and Enrollment Services Building. Payments made by paper check will be subjected to a 10-day calendar hold. The OneStop Office is not able to initiate any form of electronic payment. However, there are computer kiosks located in the OneStop Office for the convenience of students and their payers who wish to make electronic payments. The University does not accept credit cards as payment for student account charges.  

International Payment by Wire Transfer

International students may submit payment quickly and securely through Workday. Authorized Payers and other third-party payers can make payments by accessing the following link: https://payment.flywire.com/pay/payment. Students are able to benefit from excellent exchange rates and payment can usually be made in the student’s home currency.

Payment Plans

Students currently enrolled at SCU may be eligible to enroll in a monthly payment plan to assist with budgeting needs. There is a $40 non-refundable enrollment fee per term and students must have a US bank account to enroll in the term plan. The first payment along with the enrollment fee is due upon enrollment and all subsequent payments will be processed automatically each month thereafter. Plans are subject to rebalancing based on changes in enrollment and/or financial aid. Participants must enroll each term; there is no automatic re-enrollment. The online monthly payment plan can be accessed by logging into Workday and selecting the Make a Payment link. Information about these plans is available on the Bursar’s Office website: www.scu.edu/bursar/.

Delinquent Payments

If by the due date, 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 an account hold will be placed on the student’s account. The institution reserves the right to also require students with repeated instances of late payments to prepay for future enrollment.  If a student's prior-term payment history shows at least 2 consecutive terms of late payments, a registration hold may be placed on the account that would require prepayment with guaranteed funds for a minimum of three consecutive terms before the pre-payment registration hold is lifted. A hold on a student’s account prevents the release of diplomas or certificates, 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.

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. All unpaid balances referred to an outside collection agency will accrue 10 percent interest per annum on the balance remaining from the date of default in accordance with California state law. 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 reasonable 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. Returning students whose balances were previously referred[RS1]  to an external collection agency due to a delinquent account will be required to prepay for future enrollment.

Billing Disputes

If a student wishes to dispute any charge 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 disputed charge appeared.

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. However, all other charges need to be paid by the payment deadlines. If the disputed amount is deemed to be invalid, then an adjustment will be made on the student’s account. If the amount in question is found to be valid, payment must be submitted to the Bursar’s Office immediately upon notification.

Refund Payments

Refunds will be processed only for student accounts reflecting a credit balance. The refund request process will begin after the end of the late registration period. A refund will not be processed based on anticipated aid. All financial aid must be disbursed on to 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 Financial Aid office so that aid can be disbursed properly and in a timely fashion. Payment received by personal check will have a 10-calendar day hold before a refund can be issued; electronic check payments require a 7-calendar day hold. Credits from overpayments on student accounts will remain on the account for future charges or refunded to the original payer or payment method. Payments by wire transfer will be returned via the same method.  For information on the Tuition Refund process and policies, please visit the Bursar’s Office website: Refunds

Fall, Winter, and Spring Quarters

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

• By the end of the first week of classes – 100% tuition refund, less any applicable fees
• By the end of the second week of classes – 50% tuition refund, less any applicable fees
• By the end of the third week of classes – 25% tuition refund, less any applicable fees
• After the third week of classes – zero tuition refund

Summer

Students who drop courses or withdraw from the University during the summer session term will receive a tuition refund in accordance with the following:

• By the end of day of the second scheduled class meeting – 100% tuition refund, less any applicable fees
• By the end of day of the third scheduled class meeting – 50% tuition refund, less any applicable fees
• No tuition refund after these days
• Courses taught in an asynchronous manner meet M, W, and R for tuition refund purposes.

Saturday/Sunday Courses/Off Cycle Courses

Students enrolled in a weekend course in which the first class meeting is after the first week of the term must provide written notification, to the Graduate Engineering Programs Office, of their intent to withdraw or drop any weekend/off-cycle course(s). Failure to comply with this process will result in a forfeit of tuition. The following refund schedule applies:  

• Students will receive a 100% tuition refund, less any applicable fees, if written notification is received by 5:00 p.m. on the Tuesday immediately following the first class meeting.    
• Students will receive a 50% tuition refund, less any applicable fees, if written
  notification is received by 5:00 p.m. on the Tuesday immediately following the second-class meeting.

To receive tuition refunds from the Bursar’s Office, course drops must be handled administratively. Students should NOT drop a weekend/off-cycle course themselves through Workday after the first week of the quarter.

One-Unit Courses

Students enrolled in a one-unit course must provide written notification to their respective Records Office of their intent to withdraw or drop any course(s). Failure to comply with this process will result in a forfeit of tuition. The following refund schedule applies:

• Students will receive a 100% tuition refund, less any applicable fees, if written notification is received within two business days prior to the first-class meeting.
• Students will receive a 50% tuition refund, less any applicable fees, after the first class meeting and prior to the second-class meeting, unless the course has only one session, in which case no refund will be granted.

Financial Hardship

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 diagnosed medical or mental health-related withdrawals that occur after the first week of the term.

Santa Clara degree-seeking students who completely withdraw from the University or who are administratively withdrawn from the University after the third week of the term due to a qualifying hardship not covered by Dewars Tuition Insurance Protection Plan may be eligible for an allocation from the student hardship fund for 25 percent of the tuition charges for that term. Qualifying hardships include (1) death, disabling injury, medical emergency, or loss of job of the parent or guardian of a dependent student; (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 hardships and any allocation from the student hardship fund. Students must submit a request for reconsideration of tuition charges or for an allocation from the student hardship fund not later than 90 days from the end of that term.

Tuition Insurance Protection

The University has partnered with A.W.G. Dewar, Inc. to provide a low-cost, tuition insurance protection plan. This plan protects students and their families against financial loss due to an unexpected complete withdrawal from the University, for diagnosed medical or mental health reasons. It is highly recommended that students purchase tuition insurance coverage for all sessions including summer sessions. If you wish to purchase coverage for any session, please contact Dewar directly at trp@dewarinsurance.com or 617-774-1555.

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), which is available at the website: www.fafsa.ed.gov/.

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), which is available at the website: www.fafsa.ed.gov/. 

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: www.scu.edu/financialaid.

Veterans and Veterans' Dependents Assistance

Santa Clara University has been certified by the California State Approving Agency for Veterans Education (CSAAVE) as qualified to enroll students under applicable federal legislation and regulations, including Chapter 35 (child of a deceased or 100 percent disabled veteran, 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 30/1606 (active duty Montgomery G.I. Bill®), Chapter 33 (Post 9/11 GI Bill®), and Yellow Ribbon. Individuals interested in attending under any of the veteran assistance programs should contact the Veterans Administration and the University Office of the Registrar.

GI Bill® is a registered trademark of the U.S. Department of Veterans Affairs (VA). More information about education benefits offered by VA is available at the official U.S. government Web site at http://www.benefits.va.gov/gibill.

Teaching and Research Assistantships

The School of Engineering offers a limited number of teaching and research assistantships providing up to eight units of tuition and, in some cases, a modest stipend. For further information, students are encouraged to contact 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 email notification to the student’s SCU Gmail 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 ten days before the start of classes each term. If eligible, the Bursar’s Office will issue refunds to students reflecting credit balances after the first week of class.

Cancellation of Financial Aid and Return of Funds

Students who withdraw from the University and who have federal financial aid are subject to the federal regulations applicable to the return of Title IV funds. These regulations assume that a student earns his or her financial aid based on the period of time he or she remains enrolled during a term. A student is obligated to return all unearned federal financial aid funds governed under Title IV.

Unearned financial aid is the amount of disbursed Title IV that exceeds the amount of Title IV aid earned in accordance with the federal guidelines. During the first 60 percent of the term, 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 term that the student remains enrolled is the percentage of disbursable aid for that period that the student has earned.

A student who withdraws after the 60 percent point of the enrollment term earns all Title IV aid disbursed for the period. The amount of tuition and other charges owed by the student plays no role in determining the amount of Title IV funds to which a withdrawn student is entitled. All funds must be returned to federal programs before funds are returned to the state or University financial aid programs and/or the student. The return of funds allocation will be made in the following order for students who have received federal Title IV assistance:

• Unsubsidized Federal Direct Loans (other than Direct PLUS Loans)
• Subsidized Federal Direct Loans
• Federal Direct Grad PLUS Loans
• Federal PELL Grants for which a return is required
• Federal Supplemental Educational Opportunity Grants for which a return is required
• TEACH Grants for which a return is required
• Iraq and Afghanistan Grants for which a return is required