The Appellate Review Process
The appellate review process is the system established for those students who wish to do one of the following:
1. Appeal the assessment of an administrative hold.
2. Appeal an in-state tuition residency determination.
3. Appeal the assessment of a late registration penalty fee.
4. Appeal the assessment of a late payment penalty fee.
5. Petition to pay tuition and fees for a past quarter.
To initiate the process on any of the above five items, a student should come to the Registrar's Public Service Counter at 320 Lincoln Tower, or call the Registrar's Office at 614-292-8500. Disputes regarding administrative holds and in-state tuition residency determinations (items 1 & 2 above) will be adjudicated only by the Registrar's Appellate Review Committee. Late payment penalties, late registration penalties, and requests to pay tuition and fees for a quarter that has ended (items 3, 4, & 5 above) are first adjudicated through the Registrar's Office. If a student's request/appeal for items 3, 4, & 5 are denied by the Registrar's Office, a student may then appeal the decision to the Registrar's Appellate Review Committee. This committee is viewed as the supreme appellate review authority for matters brought before it and all decisions by the committee are final.
Procedures
The procedures a student will follow are based upon what the student is appealing.
(1) Administrative Holds or In-State Tuition Residency Determinations:
To appeal an administrative hold or an In-State tuition residency determination, a student must meet with a Registration Counselor to obtain information on the Registrar's Appellate Review Committee's procedures and an Appellate Review Committee hearing petition form. The petitions can only be obtained by meeting with a Registration Counselor, unless the student attends a regional campus. If the student is not a Columbus campus student, they will need to call the Registrar's Office to speak with a Registration Counselor and obtain information on how to obtain the petition form. Students may call 614-292-8500 to speak with a Registration Counselor or to make an appointment to meet with them. Information on the Registrar's Appellate Review Committee is below. This committee is viewed as the supreme appellate review authority for matters brought before it and all decisions by the committee are final.
(2) Late Payment Penalties, Late Registration Penalties
Faculty Rule 3335-9-12 requires that students pay fees as a condition of registration (enrollment). Faculty Rule 3335-9-14 requires that all students pay in accordance with the fee payment deadlines established by the Office of Academic Affairs and implemented by the Office of University Registrar. The authority to assess penalties is in this rule, as is the authority for the Office of the University Registrar to waive the penalties
Appeals regarding the assessment of a late registration penalty or a late payment penalty are handled accordingly. Late payment penalties and late registration penalties are first adjudicated through the Registrar's Office. To initiate the process on either of the above item, a student should come to the Registrar's Public Service Counter at 320 Lincoln Tower, or call the Registrar's Office at 614-292-8500.
If a student is appealing a late payment penalty or late registration penalty, they will need to submit proof to the Registrar's Office that the assessment was a result of University error or extenuating circumstances. The student may bring documentation substantiating their claim to the Registrar's Office Public Service Counter at 320 Lincoln Tower. The Registrar's Customer Service Representatives at the Public Service Counter are empowered to waive a student's late registration penalty or payment penalty if proper documentation is shown. Examples of documentation for extenuating circumstances or university error are below but not limited to:
Documentation Substantiating Extenuating Circumstances:
Medical/Illness - A doctor's statement, hospital bills,
etc.
Family Emergency/Financial Difficulties- Letters from parents
& documents explaining loss of income, a copy of an obituary for family
death, etc.
Other - Depending on the circumstance a copy of a police
report, military deployment order, letter of support from employer or party
responsible for third party payment, etc.
Documentation Substantiating University Error:
The student must identify which university office erred. If a person or persons were involved, the student must identify the parties by name. The student must explain how they believe the office or person harmed them. The student's must provide evidence of the harm done. The student must submit documentation substantiating that the office erred or an official letter from the office that erred accepting the blame. The student's word alone is not sufficient.
The Customer Service Representative will make a determination based upon the
documentation provided. If the student disagrees with the Customer Service
Representative's decision concerning the assessment of a late payment penalty
or a late registration penalty, they may write a letter to the Associate Registrar
to appeal the dispute. The letter must explain in detail their circumstance
and include documentation substantiating their claim. The letter can be brought
in person or mailed to: The Associate Registrar- Student Support, 320 Lincoln
Tower, 1800 Cannon Drive, Columbus, Ohio, 43210. Students from regional campuses
should mail their information directly to the Associate Registrar and are
not required to bring the information to the Public Service Counter at the
main campus unless they desire to do so.
The Associate Registrar will make a determination and notify the student by letter. If the student disagrees with the Associate Registrar's finding, they may appeal the decision to the Registrar's Appellate Review Committee. In order to appeal the decision to the Registrar's Appellate Review Committee, a student must meet with a Registration Counselor to obtain information on the Registrar's Appellate Review Committee's procedures and an Appellate Review Committee hearing petition form. The petitions can only be obtained by meeting with a Registration Counselor, unless the student attends a regional campus. If the student is not a Columbus campus student, they will need to call the Registrar's Office to speak with a Registration Counselor and obtain information on how to obtain the petition form. Students may call 614-292-8500 to speak with a Registration Counselor or to make an appointment to meet with them. Information on the Registrar's Appellate Review Committee is below. This committee is viewed as the supreme appellate review authority for matters brought before it and all decisions by the committee are final.
(3) Requests to Pay Tuition and Fees for Past Quarters
Faculty Rule 3335-9-12 requires that students pay fees as a condition of registration (enrollment). Faculty Rule 3335-9-14 requires that all students pay in accordance with the fee payment deadlines established by the Office of Academic Affairs and implemented by the Office of University Registrar. The authority to assess penalties is in this rule, as is the authority for the Office of the University Registrar to waive the penalties. IMPORTANT NOTE: It also expressly gives the Office of the University Registrar the authority to refuse registration (enrollment) if fees are not paid when they are due. When students petition to pay fees for a past quarter, they can only request to pay fees for all courses originally scheduled. Because of this, requests to pay tuition and fees for quarters that have ended are handled accordingly.
All requests to pay tuition and fees for a quarter that has ended are first adjudicated through the Registrar's Office. To initiate the process, a student should come to the Registrar's Public Service Counter at 320 Lincoln Tower, or call the Registrar's Office at 614-292-8500. A student must be able to submit proof that university error or extenuating circumstances existed that prevented them from paying their fees by their payment deadline and before the quarter ended.
The student may bring documentation substantiating their claim to the Registrar's Office Public Service Counter at 320 Lincoln Tower. The Registrar's Customer Service Representatives at the Public Service Counter are empowered to authorize the payment of tuition and fees for a past quarter if proper documentation is shown. Examples of documentation for extenuating circumstances or university error are below but not limited to:
Documentation Substantiating Extenuating Circumstances:
Medical/Illness - A doctor's statement, hospital bills,
etc.
Family Emergency/Financial Difficulties- Letters from parents
& documents explaining loss of income, a copy of an obituary for family
death, etc.
Other - Depending on the circumstance a copy of a police
report, military deployment order, letter of support from employer or party
responsible for third party payment, etc.
Documentation Substantiating University Error:
The student must identify which university office erred. If a person or persons were involved, the student must identify the parties by name. The student must explain how they believe the office or person harmed them. The student's must provide evidence of the harm done. The student must submit documentation substantiating that the office erred or an official letter from the office that erred accepting the blame. The students word alone is not sufficient.
The Customer Service Representative will make a determination based upon the
documentation provided. If the student disagrees with the Customer Service
Representative's decision, the student must meet with a Registration Counselor
in the Registrar's Office, 320 Lincoln Tower, to obtain an appeal form to
petition the Registrar in order to pay fees for the past quarter. The Registration
Counselor will explain the procedures and give the petition form to the student.
Students may make an appointment to meet with a Registration Counselor by
calling 614-292-8500. Registration Counselors are not always available to
meet with students who do not have appointments, but they will do their best
to accommodate everyone. If the student is not a Columbus campus student,
they will need to call the Registrar's Office to speak with a Registration
Counselor and obtain information on how to obtain the petition form. Students
from regional campuses are not expected to come to the main campus to meet
with a Registration Counselor.Students may call 614-292-8500 to speak with
a Registration Counselor or to make an appointment to meet with them.
Student requests submitted to the Registrar' Office to pay fees for a past quarter are expected to prove that the delinquent payment resulted from either extenuating circumstances or university error. The same documentation must accompany the student's petition that would have been presented to the Customer Service Representative.
The Registrar's Office will make a determination based upon the student's petition and accompanying documentation substantiating their claim. If approved, the student will be allowed to pay their fees for that quarter and it may include any associated late payment penalties. Students will be notified by e-mail or letter of the decision within 7-10 business days from the date of submission to the Registrar's Office. Students appealing to pay their tuition and fees for a past quarter must be ready and able to pay their total amount due at the time they begin their appeal. If approved to pay for a past quarter, the student will have 30 days from said date to pay their tuition and fees or the approval will expire.
If the student's appeal is denied by the Registrar's Office, they may then appeal the decision to the Registrar's Appellate Review Committee. In order to appeal the decision to the Registrar's Appellate Review Committee, a student must meet with a Registration Counselor to obtain information on the Registrar's Appellate Review Committee's procedures and an Appellate Review Committee hearing petition form. The petitions can only be obtained by meeting with a Registration Counselor, unless the student attends a regional campus. If the student is not a Columbus campus student, they will need to call the Registrar's Office to speak with a Registration Counselor and obtain information on how to obtain the petition form. Students may call 614-292-8500 to speak with a Registration Counselor or to make an appointment to meet with them. Information on the Registrar's Appellate Review Committee is below. This committee is viewed as the supreme appellate review authority for matters brought before it and all decisions by the committee are final.
The Registrar's Appellate Review Committee
Authority of the Committee:
Faculty Rule 3335-9-16, Administrative Holds, subparagraph (C), and Council on Enrollment & Student Progress. Meeting Minutes, April 17, 2001.
Jurisdiction of the Committee:
The duty of this committee is to investigate and decide suitable action for all requests involving disputes over late payment and registration penalty fees, administrative holds and residency classification. The committee must comply with Faculty Rules and University guidelines, Ohio Revised Code, and the Ohio Student Residency for State Subsidy and Tuition Surcharge Guidelines established by the Ohio Board of Regents. The committee neither has the jurisdiction to change established procedures of the University nor create new ones but may make recommendations for changes.
Organization of the Committee:
Coordinators from the Office of the University Registrar, working with the Faculty Council & Vice President of Student Affairs (Counsel of Graduate Students, the Undergraduate Student Government and the Inter-Professional Council) will select committee members for openings during each August. An orientation meeting will be held each September for the committee.
Notice of Proceedings:
A request for a hearing before the committee must be made in writing through the Office of the University Registrar. Two weeks prior to a committee hearing, a letter will be sent to each student from the Registrar’s office, providing notification that the committee at the next hearing will adjudicate their appeal. Instructions will be provided in the letter indicating what they student must do if they wish to be present at the hearing. Students must submit their appeal to the Registrar's office two weeks prior to a hearing date in order for the appeal to be eligible for review by the committee.
Duties and Responsibilities:
It is the committee’s duty and responsibility to hold monthly hearings during October through August of each academic year so that they may investigate all disputes over late payment and registration penalty fees. They will also hold hearings and investigate appeals on decisions concerning in-state residency for tuition purposes and disputes regarding administrative holds. The committee will hold a vote at the conclusion of each hearing with a majority decision finalizing the outcome. The committee members will make their decisions based upon the information provided by the plaintiff, the University Registrar’s Office, and from the hearing. Decisions need to be made in accordance with Faculty Rules and University guidelines, Ohio Revised Code, and the Ohio Student Residency for State Subsidy and Tuition Surcharge Guidelines established by the Ohio Board of Regents. It is each committee member’s responsibility to review the materials concerning each case that will be heard at the next scheduled hearing.
Membership, Quorum, and Hearing Composition:
The members of the Committee will include:
Four (4) Administrative & Professional staff members, with vote;
Including college level A & P staff (i.e. Asst. Deans, Directors, College
secretaries, advisors)
Six (6) regular faculty members, with vote;
Two (2) graduate or graduate/professional students, with vote;
Two (2) undergraduate students, with vote;
A Coordinator, without vote, will assist the committee with administrative matters but does not participate in the decisions of the committee.
A technical advisor, without vote, from different university support services
(i.e., Financial Aid, Fees & Deposits), may be called upon by the committee
for clarification, technical advice, or consultation on cases or hearing matters
related to their functional area.
The terms of the committee members shall be;
a. Administrative & Professional staff, (3) year term and can be reappointed
but a (1) year hiatus may be allowed after each term;
b. Faculty, (3) year term and can be reappointed but a (1) year hiatus may
be allowed after each term;
c. Students, (1) year term and can be reappointed indefinitely.
Normally, five (5) members of the committee shall constitute a hearing panel. The typical panel shall include at least two (2) faculty members, two (2) administrative/ professional staff, and any one (1) student (undergraduate, graduate, or graduate/professional). If a quorum is not present, the complainant, if present, will be given the option to proceed with the hearing and, if he or she elects to do so, will waive any objection to the composition of quorum of the panel. If the plaintiff elects not to proceed, it shall be without prejudice to the plaintiff and the hearing will be rescheduled with either the same or a different panel.
If the plaintiff wishes to request that he or she be represented in the hearing, or wishes to provide additional information, advanced arrangements must be made through the Registrar’s office. If present, legal counsel will be given an opportunity to address the committee; however, questions regarding the student’s appeal will be directed to the student involved. In addition, while consultation with legal or other counsel will be permitted, the student will be responsible for presenting the appeal.
NOTE: Normally, in order for a student’s case to be reviewed by the Registrar’s Appellate Review Committee, it is a requisite of the committee that the submission SHOULD include documentation that the issue, which brings the case before the committee, is the result of university error or extenuating circumstances beyond the student’s control. Even though the student may appear before the committee, if granted a hearing, his/her written submission (the record) must stand on its own merit. Student submissions that fail to meet this test may be denied a hearing and the case will be considered closed at that point.
Chairperson
A chair will be appointed by the Registrar’s office for each committee
hearing during the formation of the committee for the academic year. The chairs
should normally have had (1) years experience on the committee and must be
either faculty or an Administrative & Professional staff member.
Hearing Dates
The committee will normally hold hearings once each month based on the availability
of the committee members. The committee will typically meet from October through
August. No hearings will be held in September.
Appeals
This committee is viewed as the supreme appellate review authority for matters
brought before it and all decisions by the committee are final.