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Policies
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Non-International Students
ALL full-time students (12 or more credits) are required to have medical insurance. The medical insurance charge will automatically be included on the fall or spring term bill. Insurance is not charged for the summer term. Students having outside coverage can deduct the amount of the medical insurance from their bill, providing the Request for Waiver of Student Insurance Form is completed and returned to the Bursar’s Office no later than the waiver deadline. (Click on the Payment and Financial Deadlines link below.) When the form is received in the Bursar’s Office and validated, a credit will be posted to the student’s account.
If the Waiver Form is not received in the Bursar’s Office by the waiver deadline (Click on the Payment and Finical Deadlines link below), the charge will remain on the student’s account and he/she will automatically be enrolled in the College’s insurance plan. A Waiver Form will not be accepted after the waiver deadline. The Waiver Form is available in the Bursar’s Office or online at the link below.
The Student Health Insurance Waiver Form for 2008-09 is currently not available.
Please check back in early summer.
International Students
ALL international students, full-time and part-time holding F-1 or J1 visas, are required to have medical insurance, which includes coverage for medical evacuation and repatriation. The medical insurance charge will automatically be included on the fall or spring term bill. Insurance is not charged for the summer term. Students holding F-1 or J1 visas having outside coverage can deduct the amount of the medical insurance from their bill, providing the Request for Waiver of Student Insurance Form is completed and returned to the Bursar’s Office no later than the waiver deadline. (See the Payment and Financial Deadlines link below.) The Waiver Form and proof of outside coverage must first be presented to the International Student Advisor for validation. Do not submit the Waiver Form to the Bursar’s Office before having it validated. When the form is received in the Bursar’s Office and validated, a credit will be posted to the student’s account.
If the Waiver Form is not received in the Bursar’s Office by the waiver deadline (Click on the Payment and Finical Deadlines link below), the charge will remain on the student’s account and he/she will automatically be enrolled in the College’s insurance plan. A Waiver Form will not be accepted after the waiver deadline. The Waiver Form is available in the Bursar’s Office or online at the link below.
The Student Health Insurance Waiver Form for 2008-09 is currently not available.
Please check back in early summer.
Part-time Students and Full-Time/Part-Time Dependents
The College insurance plan is also available for part-time students and full-time/part-time dependents directly through the insurance company. The premium charge will not appear on the term bill. The application form can be picked up in the Bursar’s Office.
Coverage
Fall enrollment: August 15 to August 15
Spring enrollment: January 15 to August 15
Summer enrollment: May 15 to August 15 (Students must enroll directly with the company.)
The student medical insurance is administered by Bollinger Insurance. Click here to view the terms of the policy.
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Residency Requirements For In-State Tuition
New Jersey Domicile Requirements
- A student is presumed to be a resident of New Jersey for tuition purposes if the student, or parent or legal guardian upon whom the student is financially dependent, is domiciled in New Jersey for a period of 12 months before first enrolling at the College. This student will be assessed the in-state tuition rate.
- A student is NOT presumed to be a resident of New Jersey for tuition purposes if the student, or parent or legal guardian upon whom the student is financially dependent, is domiciled in New Jersey for a period of less than 12 months before first enrolling at the College. This student will be assessed the out-of-state tuition rate.
- Residence solely for the purpose of attending the College does not constitute domicile for tuition purposes.
- If a dependent student’s supporting parent(s) or legal guardian(s) change their domicile to another state, the dependent student is not eligible for in-state tuition unless the student officially establishes a permanent New Jersey residence for each calendar year of enrollment. A campus or local off-campus address, which is not a student’s permanent residence, does not constitute domicile for tuition purposes.
Note: Domicile is defined as the place where a person has his or her true, fixed, permanent home and principle establishment, and to which, whenever he or she is absent, he or she has the intention of returning.
Evidence of Domicile
First-time Matriculated Students
First-time matriculated students must certify their domicile on the Admissions Application Form. Students may be required to provide additional proof upon request to qualify for in-state tuition.
First-time Non-matriculated Students
First-time non-matriculated students must provide the Registrar with a valid New Jersey driver’s license or a valid New Jersey voter registration card before first enrolling at the College to qualify for in-state tuition.
Continuing Students Changing Residency Status
Continuing matriculated and non-matriculated students, who were previously designated as out-of-state residents and have established New Jersey residency 12 months before requesting change of status, may request a change of status by providing the Registrar with a certified copy of the student’s New Jersey income tax return, or in the case of dependent students, a copy of the parent’s(s’) or legal guardian’s(s’) New Jersey State income tax return.
Note: Any student who falsifies information regarding his/her domicile will have his/her residency status changed to out-of-state and the student will be responsible to pay the out-of-state tuition rate for all prior terms in which he or she was erroneously charged the in-state rate.
Note: If a student is erroneously charged the in-state rate, the College will correct the error, assess the appropriate charge, and collect the outstanding balance.
A certified copy of your NJ Income Tax return may be obtained by writing to:
NJ Division of Taxation
Document Control Center, Records Unit
PO Box 269
Trenton, NJ 08695-0277
Your request should include your social security number, year of return requested, daytime telephone number, payment of $1.00 per side for copies of return.
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Institutional Refund Policy
Refunds are issued to a student who has a credit balance on his/her account. The Bursar’s Office will issue either an electronic direct deposit to a checking or savings account or generate a paper check. Students choosing the electronic refund method must set up an online payment profile as a refund account. The default method of refunding is a paper check.
Electronic Refund
- Refunds can be deposited in either a student’s checking or savings account.
- Reduces the time it takes for a student to receive the proceeds from a refund.
- The refund won’t be lost in the mail or stolen from a student’s mailbox.
- E-mail notification is sent to all students receiving an electronic refund.
Paper Refund Check
- Cannot be picked up in the Bursar’s Office.
- For students living in housing, checks are mailed to a student’s campus mailbox when classes are in session. When classes are not in session, it will be mailed to the student’s permanent billing/permanent address.
- For commuting students, checks are mailed to a student’s billing/permanent address.
Holding Refunds
- Fall refunds: A student may request to have their fall refund applied to the spring term by completing a Hold Refund Request Form in the Bursars office.
- Spring refunds: Spring refunds cannot be applied to the following fall term.
Refund Schedules
- For students who have excess monies in their account as a result of cash, check, money order, or wire transfer, refunds will be processed and issued the week AFTER the end of schedule adjustment (100% refund period).
- For students who have excess monies in their account as a result of financial aid, refunds will be processed and issued 30 days AFTER the first day of classes.
Setting up a Payment Profile
- Log onto the Ramapo Student Account Management Center:
https://epay.ramapo.edu/C20169_tsa/web/login.jsp.
- Enter Student ID (R#) and PIN.
- Click on My Profiles tab at top of page.
- Click on light blue Payment Profile link.
- Add a Payment Method will appear.
- Click on the drop down to select a Payment Type.
- Click on the Go button.
- Enter Bank Account information
- Click on check box next to Refund Option to designate this payment profile as the refund payment profile.
Federal Financial Aid Refund and Repayment Policy
Students who officially withdraw or leave school before 60% of a semester concludes are subject to Federal regulations that determine the amount of Title IV financial aid funds that may be retained and the amount that must be returned.
The amount of Federal aid that must be returned is based on the percentage of time the student attended school during an academic term. Students are entitled to retain only that portion of Federal student aid that they have earned based on their attendance.
The formula through 60% of the payment period is as follows:
(# of days attended)/(# of days in semester)=% of earned Federal Student Aid
100%-(% of earned Federal Student Aid)=% of Federal aid to be returned
A repayment may be required when cash has been disbursed to a student from financial aid funds in excess of the amount of aid the student earned during the term. The amount of Title IV aid earned is determined by multiplying the total title IV aid (other than FWS) for which the student qualified by the percentage of time during the term that the student was enrolled.
If less aid was disbursed than was earned, the student may receive a late disbursement for the difference. If more aid was disbursed that was earned, the amount of Title IV aid that must be returned (i.e., that was unearned) is determined by subtracting the earned amount from the amount actually disbursed.
The responsibility for returning unearned aid is allocated between the College and the student according to the portion of disbursed aid that could have been used to cover institutional charges and the portion that could have been disbursed directly to the student once institutional charges were covered. Ramapo college will distribute the unearned aid back to the title IV programs as specified by law. The student will be billed for the amount the student owes to the title IV programs and any amount due to the college resulting from the return of title IV funds used to cover institutional charges.
As specified in Section 484B of the Higher Education Act, the law also specifies the order of return of Title IV funds to the programs from which they were awarded.
- Direct Unsubsidized Loan
- Direct Subsidized Loan
- Perkins Loan
- PLUS Loan
- Pell Grant
- Supplemental Educational Opportunity Grant (SEOG)
- Other Financial Aid
The College reserves the right to change costs and procedures at its discretion.
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The College has established guidelines for refunding monies paid for tuition and fees based entirely upon the official date of the withdrawal or change of course which would result in a refund. As a result, refunds for tuition and tuition related fees are not available after the close of the 50% refund period. All other non-tuition related charges, fees, and fines are non-refundable.
However, a student with extraordinary circumstances may submit a request for an exception to the policy stated above. A person requesting a refund must submit a Refunding for Extraordinary CircumstancesRequest Form to the Bursar’s Office along with all appropriate documentation to support and substantiate the request. The form is available for download (see below) or in the Bursar’s Office. The request will be forwarded to the Financial Review Committee for deliberation.
College policy provides for withdrawal (W) grades and incomplete (I) grades based on substantive medical reasons. However, the policy further states that the College does not grant refunds of tuition and tuition related fees for medical withdrawals. Therefore, medical reasons alone do not constitute the basis for a request to the Committee.
The Committee will comprise the Bursar (or a designee), the Dean of Students (or a designee), the Registrar (or a designee), the Financial Aid Director (or a designee), one faculty member, and one student. The Committee will address student requests as needed.
The Committee is responsible for reviewing requests representing extraordinary circumstances for refunds of tuition and tuition related fees after the 50% refund period.
The Committee will consider all relevant aspects brought to its attention in determining whether the circumstance is extraordinary and, if so, what form and level of recompense is appropriate.
The Committee may seek information from any office or person within the College that may assist in making a decision. The applicant may be asked to provide additional information.
If the Committee decides to grant an exception to College policy, the Registrar’s Office will be directed in writing to adjust the student’s transcript and expunge the course(s) and the Bursar’s Office will be directed to issue a refund or future term credit as directed by the Committee.
If the Committee decides against granting an exception to College policy, the “W” grade(s) will remain on the student’s transcript, and a refund or future term credit will not be issued.
The Committee’s decision will be reached by a majority vote. The results of the vote will be communicated to the student in a letter from the Committee Chairperson.
Students wishing to appeal the Committee’s decision based on new or additional information should submit this information to the Committee in writing within thirty days of the Committee’s decision.
Students wishing to appeal on procedural grounds should submit their appeals to the Vice President of Administration and Finance in writing within thirty days of the Committee’s decision. The Vice President of Administration and Finance reviews only appeals on procedural grounds. The Committee Chairperson will send a letter to the student communicating its decision.
Refunding for Extraordinary Circumstances Request Form (PDF)
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ALL student vehicles parked on campus are required to have a valid parking permit (decal) permanently affixed to the lower right corner of the left-side rear window. The Parking Fee charge and sales tax (See Note below for details.) will automatically be included on the term bill. Applications for a parking permit are available ONLY online. To apply, click on ThePermitStore.com link below and follow the Parking Permit Application Instructions.
Parking permits obtained during the fall term are valid for the spring term. A student entering for the first time in the spring term must acquire a spring only parking permit. A new permit must be obtained for the summer term. There will be a one week grace period at the beginning of term before summonses will be issued.
Students who do not intend to park a vehicle on campus at any time during the school year can deduct the amount of the Parking Fee from their bill, providing the Parking Fee Waiver Form is completed and returned to the Bursar’s Office no later than the waiver deadline. (Clink on the Payment and Financial Deadlines link below.) When the form is received in the Bursar’s Office and validated, a credit will be posted to the student’s account.
If the Waiver Form is not received in the Bursar’s Office by the waiver deadline (Click on the Payment and Financial Deadlines link below), the charge will remain on the student’s account. A Waiver Form will not be accepted after the deadline. The Waiver Form is available in the Bursar’s Office or online at the link below.
Students may not apply for a parking permit and then submit a Parking Fee Waiver Form or submit a Parking Fee Waiver Form and then apply for a parking permit.
Summer Parking Fee Waiver Form (pdf)
Note: The New Jersey Division of Taxation passed legislation that requires New Jersey Colleges and Universities to access, collect, and remit a seven percent (7%) sales tax on parking fees charged to students who live OFF-CAMPUS. Students living on ON-CAMPUS are exempt from the tax. As a result, the aforementioned tax will appear on the bill of off-campus students, as well as the Parking Fee charge.
Parking Permit Application
To access the parking permit application:
- Log on directly to The PermitStore.com website www.ThePermitStore.com
- Enter Ramapo as your parking destination, then click Submit
- On search: results page, click Ramapo College of New Jersey
- On the home: option selection page, click Apply
- On the login page, read the Terms and Conditions statement and click I Agree
- Then, enter your Email Address and Password. Then, click continue
To complete the parking permit application:
- Step 1: personal information: Complete all of the required fields. Then click Continue
- Step 2: select permit(s): Select the permit you wish to obtain by clicking on the appropriate BUY button
- Step 3: vehicle information: Complete all required fields, the, click Add This Vehicle
- Step 4: payment: Click Continue (No Payment Necessary)
- Finish: receipt page: Click Finish
Students will receive an email confirmation from ThePermitStore.com confirming the creation of their account. When a student receives the parking permit in the mail, he/she must go to ThePermitStore.com to activate the permit.
Questions regarding the use of ThePermitStore.com system should be directed to ThePermitStore.com Customer Support Services at 805-963-9400 or email CustServ@iparq.com. Regular business hours are from 10:30 a.m. to 8:00 p.m. ET, Monday through Friday.
The College does not provide a fall only parking permit. All students who are registered for the fall term are charged the annual parking fee rate. Students who are graduating in January are the only exception. These students will receive a refund, equivalent to the spring parking fee charge, upon verification by the Graduation Office. The Bursar’s Office will mail this refund check in mid-February.
Parking permits are the property of Ramapo College and are issued based on the applicant's status with the College. They are non-transferable to another party and are valid only on the vehicle to which they are assigned. Lost or stolen permits must be reported immediately to the Security Office located in Room C-102. (Non-compliance may result in a citation, forfeiture of parking privileges, immobilization and/or towing/impoundment of the vehicle.)
Students with a State-issued handicapped license plate, or placard, or temporary permit issued by the College Health Services are permitted to park in reserved handicapped parking areas or "temporarily disabled" parking spaces, providing they have a current College parking decal.
Students who choose to park a vehicle on campus without a valid parking permit risk being issued a summons and/or booting or towing of the vehicle at the violators own expense.
All students, faculty/staff, and visitors who bring a motor vehicle onto the Ramapo College campus are subject to the rules and regulations of the College and the laws of the State of New Jersey. It is the responsibility of all applicants seeking a parking permit to read either the Ramapo College Motor Vehicle Information, Rules, and Regulations publication or the online documentation at the Security Department link below. If you have questions regarding Ramapo College parking, please contact the Security Department at 201-684-6666.
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All students are assessed a $25.00 one-time flat transcript fee. This entitles a student to an unlimited number of official transcripts at no additional charge.
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Courses
Students officially dropping courses at 100% must complete do so on the Web.
Students officially dropping courses at 50% must complete a Drop Slip in the Registrar's Office.
In order to withdraw from a course after the end of the 50% refund period, the student must submit a "W" Course Withdrawal Form signed by the instructor of the course to the Registrar's Office by the final day of the "W" grade withdrawal period.
All courses withdrawn after the 50% refund period will appear on the student's permanent record with the appropriately assigned "W" designation. Students will not be permitted to withdraw from a course after the final day of the "W" grade withdrawal period. A "W" is a chargeable grade and students are liable for the charges.
Advisors, professors, or other College staff members are NOT permitted to withdraw a student from a course or from the College. ONLY the Registrar's Office has the authority to grant withdrawals.
NOTE: Withdrawal from course(s) does not automatically withdraw a student from housing and/or meal plan (see below).
Housing and Meal Plan
Students officially dropping housing must complete the Housing Withdrawal Form in the Office of Residence Life.
Students officially dropping a meal plan must complete the Dinning Plan Choice Form in the Office of Residence Life.
Housing and meal plan adjustments are not calculated on a pro rated basis. Adjustments are based on the 100% and 50% refund schedules. Meal plans may NOT be changed after the 100% refund.
NOTE: The $200 Room Reservation Fee is non-refundable if a student withdraws.
The College reserves the right to change costs and procedures at its discretion.
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