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Student Accounts Office

Web: emu.edu/business-office
Phone: (540) 432-4112

The Student Accounts staff welcomes the opportunity to answer any questions you may have concerning your accounts and to help you explore ways of meeting payment due dates. The office is located in the Campus Center, room 104 next to the Post Office.  Hours are Monday through Friday, 9:00 am to 4:00 pm.  A cashier is available to receive payments, cash checks up to $75.00 per day and to answer questions concerning the student account. Please have the student ID number available for each transaction.

Payment Policy

Tuition, room and meal plan charges, less processed financial aid, are due one week before classes begin for each semester.  Unpaid accounts may be subject to the following:

  1. EMU network access for student-owned computers will be denied.
  2. Charging items from the university bookstore and Common Grounds Coffee House to the student account will be denied.
  3. Grades, transcripts, enrollment, and diploma will be denied.
  4. Monthly finance charge of 1.5% (18% annually) will be assessed
  5. Delinquent accounts will be reported to the Credit Bureau.
  6. Collection and/or attorney fees necessary for collection of unpaid accounts will be paid for by the debtor.

For information regarding refunds of credit balances, please contact the cashier.

Financial Assistance Office

Web: emu.edu/financial-aid
Phone: 1-800-330-9683 or 540-432-4137

The Financial Assistance Office coordinates student financial aid programs, which include scholarships, grants, employment and loans. The staff is available to assist students in the application process and welcomes questions and concerns about their financial planning.

All students are encouraged to apply. Priority is given to those students who have completed and returned all forms by April 15 (See EMU catalog). Most financial aid awards are subject to available funding and satisfactory academic progress. Students should contact the Financial Assistance Office prior to withdrawing from classes or reducing academic loads during a semester. Office hours are 9 a.m. to 4 p.m. Monday through Friday.

Student Employment

Federal Work Study

Many students are able to help meet their educational costs by working at part-time jobs during their university experience. Student employment is available in many academic and administrative offices on campus, as well as in the food service and physical plant departments and numerous off-campus community service locations. Students work about 7 hours per week.  Students may apply for employment positions by completing the student employment application and contacting appropriate supervisors.

Returning students are encouraged to make arrangements for employment with supervisors before they leave campus in the spring. New students should pursue work-study placements as soon as eligibility has been determined.

EMU Work Program

Not all students are eligible for the Undergraduate Federal Work-Study program. A limited number of undergraduate international students may be offered the opportunity for on-campus employment priorto enrolling as a regular undergraduate student. No additional offers are made to international students after enrollment.

Also, due to the nature of certain on-campus employment opportunities, students may be paid from EMU Work Programs funds.

Off-Campus Employment

Many persons in the community ask for students to provide child care, do yard work, clean house, etc. These jobs are posted on the website at: myemu.edu/e-classifieds.

Insurance

Health Insurance

Health insurance is an EMU requirement at the Harrisonburg location for all traditional undergraduate students taking 12 or more credit hours, and for all full-time Seminary, CJP Graduate, and Counseling Graduate students taking 9 or more credit hours.  Health insurance is also required of all full-time international students in Harrisonburg, regardless of academic program.  

The health insurance is only available to those student groups, and students are automatically enrolled in the insurance plan upon registration.  If currently enrolled in another health insurance plan that provides comparable coverage, students may complete a waiver form.

For a complete description of the benefits available, limitations and exclusions, please visit

www.firststudent.com (US Residents)

www.geobluestudents.com (International Students)

For a complete description of the benefits available, limitations and exclusions, please visit www.gallagherstudent.com/emu 

Disability Insurance

Injury incurred while a student is engaged in student employment is covered by regulations of the Virginia Worker's Compensation Act.

Personal Property Insurance

EMU does not maintain insurance on student-owned property. Students’ property is sometimes covered under their family homeowner’s policy. Tenant insurance may also be obtained from a local agency if desired.

Liability

Students are expected to respect the rights and property of others and to use campus facilities in a responsible manner. Costs of damage to university property are charged to the account of the student responsible for the damage. Students assume responsibility for damaged property and should report it promptly to the residence director and/or Physical Plant Office.

EMU is not liable for the loss of money or valuables or the loss of or damage to any person’s private property on the campus due to fire, water, or theft. This includes the property of resident and non-resident students and their guests. Students should insure their personal property through their own policy or their parents’ homeowners’ policy.

Refund and Withdrawal Policy

View the refund policy

Two situations may result in a student receiving a refund of payments made for institutional charges (tuition and room and meal plans):

  1. Changing enrollment to fewer credit hours, or
  2. Withdrawing from the university.

Similarly, these two situations may require the return of funds (refunds) of student financial aid to various financial aid programs. Whether or not a student receives an actual cash refund will depend on financial aid adjustments and other miscellaneous charges the student may have on his or her account.

Changing Enrollment to Fewer Credit Hours

Procedure: Students who wish to drop a class shall obtain a drop/add form from the Registrar’s Office. The date the student completes the process and signs the form is the date used in calculating adjustments for tuition and other charges.

Adjustments for Tuition Charges

Tuition charges are adjusted downward using a two-step process. First the difference between the new per credit hour charge and the original higher charge is calculated. This difference is then multiplied by the percentage of the enrollment period not yet completed. The Adjustment and Refund Chart at the end of this section is used for determining percentage not completed.  Please note activity fees are not refunded. 

Adjustment for Room and Meal Plan

The Adjustment and Refund Chart outlined at the end of this section determines the adjustment to room and meal charges. The room and meal adjustment percentage may be different than the tuition adjustment percentage depending on the actual days the student remained in a residence hall. (Note: students must be enrolled full time in order to reside in a residence hall).

Adjustments to Financial Aid Awards

Most grants and scholarships require full-time enrollment. Most loans require at least half-time enrollment. Students should consult the Financial Assistance Office to determine what adjustments will be required by change in enrollment status. No adjustments are made after the 9th week of classes or after the date a student may withdraw from a class and receive a “W” grade, whichever is later.

Withdrawing from the University, including Medical Leave or Administrative Withdrawal

Undergraduate students who intend to withdraw from Eastern Mennonite University shall schedule a meeting with the Director of Retention (Campus Center, 321) who determines the official withdrawal date.  It shall be no later than the date the student meets with the Director of Retention, but may be earlier. The official withdrawal date is based on class attendance dates and other extenuating circumstances. A student who withdraws during the semester must complete an application for readmission prior to re-enrollment.

For all types of withdrawals or leaves, refunds (if applicable) will be finalized by the business office according to written protocols in consultation with the financial aid office after the withdrawal or leave form has been completed and submitted to the business office. Students are generally required to check out of the residence hall within 48 hours of completing the withdrawal process or may be required to leave sooner in the case of an administrative withdrawal.  At the time of withdrawal or leave, their ID will be deactivated and they will no longer have card access to residence or dining halls.

Medical Leave

Medical Leave may be available for undergraduate students who, due to a documented serious physical or psychological condition, need to leave Eastern Mennonite University during the semester without completing their coursework or for students who cannot return to EMU due to a serious physical or psychological condition. A student requesting medical leave must meet with the Director of Retention (if possible) and complete the required forms, including documentation from a physician, licensed care provider or other qualified caregiver under licensed supervision. A decision approving or disapproving the medical leave request will be made by the Director of Retention, in consultation with the Pulse committee and the director of health services. Full details of the medical leave policy may be obtained in the Undergraduate Dean’s office or from the Director of Retention. 

Students on medical leave may need to apply for readmission through the Admissions Office, which will contact the Director of Retention for approval of fitness to return to campus. There is no fee for the readmission application. It does not require a student to re-send any admissions documentation, unless they have attended another institution during their time away from EMU.

Medically Excused Status

Students may request a medically excused status if they are medically unable to complete the final forty percent of a semester in one or more, but not all, of their courses. Students may or may not intend to return to the University at the beginning of the following semester. A request is initiated in the same manner as described for a medical leave.  A student approved for medically excused status need not request permission to return to the University for the following semester unless conditions for returning were stipulated by the University at the time of departure.

Administrative Withdrawal

If a student has not attended a course/ courses on a regular basis (has multiple absences over a period of at least two weeks) and has not responded to efforts by the instructor or other EMU personnel to address the absences, the university registrar may administratively withdraw the student from the course(s.) The Primary Designated School Official will be consulted regarding the potential withdrawal of an international student. Any decision to withdraw a student will be referenced with the Director of Retention and Undergraduate Academic Dean and made in consultation with the instructor of the course(s) involved. The withdrawal date will reflect the final date the student attended the course(s) according to instructor’s records.

Adjustments for Tuition, Room & Board Charges

Students who withdraw, drop out, are dismissed, or otherwise cease enrollment prior to completing 60% of the semester or mini-term equivalent shall receive a refund equal to the percentage of the term remaining for courses not completed but registered for at the start of the semester.  Completed courses are charged in full at the per credit price in effect for the term. Students who withdraw prior to the first day of classes shall receive a full refund of all payments except tuition deposits.

Students with Title IV federal aid, who withdraw before the 60% midpoint of the semester, will have their federal aid recalculated according to the Federal Return of Title IV Aid policy. Students may be eligible to receive some of the federal aid based upon the percentage of the term completed.  Eastern Mennonite University may be required to return Federal Funds, and if so they will be returned in the following order: Unsubsidized FDSL, Subsidized FDSL, Perkins Loan, FDSL PLUS Loan, Pell Grant, Supplemental Educational Opportunity Grant, TEACH Grant, Iraq and Afghanistan Service Grant. In some cases, students may owe the University a balance due as a result of the returned federal aid.

Please see the institutional withdrawal and financial aid refund policy document for more information. https://emu.edu/financial-aid/financial-assistance-policies.html/refund_policy.pdf

Note:  The above schedule does not apply to Summer term and adult completion programs, including RN to BS in Nursing and Leadership and Organizational Management programs.  Prorated tuition adjustments are made for withdrawals based on the official withdrawal date as compared to the enrollment period of each class. Completed courses are charged in full at the per credit price in effect for the term.


Adjustment and Refund Percentages (Chart) for 2018-2019

Time Period

Fall Semester

Spring Semester

   %

1st week

Aug 28 - Sept 3

Jan 9 -15

97%

2nd week

Sept 4 - 10

Jan 16 - 22

90%

3rd week

Sept 11-17

Jan 23 - 29

83%

4th week

Sept 18-24

Jan 30 - Feb 5

76%

5th week

Sept 25 - Oct 1

Feb 6 - 12

69%

6th week

Oct 2-8

Feb 13 - 19

62%

7th week

Oct 9-15

Feb 20-26

55%

8th week

Oct 16-24**

Feb 27 - Mar 12**

48%

9th week

Oct 25-31

Mar 13- 19

40%

After the 9th week

Nov 1 and later

Mar 20 and later

0%

**period includes midterm break