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Academic Record Adjustment and Refund Request Petition

Under what circumstances can I petition?

  • Utah State holds students responsible and accountable to know and comply with USU registration dates and deadlines. These dates and deadlines are listed each semester in the Registration Calendar on the USU catalog and on the Registrar’s Office website under “Important Dates and Deadlines.” This petition form is not for students who were unaware of the registration dates and deadlines, but rather those who could not comply with them due to an extenuating circumstance.
  • An extenuating circumstance is a non-academic emergency outside of the student’s control that occurred during the semester for which the student is petitioning and affected their ability to attend or fully participate in their classes.


What is an academic record adjustment?

  • The Record Adjustment allows students to petition for changes to his/her academic transcript (credit adjustment, course addition, withdrawal with "W" notation, etc.).
  • Record Adjustments are an avenue to petition for W notations on your transcript.  It is not generally used to remove W’s from your transcript. A W (withdrawal notification) is a registration status and is not calculated into your GPA.


What is a refund request?

  • The Refund Request allows students to petition for a refund of tuition and fees or for a forgiveness of debt owed outside of normal refund deadlines.
  • Students requesting a refund must already be withdrawn from the courses they are petitioning.  If it is past the withdrawal deadline on the registration calendar, you must request an Academic Record Adjustment in addition to the refund.  If approved, this record adjustment will result in any graded or incomplete courses being replaced by a withdrawal (W) on your transcript. 


What do I need in order to petition?

  • On the online ServiceNow petition form, you will be required to answer a number of different questions about your situation. The documents that it will require you to turn in, write, or attach are:
  • A personal statement
  • Documentation supporting your claims
  • $20 non-refundable petition processing fee (only applies to those petitioning for a record adjustment, not a refund request)
  • Pay attention to your preferred email for notifications and results on your petition. If you need to check or update your preferred email, please go to myid.usu.edu.

 

What should I include in my personal statement?

You will be required to submit a personal statement explaining what has happened and why you are petitioning. Please include the following details in your statement:

  • What your situation was during the semester for which you are petitioning.
  • How your situation impacted your schooling and attendance.
  • Specific dates for when the events occurred
  • If your extenuating circumstance happened before the add/drop deadlines listed on the registration calendar, please include why you took no action to drop or withdraw from the course before the appropriate deadline.

How do I submit a petition?

  1. Academic Record Adjustment and Refund Request Petition Form: The form you will fill out is called the Academic Record Adjustment and Refund Request Petition. Before entering ServiceNow, ensure that you have your personal statement and supporting documentation ready to attach and submit. Please refer to the documentation guidelines above for more information regarding what documentation is required to petition.
  2. ARA/RFR Supplemental Documentation Form: If you do not have the necessary documentation ready when you submit the petition form, you can still submit it and attach your documentation at a later date using our ARA/RFR Supplemental Documentation Form. Your original petition will not be reviewed until you have submitted all the necessary documentation using the supplemental form. 

You will find these forms on ServiceNow. Please click on the links above or go to servicenow.usu.edu and click on 1) Service Catalogs, 2) Registrar’s Office, 3) Registration, 4) Academic Record Adjustment and Refund Request Form. 


What supporting documentation will I need to turn in?

Medical/Mental Health Extenuating Circumstances:

  • You will need to download the Medical Verification Form and have your licensed care provider fill it out. They can also write a letter (on letter head) however the Medical Verification Form is preferred as it contains the specific information the committee requires.
  • Your licensed care provider must indicate that your condition or illness prevented you from attending classes for a time period of two weeks or longer (or one week for a 7-week session course).
  • How to Submit the Form: Your licensed care provider can submit the verification form to our office via fax at 435-797-1110 (Attn: ARA Committee) or mail to 1600 Old Main Hill Logan, UT 84322-1600 Attn: ARA Committee. They can also return the form to you and you can attach it via the ServiceNow forms.

Medical/Mental Health Extenuating Circumstances of a Family Member:

  • You will need to download the Medical Verification Form for a Family Member and have your licensed care provider fill it out. They can also write a letter (on letter head) however the Medical Verification Form for a Family Member is preferred as it contains the specific information the committee requires.
  • Your licensed care provider must indicate that your condition or illness prevented you from attending classes for a time period of two weeks or longer (or one week for a 7-week session course).
  • A family member (including step-relatives) for this policy is defined as a student’s spouse, son, daughter, son-in-law, daughter-in-law, brother, sisters, brother-in-law, sister-in-law, grandparents, grandparents-in-law, grandchildren, or domestic partner.
  • How to Submit the form: Your licensed care provider can submit the verification form to our office via fax at 435-797-1110 (Attn: ARA Committee) or mail to 1600 Old Main Hill Logan, UT 84322-1600 Attn: ARA Committee. They can also return the form to you and you can attach it via the ServiceNow forms.

Work schedule change as required by your current employer:

  • You will need to download the Employer Verification Form and have your current employer fill it out. They can also write a letter (on letter head) however the Employer Verification Form is preferred as it contains the specific information the committee requires.
  • Your employer must verify that there was a significant change in work hours required by them and that directly conflicted with your course schedule and ability to attend or fully participate in class. New employment is generally considered the student’s choice and therefore would not be considered an extenuating circumstance.
  • How to Submit the form: Your employer can submit the verification form to our office via fax at 435-797-1110 (Attn: ARA Committee) or mail to 1600 Old Main Hill Logan, UT 84322-1600 Attn: ARA Committee. They can also return the form to you and you can attach it via the ServiceNow forms.

Death of a Family Member:

  • You will need to turn in a death certificate, obituary, or funeral program to document the event. A death certificate can be submitted without any further documentation. An obituary or funeral program require that your name be listed in the documents as proof that you are related to the deceased family member.
  • A family member (including step-relatives) for this policy is defined as a student’s spouse, son, daughter, son-in-law, daughter-in-law, brother, sisters, brother-in-law, sister-in-law, grandparents, grandparents-in-law, grandchildren, or domestic partner.
  • How to Submit: You will attach the document via the ServiceNow forms.

Active Military Duty:

  • You will need to turn in your official notice of military requirements or letter (on letter head) from a military official clearly outlining the dates of required service.
  • How to Submit: You will attach the document via the ServiceNow forms.

Jury Duty or Subpoena:

  • You will need to turn in your proof of jury duty or subpoena.
  • How to Submit: You will attach the document via the ServiceNow forms.

Other Extenuating Circumstances:

  • You will need to turn in documentation with dates, signatures, etc. that indicate the extenuating circumstance and why it inhibited you from attending or fully participating in your classes for a time period of two weeks or longer during the semester (or one week for a 7-week session course).
  • How to Submit: You will attach the document via the ServiceNow forms.

 

Are there any financial repercussions for petitioning?

If you have received any sort of financial help during the semester for which you are petitioning, it is likely that you will have to pay back funding, pell grant, loans, etc. to the appropriate sponsor if you are withdrawing from courses. We highly encourage you to contact the following offices to find out what will occur if you are approved for a record adjustment or refund.

Financial Aid/Loans:
Email: financialaid@usu.edu
Phone Number: 435-797-0173

Scholarships/Department Funding/Fellowships:
Email: scholarships@usu.edu
Phone Number: 435-797-7171

3rd Party Sponsors (including Voc Rehab):
Email: ann.loney@usu.edu
Phone Number: 435-797-1537

VA Benefits or GI Bill Funding:
Email: veteransresources@usu.edu
Phone Number: 435-797-7886 or 435-797-8397

Regardless of the outcome of your request, you are responsible for any debt remaining on your account, including but not limited to, adjusted or revoked financial aid or scholarships and/or collection costs.

If my refund request is approved, how will I get my refund?

  • When a petition for a refund of tuition and fees is granted, approved fees are first applied to any unpaid debt on your student account before the remaining amount is refunded to you.
  • If any amount is refunded to you, it will be refunded to your bank account via direct deposit if you have set that up through the university.  If you do not have direct deposit set up,  a check will be mailed to the mailing address you have on file in Banner.


Who makes up the petition review committee?

The Petition Review Committee is made up of delegates from the following offices:
  • VP of Student Affairs Office
  • Registrar’s Office
  • Counseling and Psychological Services Center
  • Disability Resource Center
  • Financial Aid Office
The committee meets weekly to consider the Record Adjustment/Refund Request petitions. Petitions that do not include supporting documentation will not be reviewed until the student turns in the appropriate documentation via the ServiceNow online forms.

How will I be notified about the results of my petition?

  • After a petition is submitted through ServiceNow, you will receive an email to your preferred email notifying you of the status of your petition and of any additional steps you need to take such as paying the petition fee, adding additional supporting documentation, etc.
  • After you have submitted all necessary documentation through the ServiceNow forms, please allow the committee up to 2 to 3 weeks to review your petition. 
  • The results will be emailed to you at your preferred email address (myid.usu.edu) within a week after the committee reviews it.


If my petition is denied, can I appeal?

If your petition is denied, you have one opportunity to appeal. If you would like to appeal, you must let the Registrar’s Office know within five days of receiving the original petition results.

If you are appealing, you must turn in the following via email to the Registrar’s Office:

  • Additional supporting documentation for the Appeals Committee to consider.
  • You may choose to turn in a clarifying personal statement to the appeals committee to support your appeal and your claims.
The appeals committee considers appeals every week and will read through the original petition information along with your additional supporting documentation. There is no additional fee to appeal. The decision that the Appeals Committee makes is the final decision and a student must then move forward with the consequences of the approval/denial.