The COVID-19/coronavirus pandemic continues to create risks and uncertainties associated with on-campus educational programs of colleges and universities. The potential continuing impacts of the pandemic are not fully foreseeable, and may impact the feasibility and/or structure of on-campus learning. The tuition rates charged by the College are not dependent on the format of the educational programs for which they are payable. Accordingly, if the College is required to alter the structure of its on-campus educational programs or transition students to remote learning models (in whole or in part) due to restrictions imposed by federal, state or local governmental authorities or applicable law, or if the College determines such action to be warranted in light of continuing or potential impacts of the COVID-19/coronavirus pandemic, no reduction or refund of tuition will be made based on the resulting changes to the programs in which students are enrolled.
When will I be billed?
Can I pay in installments?
How is my enrollment fee credited?
Is there a finance charge?
How is my Federal Stafford Loan credited to the tuition account?
Do I need to buy the College’s Student Health Insurance coverage?
How do I decline the Hartwick College Health Insurance coverage?
How are students paid for working on campus?
What are my options in charging my books at the bookstore?
Can I add more funds to my meal plan’s declining balance?
I have a “hold”/”restriction” on my student account, why? What does that mean?
Refund Policy Prior to 1/1/2021
Q: When will I be billed?
A: In July and in December, you will be billed in two equal installments. The July bill reflects charges for the first half of the academic year, which includes all of Fall Term and the first two weeks of January Term. Payment is due August 5. The second billing includes the last two weeks of January Term and all of Spring Term and is sent on December 15. Payment is due January 5.
Special billing concerns related to January Term:
- There is no adjustment in room/board for students approved to study remotely, take an online course, or elect not to participate in J Term courses.
- There is no tuition adjustment for students who do not participate in J Term classes.
- Students returning to campus housing for J Term who were not charged room and board for the fall semester will be charged two additional weeks room/board.
- Students returning to campus housing for J Term who were refunded room and board in the fall, will be charged two additional weeks room/board.
- Students who enroll in J Term and decide to withdraw from classes after the start of the semester will not receive any adjustments for tuition.
- Students who are off campus in an approved program or internship will receive a meal plan adjustment for the time not on campus. No adjustments are made for room charges.
Q: Can I pay in installments?
A: Yes, Hartwick College offers a ten-month interest-free Tuition Payment Plan option administered by Educational Computer Systems Inc. [ECSI]. Program enrollment begins June 1, and there is a $65 enrollment fee. You may call ECSI at 866-927-1438 to start your plan, or go directly to their website at www.ecsi.net/hartwick. Please contact the Office of Student Accounts for additional information at 607-431-4300, or you may email your questions to firstname.lastname@example.org.
Q: How is my enrollment fee credited?
A: The enrollment fee is credited to the student’s entering semester billing statement.
Q: Is there a finance charge?
A: Yes. For each month or any part of a month that payments are delinquent, a fee of 1% will be charged for each month or a fraction of a month throughout the duration of such delinquency.
Q: How is my Federal Stafford Loan credited to the tuition account?
A: The majority of phone calls received in the Office of Student Accounts at the beginning of the fall and spring semesters are from parents asking why their student’s Federal Stafford Loan is not appearing on the billing statement. When all paperwork is completed with the Office of Financial Aid, the FSL proceeds will be disbursed electronically to the College. Once received, your student will be notified of the disbursement via an electronic disclosure to their Hartwick email address.
Once the Federal Stafford Loan paperwork is complete, the amount is listed as “pending financial aid” on the billing statement. Depending on the lender of the loan, there may be an origination fee deducted from the disbursement. To verify the status of your student’s financial aid paperwork contact Financial Aid at 607-431-4130. You also may email email@example.com.
Q: Do I need to buy the College’s Student Health Insurance coverage?
A: Hartwick College requires all students to have health insurance coverage. For students who are U.S. citizens and covered under their own or a family policy, Hartwick College Health Insurance is optional. If the student has no family insurance coverage, they are required to purchase the Twelve-Month Hartwick College Health Insurance. International students are required to purchase the Twelve-Month Hartwick Health Insurance. Health Insurance Coverage Details
Q: How do I decline the Hartwick College Health Insurance coverage?
A: Your student will remain enrolled in the Hartwick College Health Insurance until the Office of Student Accounts has received written notification that the student has other insurance coverage. The form to decline coverage is online and is available here The form must be submitted by August 5th each year. After this deadline, the Hartwick College Health Insurance Coverage will be closed to adjustments and the school’s insurance charge will remain on the student’s billing statement. The Health Insurance Election form must be submitted each year of attendance.
Q: How are students paid for working on campus?
A: Students awarded Federal workstudy are paid bi-weekly by check. Payroll checks are placed in the student’s campus mailbox. Automatic deposit also is available. Please see Student Payroll for an application. Workstudy awards are not applied to the billing statement unless the student authorizes the College to do so.
Q: What are my options in charging my books at the bookstore?
A: Textbooks and any academic supplies purchased at the Barnes & Noble textbook store and bookstore can be charged to your student tuition account. You also may charge any item, academic or personal, to the WICKit campus card if you have an account previously set up. At the time of checkout, just let the cashier know where you would like the charge placed.
Q: Can I add more funds to my meal plan’s declining balance?
A: Yes, the easiest way is to use the WICKit eAccounts site. Parents or students can make an online deposit to a student’s meal plan dollars using Visa, MasterCard, American Express or Discover. These funds are immediately loaded to the students WICKit and available to them without delay. When using this option be sure to select Meal Plan Dollars as the account you are depositing to. You can add to your Meal Plan Dollars by having the parent contact the Office of Student Accounts to charge this amount to your tuition account, completing the online form, or by making payment to the Cashier in Bresee Hall. Meal Plan Dollars Details
Q: I have a “hold”/”restriction” on my student account, why? What does that mean?
A: Students will have a Student Account hold or restriction on their account at registration and pre-registration time if they have a balance that exceeds a certain dollar threshold. If a student has a hold on their account they are prevented from making changes to their schedule and they can not get pre-registered for their classes for the next semester until the hold is cleared. Students need to ensure that their student account balance is in good standing, and that any arrangements that have been made for balances are kept current. When a student has a hold at pre-registration or registration it means that their balance needs to be addressed. At registration time the balance needs to be $1,000 or below, when pre-registering for the spring the balance needs to be below $750, when pre-registering for next fall, the balance needs to be below $500. Any student participating in an off-campus J Term Program must have a balance of less than $500 when pre-registering for spring to avoid a hold. If you have specific questions about your account, please call our office at 607-431-4300, or email us at firstname.lastname@example.org.
Q: Refund Policy Prior to 1/1/2021:
A:There may be an occasion during the academic year when a student decides to voluntarily withdraw from the College after classes have begun. Refunds of tuition will be made according to the following schedule. The Fall billing period includes all of Fall Term and one-half of January Term. The Spring billing period includes the second half of January Term and all of Spring Term.
- After the tenth week of the billing period, no refund of tuition will be made.
- Per our policy, no adjustments are made to tuition for students who elect to study remotely
- Financial Aid will be re-calculated according to school policy and federal regulations.
- Room charges are pro-rated for the first two weeks of the billing cycle only. After two weeks, no refund is given. For the Fall 2020 semester, pro-rated room charges will be available until September 17th to coincide with the temporary period of remote instruction.
- Board charges for the board/meal plan will be prorated on a weekly basis.
- Comprehensive Fee–is non-refundable after the start of the semester.
- Health Insurance–the optional health insurance fee is non-refundable after the start of the semester.
- Medical leaves abide by the same refund policy as listed above. See Tuition Insurance for further information.
- No refund of tuition, fees, room or board will be granted when a student is:
- or receives an Administrative Leave with Academic Suspension for non-compliance with the Social Compact from Hartwick College.
- After September 17th, if the College is required to close the campus, or voluntarily makes the decision to do so due to environment conditions to protect the health and safety of its students and our community, room charges will be refunded on a prorated weekly basis up to 75% of the total semester charges