Registrar’s Office

Effective Date: 7/1/2021

Category: Academic Affairs
Title: Financial Obligation Policy
Applicability: Thomas Jefferson University students
Contributors/Contributing Departments: Office of the Provost, Finance 

I. Policy Statement

Thomas Jefferson University recognizes the importance of maintaining fiscal responsibility in terms of ensuring timely payment/resolution of outstanding financial obligations by all students. This policy has been established to address this fiscal responsibility while supporting students in meeting their required obligation.

II. Scope

This policy applies to all full-time, part-time, matriculated and non-matriculated students at Thomas Jefferson University. 

Components

A. Billing and Payment Deadline Schedule
B. Billing Communication
C. Identification of Consequences related to outstanding tuition/fee, housing, and other balances of $500 or more
D. Communication to Academic Deans and other Academic Division Designates 

A. Billing Schedule and Payment Deadline Schedule: Online access to student bills, for the upcoming semester, will be provided to students not less than four (4) weeks prior to the bill due date. Resolution of the outstanding balance must occur by the date specified on the bill.

B. Billing Communication: Following the original notification about online access to student account bills, reminder billing notices will be sent once a week until the designated payment deadline. Weekly communication will continue for students who have not resolved the unpaid balance by the designated deadline.

The email billing communication will include:

1. Reminder that the student has an outstanding balance;
2. Reminder that late fees of $100 will be applied starting on the date(s) specified on the *Billing-Late Fee-Canvas Lockout-Restricted Registration schedule;
3. The deadline for completing "Satisfactory Payment Arrangements" to meet the outstanding obligation;
4. Identification of "Satisfactory Payment Arrangement", which includes:

• Payment in full;
• Establishing and maintaining up-to-date payments with an approved Tuition Payment Plan, in an amount sufficient to meet the outstanding balance by the specified date;
• Completion of required financial aid application process (and confirmation that the award estimate is sufficient to cover the balance).
  It is important to note that only “pre-approved” private education loans can be considered as pending financial aid, because eligibility for private education loans is contingent upon a satisfactory credit review;
• Submission of required paperwork to Jefferson Human Resources Benefits Office for tuition remission. (Students are required to satisfy any portion of the tuition not covered by Human Resources as employee benefits); and/or
• Submission of documentation to the Tuition-Student Accounts Office verifying payment of tuition by a third party.

C. Consequences related to outstanding balances of $500 or more

Consequences include:

• Students living in University Housing will not be permitted to move into the University Residence Halls.
• Application of late fee(s) of $100 per month starting on the specified date(s) listed on the Billing-Late Fee-Canvas Lockout-Restricted Registration schedule.
• Loss of access to the Canvas Learning Management System as of the specified date(s) listed on the Billing-Late Fee-Canvas Lockout-Restricted Registration schedule.
• Students will not be allowed to register for a subsequent semester or, if already registered, registration will be cancelled as of the dates specified on the Billing-Late Fee-Canvas Lockout-Restricted Registration schedule.
• Graduating students will not be allowed to participate in the spring Commencement ceremony and/or receive a diploma.

*It is important to note that specific dates related to the above are listed on the Billing-Late Fee-Canvas Lockout-Restricted Registration schedule included on the TJU Student Portal.

• Students who leave the University, and owe a balance of $500 or more will be turned over to Conserve Collection Agency 60 days after they have ceased to be enrolled at the University. If a student is referred to the collection agency, they are also responsible for all associated collection costs.
• The University reserves the right to change, amend, and/or impose additional restrictions in its discretion.

D. Communication to Academic Deans and Program/Department Designates

Notices will be sent to Academic Deans once the payment due date has passed and will continue until all students with outstanding balances have completed Satisfactory Payment Arrangements. The purpose of these communications is to alert academic divisions of the students who are in jeopardy of losing access to Canvas. To further facilitate communication and follow- up with students, Deans may share the list of student names with specified administrators.

Revision Date(s):  May 2025
Review Date(s):
May 2025
Responsibility for Maintenance of Policy: Vice Provost for Academic Infrastructure and Effectiveness