The KHSC's Financial Aid department is dedicated to the highest standards of professional conduct and has adopted and adheres to the Statement of Ethical Principles set forth by the National Association of Student Financial Aid Administrators (NASFAA). As members of NASFAA, KHSC has permission to make such an adoption.
The following Code of Conduct was last updated by a vote from NASFAA’s Board of Directors in November 2020, and published in January 2021. Subject to enforcement procedures that went into effect July 1, 2015, institutional members of NASFAA will ensure that:
No action will be taken by financial aid staff that is for their personal benefit or could be perceived to be a conflict of interest.
Employees within the financial aid office will not award aid to themselves or their immediate family members. Staff will reserve this task to an institutionally designated person, to avoid the appearance of a conflict of interest.
If a preferred lender list is provided, it will be compiled without prejudice and for the sole benefit of the students attending the institution. The information included about lenders and loan terms will be transparent, complete, and accurate. The complete process through which preferred lenders are selected will be fully and publicly disclosed. Borrowers will not be auto-assigned to any particular lender.
A borrower’s choice of a lender will not be denied, impeded, or unnecessarily delayed by the institution, even if that lender is not included on the institution’s preferred lender list.
No amount of cash, gift, or benefit in excess of a de minimis amount shall be accepted by a financial aid staff member from any financial aid applicant (or his/her family), or from any entity doing business with or seeking to do business with the institution (including service on advisory committees or boards beyond reimbursement for reasonable expenses directly associated with such service).
Information provided by the financial aid office is accurate, unbiased, and does not reflect preference arising from actual or potential personal gain.
Institutional financial aid offers and/or other institutionally provided materials shall include the following:
Breakdown of estimated individual Cost of Attendance components, including which are direct (billed by the institution) costs vs. indirect (not billed by the institution) costs
Clear identification and proper grouping of each type of aid offered indicating whether the aid is a grant, scholarship, loan, or work program
Estimated net price
Standard terminology and definitions, using NASFAA’s glossary of terms
Renewal requirements for each aid type being offered as well as next steps and financial aid office contact information
All required consumer disclosures are displayed in a prominent location on the institutional website(s) and in any printed materials, easily identified and found, and labeled as “Consumer Disclosures.”
Financial aid professionals will disclose to their institution any involvement, interest in, or potential conflict of interest with any entity with which the institution has a business relationship.
Tuition and Fees
Tuition and fees are charged each academic term. Tuition and fee schedules are set by the KHSC-KansasCOM Board of Trustees annually. Tuition and fee schedules are posted to the KHSC-KansasCOM website and are the reference point for students for the most current up-to-date rates.
Ancillary Fees
Kansas Health Science Center (KHSC-KansasCOM) may have ancillary fees each academic year. This fee schedule will be published on the website and will be the single point of reference for staff and students. These fees are used on an as needed basis depending on the nature of the situation. Past due payment fees will be posted automatically by Student Accounts once a month until the student’s past due payment and/or balance has been satisfied.
Payment Plan Options:
In School Payment Plan
Student Accounts can accept credit card payments over the phone. Accepted credit cards are: Mastercard, Visa, and Discover. Credit card payments may also be made through the student portal. Tuition is due in full for all students before the last day of the first week of a new trimester. This requirement will be waived if a student intends to use financial aid (including loans) to pay tuition in full and has completed all financial aid paperwork required prior to the start of the trimester.
Students may reduce the amount of tuition due the first week of the trimester by establishing a payment plan with a Student Accounts advisor prior to the start of the trimester. Payment plans include a maximum of three payments each trimester. Accounts with outstanding balances not covered by financial aid or a payment plan will be considered delinquent after the last day of the first week of each trimester after a five-day grace period. A past due payment fee will be charged each month until the balance has been paid or until the payment plan is current. All account balances must be satisfied in full prior to the next trimester. Tuition statements will not be produced, and a student is responsible for checking their account through the student portal for any balances owed.
Out of School Payment Plan
A former student no longer actively enrolled with the institution (inclusive of withdrawn, dismissed, or graduated) may owe a balance. If a balance remains on a student’s account, a final statement will be mailed. A student’s diploma, transcripts, school records, and other final documentation will be released after the balance is paid in full.
Former students may be eligible for an Out of School Payment Plan but missed payments may result in cancellation of the payment plan and prevent the former student from future participation in this payment plan option. Out of School Payment plans may be established with a Student Accounts advisor.
If the balance is not paid in full, a payment plan is not set up within 90 days of the withdrawal date, or the former student is past due on a payment plan, the balance may be sent to a collection agency. The institution reserves the right to deny or cancel the payment plan option for any individual.
Direct Bill Payment Plan
A student who is eligible for partial or full-tuition payment by a third-party source may apply for the Direct Bill Payment Plan. A Direct Bill Payment Plan is not contingent upon a grade and/or completion of a course and is payable directly to KHSC-KCOM A payment plan or one time payment may be set up according to the employer policy.
Third-party billing sources may be: an employer, scholarship foundation, government entity or military tuition assistance. A student must submit a payment voucher or letter that includes the name of the student and program, amount to be paid, payment method, and trimester for which tuition is to be paid.
All vouchers or letters must be submitted to the Office of Student Accounts no later than the end of the first week of each trimester. The student is responsible for establishing a secured payment method by the first week of the trimester for the remaining balance not being paid by the third-party source.
Payments are due from the third-party source within 30 calendar days of invoicing or else a registration hold and a late fee will be applied to the student’s account. It is the student’s responsibility to ensure that all required documents are received by the third party and that payment is submitted in a timely manner. Final grades for a trimester in which a student has an outstanding financial balance will be withheld until the financial balance for the trimester is paid.
Refund and Cancellation Policy
Any student wishing to withdraw from all courses and leave KHSC-KansasCOM must notify the Associate Dean for Student Affairs and Services through the process as outlined in the Withdrawal and Leave of Absence Policy. All academic records will be on hold until all the student’s financial obligations are satisfied.
Students who withdraw from a KHSC-KansasCOM course after the published drop deadline, but prior to completing 25 percent of the course, will receive a refund based on the following schedule: 1st Week: 100% [prior to drop deadline], 2nd Week: 75%, and 3rd Week” 50%. Students who have attended more than 25 percent of a course are not eligible for a refund.
Any monies due to a student shall be refunded within 60 days from the last day of attendance or within 60 days from the receipt of payment if the date of receipt of payment is after the student’s last date of attendance.
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