Payment and Refund Policies for Undergraduate Students

The Office of Student Business Services mails out a bill each semester, 60 days prior to the start of the semester, and the bill is due within 30 days of the start of the semester. This is the only hard copy bill that is mailed to your permanent home address (unless you change your registration). By the stated due date on your bill, the balance due (if any) must either be paid in full or a payment plan secured to cover the cost of the semester. Due to federal regulations, the University is not allowed to have a student “carry” an outstanding balance.

The University’s primary source of communication is via your Concordia-Chicago email address. Please check your email on a regular basis. 

Please be advised that the University's refund policy may be updated at any time. This current policy will be posted daily at the Student Business Services office.

NSF Fee

There is a $36 fee for the 1st returned item, $50 for the 2nd returned item and $75 for the 3rd returned item. After the 3rd returned item, the University will not accept any further personal checks on the account. If your payment was made online as an electronic check (ACH), there is a $36 bank fee. All charges are assessed to the students.

Refunds/Credit Balances

After all tuition and fees have posted and all financial aid has posted to your account, it is possible to have a credit balance. This can be recognized by reviewing your student tuition account online, and if you find there is a negative sign (-) in front of the balance, you have a credit. You have the options of:

  1. Leaving the credit balance on your account for future terms.
     
  2. Using your credit toward a book voucher to use at the bookstore on campus that you would receive in the Business Services Office and the amount used is posted to your account as a charge that will reduce your credit. 
     
  3. Requesting a refund for the credit balance available. The student refund form can be obtained in the Business Services office located in Addison Hall Room 156 or online by signing onto Concordia Connect, clicking on the Resource tab and typing "student refund form" in the forms repository. You will then print this form out and fax to 708-488-4293.

In order to process your form, you must have all information complete with the amount you are requesting for a refund and you must sign your refund form to be processed. 

An incomplete form will not be processed and your refund will be delayed. If all forms are received by Friday, in a week your refund will be processed for disbursement the following Friday if all funds are available. 

The refund is being provided based upon the student tuition credit balance at the time of issuance of the refund disbursement. There may be other expenses that are assessed to your account after the disbursement, e.g., bookstore voucher purchases, phone bills, parking tickets, additional tuition, financial aid reductions due to drop of a class, etc.

Applying for a Refund

You must fill out and submit a Student Refund Form located in the Business Services Office, or download the form from the Concordia Connect portal: click on the resource taband in the forms repository type in “student refund form.” This form may be submitted in person or faxed to 708-488-4293.

Outstanding Balances

Students with outstanding balances will be prohibited from registering for additional courses as well as future term courses. Any account with an outstanding balance will incur a 1.5% charge, or a minimum of $25.00 service charge, each month on the account until the end of the semester. After the start of a semester and the bill due date, any student who has an outstanding balance will receive an email at their Concordia-Chicago email address. This notification will inform students of their standing account balance and any service charges. Statements will continue to be emailed each month to any student with a balance. Please note, it is the student’s responsibility to check his or her Concordia-Chicago email account on a regular basis. This will help students in maintaining their tuition account information and remain in good standing. Concordia-Chicago email is the University’s primary source of communication.

Once a semester has ended, if you are also enrolled to take classes the following semester (for example, it is near the end of the fall term and you are also registered for spring), the University maintains the right to automatically withdraw you from the following semester. If amounts are owed at the end of the semester, the student will be placed in collections (see Collections Policy in the Fees section of the Concordia-Chicago catalog). Any efforts to collect unpaid balances due to Concordia University Chicago that are made by a third-party source are the student’s responsibility. Such costs include, but are not limited to, fees from the outside collection agencies, attorney fees, court costs or service charges. The student is to also understand that these are additional costs to the tuition and fees due to the University.

Graduating students with outstanding balances will not be permitted to participate in their graduation ceremony and are not entitled to receive a diploma, transcripts, credentials and/or other possible University-provided verifications until the balance is paid in full. In such instances, the University reserves the right to demand that such payments be paid with guaranteed funds.

Options When You Have a Credit Balance

Keep funds on account: You may email us back indicating you would like your funds to remain on your account for future terms.

Use your credit balance to purchase books: You may purchase your books at the Concordia Bookstore through Concordia Connect, using your financial aid online, click on the Resources tab, go to the campus Barnes and Noble bookstore website and click on "Order Your Textbooks Online."

Request a refund for the credit balance available: To receive a refund, complete the refund form and submit it to the Office of Student Business Services. Refunds can only be processed if the funds have been posted to the account creating a credit balance. If all funds are not available or do not match the amount you have requested, the refund will not be processed until all funds are available. You must complete a form each time you request a refund. Personal information is not stored.

  • The form is available in the Office of Student Business Services and also online through Concordia Connect. To find the form, click on the Resource tab and use the forms repository. Type in “student refund form,” and you will be able to download a PDF version of the form.
  • The form must be completed in its entirety, show the accurate refund amount, and be signed. You may fax the form to 708-488-4293 or save the completed document and email it to Refunds@CUChicago.edu.
  • To receive your refund, submit the completed form by Friday at 4:30 p.m. to receive the funds the following Friday after 2 p.m.
  • The refund will be provided based upon the student tuition account credit balance at the time of issuance of the refund disbursement. There may be other expenses posted to your account after the disbursement, such as bookstore voucher purchases, parking tickets, additional tuition, or financial aid reductions due to the dropping of a class.

Course Add/Drop Policy

Adding a Course: Courses can be added to a student’s schedule within the first week of class. Time limits for the addition of courses are reduced proportionately in any semester where the structure of the class is changed, such as an eight-week session. View the current academic calendars.

The tuition refund policy is as follows:

  • All fees are refundable at 100% when the course is dropped within the 100% refund period.

  • If course is dropped during any other refund period, 0% of all fees are refundable.

16 Week Courses

100% REFUND

through end of the 1st week of class

75% REFUND

through the 2nd week of class

50% REFUND

through the 3rd week of class

25% REFUND

through the 4th week of class

0% REFUND

after the 5th week of class

Classes that run for 8 weeks of the term

100% REFUND

through the end of the 1st week of class

50% REFUND

through the end of the 2nd week of class

0% REFUND

after the 2nd week of the class

This refund policy may be altered at any time. A specific refund policy is written for each semester for students at all academic levels. This policy is structured by dates and percentage of refund a student would receive if applicable. Any student who does not withdraw within the refund policy dates has the right to appeal the charges by written appeal to the Dean of Students. Appeals should be submitted within the same term to be accepted for review. Any appeal that is submitted after that time may be rejected depending on the individual’s reason for the appeal.

There is a specific refund policy that is written for each term for the students at all academic levels. This policy is structured by dates and a percentage of refund a student would receive if applicable. Any student that does not withdraw within the refund policy dates has the right to appeal the charges for the courses they have dropped but are financially responsible for. You may send your appeal in writing to Kathy Gebhardt, Dean of Students at Concordia University Chicago, 7400 Augusta River Forest, IL 60305 or via email. The appeal MUST be within the same term and no later than one (1) week of the term ending for the appeal to be considered. Any appeal that is submitted after that time may be rejected depending on the individual’s reason for appeal.

Failure to attend class does not constitute an automatic withdrawal from the class. Student's MUST drop courses through the Academic Advising Office  before any refund will be issued. Failure to drop classes will result in no refund and a grade of "F" on the student's transcript. Students receiving an F will then be held responsible for all financial obligations which were acknowledged on the signed registration form. Students may fax withdrawal forms to 708-209-3176.

Bankruptcy

Students with outstanding balances who file for bankruptcy and li st Concordia University Chicago as a creditor that is owed a debt will have all collection efforts ceased according to the bankruptcy law. The balance will remain on the account. With that, a bankruptcy will stop collection efforts; however, transcripts and diploma remain the property of the University.

Department of Education - Campus Banking Notice

Students receiving a financial aid refund can have it direct deposited into an account at any financial institution, including a pre-existing account already belonging to the student.

For more information, visit the Department of Education website.