University Registrar

Appellate Review Process

The appellate review process is the system established for students who wish to do one of the following:

  1. Appeal a residency determination for tuition purposes.

  2. Appeal the assessment of an administrative hold.

  3. Appeal the assessment of a Late Payment Fee.

  4. Appeal the assessment of a Late Registration Fee.

  5. Appeal the assessment of a Late Course Add Fee.

  6. Appeal the assessment of a Re-Enrollment Fee.

  7. Petition to pay tuition and fees for a past term.

  8. Petition to be re-enrolled for the current term after being dropped for non-payment.


Overview

Students must first petition the above items through the appropriate office; details on the procedures to be followed for each item are outlined below. If a student's initial petition has been denied by the Office of the University Registrar (OUR) or Buckeye Link (formerly the Buckeye Link) a student may then appeal the decision to the Registrar's Appellate Review Committee. This committee is viewed as the supreme appellate review authority for matters brought before it and all decisions by the committee are final.

Associated Faculty Rules may be viewed within the following sections:

  1. 3335-9-12 Enrollment conditional upon payment of fees.

  2. 3335-9-14 Time of registration and payment of fees; penalties.

  3. 3335-9-15 Penalty for payment of fees when payment is not honored.

  4. 3335-9-16 Administrative holds.

  5. 3335-9-17 Timely registration.


Procedures

Residency Determinations

The first step to gaining Ohio residency for tuition purposes is for a student to complete an online Residency Form and submit the requested documentation. In order to receive the state of Ohio tuition subsidy, you have to prove that you meet the qualifications set by the Ohio Department of Higher Education (ODHE) in the Ohio Revised Code, Section 3333-1-10. For additional information about the guidelines or detailed instructions on how to apply, please visit: http://registrar.osu.edu/Residency/index.asp.

If a student wishes to appeal the decision made by the Office of the University Registrar, the student must complete a "Registrar's Appellate Review Committee Request for Hearing" form. To initiate this process, the student should contact the processor who reviewed their original request.

Administrative Hold

To appeal the assessment of an administrative hold, a student must complete a "Registrar's Appellate Review Committee Request for Hearing" form available through Buckeye Link.

Late Payment, Late Registration, Late Course Add, or Re-Enrollment Fees

Requests to remove late payment, late registration, late course add, or re-enrollment fees are first adjudicated through the Office of the University Registrar. To petition the removal of one of these fees, the student must first complete the Late Fee Petition Form located at: http:// registrar.osu.edu/FeeTables/late_fee_petition.pdf.

If a student wishes to appeal the decision made by the Office of the University Registrar, the student must complete a "Registrar's Appellate Review Committee Request for Hearing" form. To initiate this process, the student should contact Buckeye Link.

Requests to Pay Tuition and Fees for Past Terms

Students can only request to pay fees for all courses originally scheduled for a past term. All requests to pay tuition and fees for a term that has ended are first adjudicated through the Office of the University Registrar. To initiate this process, the student should contact Buckeye Link and be able to provide proof that university error or extenuating circumstances existed that prevented them from paying their fees by their payment deadline and before the term ended.

If a student wishes to appeal the decision made by the Office of the University Registrar, the student must complete a "Registrar's Appellate Review Committee Request for Hearing" form. To initiate this process, the student should contact Buckeye Link.

Request to be Re-Enrolled for the Current Term

Students can only request to be re-enrolled for all courses originally scheduled for a current term. All requests to be re-enrolled for the current term are first adjudicated through Buckeye Link or Graduate School.

If a student wishes to appeal the decision made by the Buckeye Link, the student must complete a "Registrar's Appellate Review Committee Request for Hearing" form. To initiate this process, the student should contact Buckeye Link.


Documentation

Residency Determinations

The student must prove that they meet the qualifications set by the Ohio Department of Higher Education (ODHE) in the Ohio Revised Code, Section 3333-1-10. A list of required documents will be provided after completion of the online Residency Form. If a student's reclassification request has been denied by the Office of the University Registrar, additional documentation may be required to prove that a student meets the qualifications.

Substantiating Extenuating Circumstances

Extenuating circumstances will vary and must be documented. Some examples include:

  1. Medical/Illness - A doctor's statement, hospital bills, etc.

  2. Family Emergency/Financial Difficulties - Letters from parents & documents explaining loss of income, a copy of an obituary for family death, etc.

Depending on the circumstances, other documentation may include a copy of a police report, military deployment order, letter of support from employer or party responsible for third party payment, etc.

Substantiating University Error

The student must identify which university office erred. If a person or persons were involved, the student must identify the parties by name. The student must explain how they believe the office or person(s) committed an error. The student must provide evidence of the harm done by submitting documentation substantiating that the office erred or an official letter from the office that erred accepting responsibility. The student's statement alone is not sufficient.


The Registrar's Appellate Review Committee

Authority of the Committee

  1. Faculty Rule 3335-9-16, Administrative Holds, subparagraph (C).

  2. Faculty Rule 3335-9-14, Time of registration and payment of fees; penalties, subparagraphs (A) and (B).

  3. Council on Enrollment & Student Progress. Meeting Minutes, April 17, 2001.

Jurisdiction of the Committee

The duty of this committee is to investigate and decide suitable action for all requests involving disputes over late payment, late registration, late course add, and re-enrollment fees, administrative holds, petition to pay requests, and residency classifications. The committee must comply with Faculty Rules and University guidelines, Ohio Revised Code, and the Ohio Student Residency for State Subsidy and Tuition Surcharge Guidelines established by the Ohio Department of Higher Education. The committee neither has the jurisdiction to change established procedures of the University nor create new ones, but may make recommendations for changes.

Organization of the Committee

Coordinators from the Office of the University Registrar, working with the Faculty Council & Vice President of Student Affairs (Counsel of Graduate Students, the Undergraduate Student Government, and the Inter-Professional Council) will select committee members for openings each July. An orientation meeting will be held each August for the committee.

Notice of Proceedings

Students must submit a "Registrar's Appellate Review Committee Request for Hearing" form to the Office of the University Registrar two weeks prior to a hearing date in order for the appeal to be eligible for review by the committee. Approximately 10 days prior to a committee hearing, an email will be sent to each student providing notification that the committee at the next hearing will adjudicate their appeal. Instructions will be provided in the email indicating what the student must do if they wish to be present at the hearing.

Duties and Responsibilities

The committee will hold a vote at the conclusion of each hearing with a majority decision finalizing the outcome. The committee members will make their decisions based upon the information provided by the plaintiff, the Office of the University Registrar, and from the hearing. Decisions need to be made in accordance with Faculty Rules and University Guidelines, Ohio Revised Code, and the Ohio Student Residency for State Subsidy and Tuition Surcharge Guidelines established by the Ohio Department of Higher Education. It is each committee member's responsibility to review the materials concerning each case that will be heard prior to the next scheduled hearing.

Membership, Quorum, and Hearing Composition

The members of the Committee will include:

  1. Administrative & Professional staff members, faculty, and graduate and undergraduate students, with vote.

  2. A coordinator, without vote, will assist the committee with administrative matters but does not participate in the decisions of the committee.

  3. Technical advisors, without vote, from different university support services (i.e., Student Financial Aid, Office of the University Bursar, Buckeye Link), may be called upon by the committee for clarification, technical advice, or consultation on cases or hearing matters related to their functional area.

The terms of the committee members shall be;

  1. Administrative & Professional staff, (3) year term and can be reappointed but a (1) year hiatus may be allowed after each term;

  2. Faculty, (3) year term and can be reappointed but a (1) year hiatus may be allowed after each term;

  3. Students, (1) year term and can be reappointed indefinitely.

Normally, five (5) members of the committee shall constitute a hearing panel. If a quorum is not present, the complainant, if present, will be given the option to proceed with the hearing and, if he or she elects to do so, will waive any objection to the composition of quorum of the panel. If the plaintiff elects not to proceed, it shall be without prejudice to the plaintiff and the hearing will be rescheduled with either the same or a different panel.

If the plaintiff wishes to request that he or she be represented in the hearing, or wishes to provide additional information, advanced arrangements must be made through the Office of the University Registrar. If present, legal counsel will be given an opportunity to address the committee; however, questions regarding the student's appeal will be directed to the student involved. In addition, while consultation with legal or other counsel will be permitted, the student will be responsible for presenting the appeal.

Normally, in order for a student's case to be reviewed by the Registrar's Appellate Review Committee, it is a requisite of the committee that the submission should include documentation that the issue, which brings the case before the committee, is the result of university error or extenuating circumstances beyond the student's control. Even though the student may appear before the committee, if granted a hearing, his/her written submission (the record) must stand on its own merit. Student submissions that fail to meet this test may be denied a hearing and the case will be considered closed at that point.

Chairperson

A chair will be appointed by the Office of the University Registrar for each committee hearing during the formation of the committee for the academic year. The chairs should normally have had (1) year experience on the committee and must be either faculty or an Administrative & Professional staff member.

Hearing Dates

The committee will normally hold hearings once each month based on the availability of the committee members. The committee will typically meet from September through July. No hearings will be held in August.

Appeals

The committee is viewed as the supreme appellate review authority for matters brought before it and all decisions by the committee are final.