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 a Late Payment Fee.

  3. Appeal the assessment of a Late Registration Fee.

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


Overview

Students must first petition the above items through the University Registrar’s 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 University Registrar's office, 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. 3335-9-17 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: registrar.osu.edu/Residency/index.html.

If a student wishes to appeal the decision made by the University Registrar’s office Residency Counselor, the student must complete a "Registrar's Residency Appeal Request" form. To initiate this process, the student should email registrar@osu.edu ATTN: Residency Appeal Request, to request a form and further instructions.

If the student’s appeal is upheld, the student has the option of completing a “Registrar's Appellate Review Committee Request for Hearing” form in order to have their case go before the Registrar’s Appellate Review Committee. The decision rendered by the Registrar’s Appellate Review Committee is final. To initiate this process, the student should email registrar@osu.edu ATTN: Registrar’s Appellate Review Committee, to request a form and further instructions.

Late Payment, Late Registration, Late Course Add Fees

Requests to remove late payment, late registration, or late course add fees are first adjudicated through the University Registrar’s office. To petition the removal of one of these fees, the student must first complete the Late Fee Petition Form.

If a student wishes to appeal the decision made by the University Registrar’s office, the student must complete a "Registrar's Appellate Review Committee Request for Hearing" form. To initiate this process, the student should email registrar@osu.edu ATTN: Late Fee Appeal Request, to request a form and further instructions.


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 University Registrar’s office, additional documentation may be required to prove that a student meets the qualifications.

Late Fee Determinations

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 and 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 Appellate Process for Residency Determination

(All other types of appeals skip this step and go directly to The Registrar’s Appellate Review Committee)

University Registrar Administrative Appeal: If a student is denied in-state residency by a University Registrar Residency Counselor, the student must submit an appeal request form. The form must also include a statement as to why the student believes the denial was either University error, extenuating circumstances exist that were not revealed during the initial review process, or that new information can be presented and should be considered. Documentation supporting this statement must also be submitted.

The University Registrar Administrative Ad Hoc Committee consists of two members of the University Registrar’s office who were not involved in the review of the student’s initial application. This committee evaluates the online residency form (ORF), the appeal, and all supporting documentation to determine if all University procedures were properly followed and/or if the new evidence submitted should reverse the initial decision of the Residency Counselor. If the decision is reversed, the student is granted in-state subsidy for tuition purposes. If the decision is upheld, the student is notified via email. Should the student wish to appeal the Level I decision they must then appeal to The Registrar’s Appellate Review Committee.


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, and late course add fees, 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.

Notice of Proceedings

Students must submit a "Registrar's Appellate Review Committee Request for Hearing" form to the University Registrar’s office 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, University Registrar’s office, 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. A combination of Administrative and Professional staff members, faculty, and/or 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.

  4. Minutes taker, without vote, records the proceedings for archival purposes.

The terms of the committee members shall be;

  1. Administrative and 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, three (3) 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 University Registrar’s office. 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 University Registrar’s office 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 and Professional staff member.

Hearing Dates

Hearings are held bi-monthly during autumn and spring terms and on an as-needed-basis during the summer term.

Appeals

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