Dear students and parents or other authorized payers:
The trust that you vest in the University of Mary Washington is one we take to heart. In every aspect of our work, we strive to show our commitment to the individuals who make up our community. Perhaps there is no better time to demonstrate this commitment than in these uncertain times as our campus and the world face the unparalleled challenges associated with COVID-19.
Our team has been working tirelessly to determine the most equitable way to help you recover a portion of your spring semester housing, dining, and parking fees. We examined the formulas of various other institutions, but found that they did not meet our goal of returning the maximum possible amount to students, after addressing the essential expenses that UMW must incur this semester. The process we developed is intricate and individualized, meaning that it will take considerably more staff time than simple solutions. We believe, however, that it is in keeping with our UMW values to treat each student’s rebate/refund as a unique situation.
Here is how the process will work:
Determining Eligible Rebate/Credit Amounts
All residential students will receive a rebate using a March 15 departure date. Only students with housing contracts currently in effect will be eligible for a rebate. A credit will be posted to your student account. Since a number of factors cause housing costs to vary, each student’s credit amount will be different.
If you participated in a spring dining plan, your refund will be based on a March 15 end date. A credit will be posted to your student account based on your meal plan type, regardless of your remaining meal swipes or flex balances. Similar to housing, this will result in variable rebates reflective of each plan’s cost and mix of meals and flex dollars.
If you obtained a parking decal for spring semester, you will receive a partial refund. A credit will be posted to your student account based on the type of parking decal you purchased, for campus or for Eagle Landing.
No refunds will be given for tuition, books, lab fees, or other academic expenses. Similarly, auxiliary fees will not be refunded.
Calculating the Rebate
The sum of these credits will be recorded on your UMW student account and applied to any outstanding balance you have. Once your outstanding balance is satisfied, any overage (rebate in excess of the amount you previously owed) will be refunded to you, unless you opt to have the rebate applied to a future semester.
Receiving a Rebate/Future Credit
An eligible student does not need to do anything to receive the rebates. If the student wants any credits from the rebates to apply toward a future term, please complete the Future Credit Selection Form. This form provides the option to allow any possible credits to be held as a deposit and applied to the summer or fall semester. Your decision may impact future financial aid options. Students who receive Title IV financial aid, participate in select government educational programs, or who are graduating seniors may not be eligible to select a credit option. Please consult with the Office of Financial Aid at finaid@umw.edu for guidance.
If the form is not completed by April 8, 2020, then a rebate will be posted to the student’s account. Refunds will be issued to students in the form of a check or direct deposit. Students can sign up for direct deposit using the instructions at the bottom of the Office of Student Accounts webpage. To avoid delays, please be very careful to provide accurate banking information.
Timeline for Rebates
Each student’s account must be individually analyzed and calculated. This is further complicated by mandated teleworking in Virginia. Please remain patient as we work to provide the most generous refund possible.
Our goal is to complete the process by May 1. Checks will be mailed via USPS to the student’s home address. Direct deposits will be processed through normal banking channels.
Questions About Rebates
You can view your student account online through EaglePAY to learn the amount of your credit and refund as soon as they are posted. Questions or requests for clarification should be directed to Student Accounts at umwbills@umw.edu. At this time, email is the best way to communicate with our teleworking employees; however, we respectfully request that questions be held until the refunds/rebates have been processed so they those doing so can work as quickly as possible.
UMW does its utmost to provide a quality educational experience in a way that is customized to your unique needs and potential. We endeavor to do the same in helping students face the extraordinary environment shaped by COVID-19. While we understand no approach is perfect for every person, we hope this process will be advantageous to students and families.
For our soon-to-be-graduates, we congratulate you and look forward to welcoming you to the alumni family. And for those not graduating, we look forward to welcoming you back in the fall as you continue your academic journey. We wish all of you and your loved ones a safe spring.
Sincerely,
Paul Messplay
Vice President of Administration and Finance and CFO