IX. OTHER UNIVERSITY & MAIN CAMPUS POLICIES
IX.A. Non-Discrimination Policy
Georgetown University's commitment to diversity is fundamental to its educational mission. Georgetown University provides educational opportunities without regard to, and does not discriminate on the basis of, age, color, disability, family responsibilities, familial status, gender identity or expression, genetic information, marital status, national origin, personal appearance, political affiliation, race, religion, sex, sexual orientation, source of income, veteran’s status or any other factor prohibited by law in its educational programs and activities. Inquiries regarding Georgetown University’s non-discrimination policy may be addressed to Institutional Diversity, Equity & Affirmative Action, 3700 O Street, N.W., Darnall Hall, Suite M36, Georgetown University, Washington, DC 20057.
Students who have concerns about treatment they have experienced are encouraged to discuss those concerns with a representative of the Office of Institutional Diversity, Equity & Affirmative Action (IDEAA). Students wishing to pursue a formal complaint of discrimination in a non-academic matter may do so through the IDEAA (http://ideaa.georgetown.edu).
IX.B. Policy Statement on Sexual Harassment
https://sexualassault.georgetown.edu/gupolicies Extracted 06/16/17)
The University’s Policy Statement on Sexual Misconduct applies to all faculty, staff, and students.
The policy includes definitions of what constitutes sexual harassment (including sexual assault, non-consensual sexual contact, dating violence, domestic violence, stalking, other forms of sexual misconduct, or conduct that creates a hostile environment).
Georgetown University strives to maintain a community characterized by a respect for others. At a minimum, this means a community that is free from sexual and discriminatory harassment. Our culture of respect means that no type of sexual or discriminatory harassment is tolerated, and all incidents of intolerant or disrespectful conduct reported to a non-confidential resource will be addressed. The University is dedicated to responding quickly and thoroughly to all reports of sexual or discriminatory harassment, and to enforcing the University's Non-Retaliation Policy to protect those who report and/or are involved in an investigation of sexual or discriminatory harassment.
IX.C. Faculty Responsibilities Code
The Faculty Handbook identifies faculty rights and faculty responsibilities. Consistent with the Faculty Responsibilities Code, anyone --including students, faculty, staff, and administrators-- with a concern that a faculty member may not be fulfilling his or her responsibilities may express the concern to an appropriate Unit Head (department chair or dean of the unit in which the faculty holds a primary appointment). The concern will be resolved consistent with the procedures of the Faculty Responsibilities Code in the Faculty Handbook https://facultyhandbook.georgetown.edu/toc/section3.
IX.D. Student Right-to-Know and Campus Security Act
In compliance with the Student Right-to-Know and Campus Security Act, it is the policy of Georgetown University to make readily available information concerning the completion or graduation rate of all certificate- or degree-seeking, full-time undergraduate students entering the University, as well as the average completion or graduation rate of students who have received athletically-related student aid. This information is available upon request from the Department of Athletics, 1 McDonough Gym, Georgetown University, Washington, DC 20057. Telephone (202) 687-2435.
The Crime Awareness and Campus Security Act of 1990 requires that the University prepare information on current campus law enforcement policies, crime prevention programs, and campus security statistics. This information is available upon request from GU Police Department, Ground Level-Village C, Georgetown University, Washington, DC 20057. Telephone (202) 687-4343.
IX.E. Family Educational Rights and Privacy Act of 1974 (FERPA/Buckley Amendment)
The Family Educational Rights and Privacy Act (FERPA) of 1974 (also known as the Buckley Amendment) is a federal law which states that a written institutional policy with respect to student records must be established and that a statement of adopted procedures covering the privacy rights of students must be made available annually. The law provides that the University will maintain the confidentiality of student educational records.
Georgetown University accords to its students all rights under this law. No one outside the University shall have access to students' educational records, nor will Georgetown disclose any information from these records without the written consent of the student, except to:
1. personnel within the University, on a need-to-know basis;
2. persons or organizations providing student financial aid;
3. accrediting agencies carrying out their accreditation function;
4. persons in compliance with a judicial order or a lawfully issued subpoena (provided that the University will first make a reasonable attempt to notify the student);
5. organizations conducting studies to develop, validate, and administer predictive tests;
6. authorized representatives of federal or state government agencies for the purpose of audit and evaluation of government programs; and
7. persons in an emergency in order to protect the health and safety of students or other persons.
All of these exceptions are permitted under the Act. Information will be released only on the condition that the party to whom the information is released will not disclose it to a third party without the written consent of the student. Furthermore, the University will maintain records of any access provided without the expressed consent of the student, and these records will be made available to the student on request. The University expects that students dependent on their parents will normally wish to share academic and other information with them. This information will not be provided directly to them, however, without the student's consent.
Within the University community only those members individually or collectively acting in the student's educational interest are allowed access to student educational records. These members include personnel in the offices of the Deans and the Registrars, directors of admissions and directors of financial aid, personnel in counseling offices, and academic personnel within the limitations of their need to know. The University will provide directory information at its discretion. This information includes the student's name, addresses and telephone numbers, date and place of birth, parents' names, major fields of study, dates of attendance, enrollment status, expected date of graduation, degrees and awards received, the most recent previous educational institution attended, participation in officially recognized activities and sports, and height and weight of members of athletic teams. Students may instruct the Registrar to withhold the release of directory information by providing written notice to the Office of the University Registrar by the second week of classes of the Fall semester. Since instructions will be honored for only one academic year, such notice must be filed annually with the Registrar.
The law provides students with the right to inspect and review information contained in their educational records, to challenge the contents of their educational records, to have a hearing if the outcome of the challenge is unsatisfactory, and to submit explanatory statements for inclusion in their file if they find the decision of the hearing panel to be unsatisfactory. The word "student" in this context is defined to include all current and former students, but not applicants for admission.
Academic files are maintained on the Main Campus by the graduate and undergraduate Deans' offices and the University Registrar. These files contain admission credentials and records of current and previous academic work. Records are also contained in certain instances by the following offices or departments: the Associate Dean of Student Affairs, the Cawley Career Education Center, the Office of Student Financial Services, the Office of Global Services, the Center for Minority Student Affairs, the Office of Student Accounts, and certain academic departments.
Students who wish to review their educational records must make a written request to the custodian of these records. The information will be made available within 45 days of the request. Students may have copies made of the records with certain exceptions (e.g., a copy of an academic record on which a hold has been placed because of an unsatisfied financial obligation to the University). These copies will be made at the student's expense, at the rate of fifteen cents per page.
Copies of transcripts or an original permanent record from another institution submitted to Georgetown University as admission credentials will not be released to the student or to other institutions. The Graduate School does not retain in its files letters of recommendation submitted in support of a student's application once a student matriculates at Georgetown.
It should be noted that educational records do not include the following:
1. records of instructional, administrative and educational persons which are in the sole possession of the maker and which are not accessible or revealed to any individual except to a temporary substitute;
2. records of the Campus Public Safety Department;
3. student health records;
4. employment records; or
5. alumni records.
A master's thesis or a doctoral dissertation submitted to the Graduate School in partial fulfillment of the requirements for a graduate degree is not an educational record as defined herein but a scholarly document intended for disclosure and publication by inclusion in the University's library and by other means, and the student's act of submitting it to the Graduate School is deemed to be consent to its disclosure and publication.
Health records, including those maintained by members of the Student Health Service, the Counseling Center, and the Department of Psychiatry, may be personally reviewed by a physician or other appropriate professional of the student's choice.
Students may not inspect or review these records, which are specifically excluded by federal law:
1. financial information submitted by their parents;
2. confidential letters and recommendations associated with admission, employment or job placement, or honors, to which they have waived their rights of inspection and review;
3. confidential letters and recommendations which were placed in the records prior to January 1,1975; and
4. educational records containing information about more than one student, in which case access will be permitted only to that part of the record which pertains to the inquiring student.
Students who believe that their educational records contain information that is inaccurate or misleading, or is otherwise in violation of their privacy or other rights, should discuss their concerns informally with the custodian of those records. In most cases this will be the Dean of the School or the University Registrar. If this discussion does not lead to a resolution of the student's concern, the student has a right to an informal hearing. During this process the student will be afforded a full and fair opportunity to present relevant evidence. If the result of the hearing process is in agreement with the student's request, the appropriate records will be amended. If not, the student will be notified within a reasonable amount of time that the records will not be amended; the student will then be informed of his or her right to a formal hearing.
The Provost, through the graduate and undergraduate Deans will, when necessary, establish committees charged with the responsibility of adjudicating challenges to the contents of student records. Each committee will be composed of three permanent and three alternate members, who will be nominated by the Dean and appointed by the Provost. Requests for a formal hearing must be made in writing to the appropriate Dean's office within one calendar year after the initial denial of the student's request. This petition must be dated and signed by the petitioner and must contain a brief and concise explanation of the item being challenged and the basis for the challenge. It must also contain a statement that the petitioner's initial request to a University official was denied, naming the official and stating the date of the denial. The petition must further specify what relief is being requested.
The Dean will forward the petition to the chairperson of the appropriate committee, the hearing will be convened within a reasonable time, and all concerned parties will be notified in writing of the date, place, and time of the hearing; the hearing will be closed to the public. The chairperson may request a written response to the petition prior to the hearing from the University official who initially denied the student's request. The student will receive a copy of any written response prior to the hearing. The chairperson may also request written verification of the item in question from the author.
The hearing will include an informal presentation of arguments from both sides. The student will have a full and fair opportunity to present evidence relevant to the issues and may be assisted and represented by individuals of his or her choice at his or her expense, including an attorney. Evidentiary rules will be disregarded. Committee members have the obligation to disqualify themselves if there is any indication of personal bias. Additionally, the student has the right to disqualify any member of the committee, after giving adequate reasons to the chairperson; in such cases an alternate will be appointed. After both parties have presented their cases, the committee will have 48 hours to render its decision.
The written findings and conclusion of the committee will be provided in writing to both parties within a reasonable time and will include a summary of the evidence and the reasons behind the decision. Minutes of the hearings will be kept on file in the appropriate Dean's office. The powers of the committee shall include but not be limited to:
1. ordering the destruction of the document;
2. ordering the removal of the document from the file and its return to the author;
3. ordering the denial of the student's request.
After the decision of the committee has been rendered, the student whose request has been denied will have ten days to file a written appeal to the Dean. If the Dean is an interested party to a particular action, the Dean shall appoint a surrogate. Failure to file an appeal within ten days after the decision shall constitute a waiver of appeal rights.
After assessing the grounds for the appeal, the Dean of the Graduate School will decide to accept or reject the request for a further review of the case. Upon allowing an appeal, the Dean will review the hearing record and any new evidence submitted. The Dean is empowered to sustain, reverse or alter the board's decision. The Dean's decision will be communicated in writing within 30 days of receipt of the request for an appeal and this decision will be final.
In the instance of a challenge to a student record maintained by a department which reports to the Vice President and Treasurer, procedures parallel to those outlined above will be followed but a committee appointed by the Vice President and Treasurer will be substituted for those appointed by the Provost.
The above procedures constitute general guidelines for these committees. The committees, however, may establish additional procedures as deemed necessary and appropriate to insure fairness and to facilitate the hearing process. All time limits are to be determined without counting Saturdays, Sundays, and University holidays and vacation periods.
It should be noted that a student may challenge a recorded grade only on the grounds that it was inaccurately recorded, not on the grounds that it was lower than what the instructor ought to have awarded.
Students who believe that the adjudication of their challenges was unfair or was not in keeping with the provisions of the Family Educational Rights and Privacy Act of 1974 may submit a written request for assistance from the appropriate Vice President of the University. Further, students who believe that their rights have been abridged may file complaints with the Family Educational Rights and Privacy Act Office, Department of Health and Human Services, Washington, DC 20201.
IX.F. Computer Systems Acceptable Use Policy
https://security.georgetown.edu/it-policies-procedures/computer-systems-aup extracted: 7/2/2018
This policy is designed to establish acceptable and appropriate use of computer and information systems, networks and other information technology resources at Georgetown University. More importantly, it is meant as an application of the principles of respect and reverence for every person that are at the core of Georgetown's Catholic, Jesuit identity.
Students, faculty and staff, fellows, visiting scholars, affiliates, campus visitors, Georgetown University Hospital employees when they use GU resources, et al. Anyone using Georgetown University information technology resources
The Georgetown University community is encouraged to make innovative and creative use of information technologies in support of education and research. Access to information representing a multitude of views on current and historical issues is allowed for the interest, information and enlightenment of the Georgetown University community. Consistent with other University policies, this policy is intended to respect the rights and obligations of academic freedom. The University recognizes that the purpose of copyright is to protect the rights of the creators of intellectual property and to prevent the unauthorized use or sale of works available in the private sector. Also consistent with other University policies, an individual's right of access to information technology resources and materials should not be denied or abridged because of race, creed, color, age, national origin, gender, sexual orientation, or disability.
Georgetown University computing and network resources are to be used only for University-related research, instruction, learning, enrichment, dissemination of scholarly information, and administrative activities. The computing and network facilities of the University are limited and should be used wisely and carefully with consideration for the needs of others. Computers and network systems offer powerful tools for communications, education and research among members of the University community and communities outside the University. When used appropriately, these tools can enhance dialog and communications. When used unlawfully or inappropriately, however, these tools can infringe on the beliefs or rights of others.
The University cannot protect individuals against the existence or receipt of material that may be offensive to them. As such, those who make use of electronic resources and communications are warned that they may come across or be recipients of material they find offensive. 
The University encourages all members of its community to use electronic communications in a manner that is respectful to others. The following examples, though not covering every situation, specify some of the responsibilities that accompany computer use at Georgetown and/or on networks to which Georgetown is connected.
1. Functionality and Availability
You must ensure that your actions and the computers you own or that are assigned for your use do not negatively impact the functionality and availability of the Georgetown University computer systems, enterprise and application systems, and network services. You must ensure that your computer is properly maintained, including having up-to-date anti-virus protection and operating system patches. Responsible use of computing and network resources requires users to realize that any attempt to modify or extend resources could result in degradation of systems or performance elsewhere on the network. You must not disrupt routine operations by tampering with any hardware, networks, applications, system files or other users' files without authorization or permission; circumventing or altering software or physical protections or other restrictions placed on computers, networks, software, applications or files (other than your own files or applications you manage). Similarly, you may not make resources available to circumvent or alter software protections or other restrictions placed on computers, networks, applications or files (other than your own files). 
2. Computer Accounts
You must use only your own computer account(s), and may not attempt to impersonate the identities of others. You may not supply false or misleading data nor improperly obtain another's password in order to gain access to computers or network systems, data or information. The negligence or naivete; of another person in revealing an account name or password is not considered authorization of use. You should not use the convenience of file or printer sharing as justification for sharing a computer account.  You must not attempt to subvert the restrictions associated with your computer accounts or network access.
3. Information Security
You are responsible and accountable for all use and security of the electronic resources you own or use, including but not limited to computer account(s), passwords, personal computer(s), electronic data, and network access. You should make appropriate use of the software, system and network-provided protection features and take precautions against others obtaining access to your computer resources. You are responsible for the security of all NetIDs, accounts and passwords assigned for your use. Passwords must never be shared. You are expected to abide by the Georgetown University Information Security Policy.
4. Shared Resources
You may not encroach on another's use of computer resources. Such activities would include, but are not limited to, tying up computer and network resources for illegally downloading or sharing music, movies, software or other files, or other non-University related applications; sending harassing messages; sending frivolous or excessive messages, including chain letters, junk mail, spam, and other types of broadcast messages, either locally or over the Internet; using excessive amounts of storage; launching attacks or probes, or otherwise attempting to subvert the security of any system or network at Georgetown University or on the Internet; intentionally or irresponsibly introducing any computer viruses, worms, Trojan Horses, spy ware, or other rogue programs to hardware, software, systems or networks at Georgetown University or on the Internet; or physically damaging systems.
5. Intellectual Property
You are responsible for making use of software and electronic materials in accordance with copyright and licensing restrictions and applicable university policies. You may not use Georgetown University networks, equipment and software to violate copyright or the terms of any license agreement. No one may inspect, modify, distribute, or copy proprietary data, directories, programs, files, disks or software without proper authorization.
You should remember that information you distribute through the University's web or other computing and networking facilities is a form of publishing and many of the same standards apply. For example, any web publication attributed to Georgetown, even with disclaimers, represents you and the University and appropriate language, behavior and style is warranted.
7. Personal Information
You should be cautious about making information about yourself and others available on the Internet. The University cannot protect you from invasions of privacy, identity theft and other possible dangers that could result from the individual's distribution of personal information.
Administration and implementation
While respecting confidentiality and privacy, the University reserves the right to examine all university owned and operated computer systems and electronic/digital resources. The University takes this step to enforce its policies regarding harassment and the safety of individuals; to prevent unauthorized reproduction or distribution of proprietary software or digital texts, images (moving and still) or music; to safeguard the integrity of computers, networks, and data either at the University or elsewhere; and to protect the University against seriously damaging consequences. The University may restrict the use of its computers and network systems for electronic communications when faced with evidence of violation of University policies, or federal or local laws. The University will comply with, and respond to, all validly issued legal process, including subpoenas. The University reserves the right to limit access to its networks through University-owned or other computers, and to remove or limit access to material posted or distributed on University-owned computers.
All members of the University community are bound by federal and local laws relating to civil rights, harassment, copyright, security and other statutes relating to electronic media. It should be understood that this policy does not preclude enforcement under the laws and regulations of the United States of America or the District of Columbia. All users are expected to conduct themselves consistent with these responsibilities and all other applicable University policies. Abuse of computing and/or network privileges will subject the user to disciplinary action, as established by the applicable operating policies and procedures of the University. Abuse of networks or computers at other sites through the use of Georgetown University resources will be treated as though it occurred at the University. When appropriate, restrictive actions will be taken by system or network administrators pending further disciplinary or legal action.
Resources and Other Applicable Policies and Procedures
- Reporting incidents of electronic abuse at: firstname.lastname@example.org
- Spam may be forwarded to: email@example.com
- Hate and Bias Reporting at: http://studentaffairs.georgetown.edu/policies/bias-reporting-policy/
- University Information Security Policy and Security Resources at: http://security.georgetowen.edu/
- Copyright in the Information Age at: http://www.georgetown.edu/copyright-information/
- DMCA Information Site at: https://security.georgetown.edu/technology-policies/dmca-notification-procedures
- Broadcast Communication Policy at: https://security.georgetown.edu/technology-policies/transmission-of-messages
- Incidental Personal Use of Electronic Resources Guidelines at: https://security.georgetown.edu/technology-policies/incidental-personal-use-guidelines
- Georgetown University Human Resources Manual; including but not limited to:
- Policy Number 302, "Disciplinary Actions and Dismissals" http://www12.georgetown.edu/hr/manual/policies.cfm?Sect=3&Page=65
- Policy Number 401, "Professional Conduct" http://www12.georgetown.edu/hr/manual/policies.cfm?Sect=4&Page=71
- Policy Number 403, "Confidential Information" http://www12.georgetown.edu/hr/manual/policies.cfm?Sect=4&Page=73
E-mail information: https://sites.google.com/a/georgetown.edu/google-apps-help/gmail
Anti-Virus and other software, general information at: http://uis.georgetown.edu/
Technical Assistance at: firstname.lastname@example.org
Adopted ad interim June 3, 1996
Modified: November 14, 1996
Approved by the Faculty Senate June 23, 1997
Revision Review and Approval
Revision begun: October, 2004
Reviewed by the Information Services Management Council
Reviewed and approved by University Counsel April 22, 2005
Reviewed and approved in principle by the Computing Services Advisory Committee May 12, 2005
Revised: June 22, 2005
Approved by the Vice President for Information Services and CIO and University Counsel, June 22, 2005
Approved by the Vice President for Student Affairs, October 7, 2005
Approved by the Faculty Senate, December 14, 2005
This policy will be periodically reviewed and updated as appropriate.
 Incidents may be reported to email@example.com. For more information on this and system and email protections, see "Resources" below.
 Employees who are Computer Systems and Network Administrators in the course of their jobs may be authorized to make changes to computing and network facilities. These responsibilities are well documented, understood and carefully supervised. All Systems and Network Administrators are bound by the “Guidelines for System and Network Administrators” and must follow the "Procedures in Support of the Computer Systems Acceptable Use Policy." Users must coordinate and receive approval from an authorized University Information Service Provider before extending the network.
 In the event emergency access is needed, a user should contact the cognizant Systems and Network Administrator.
 There is further articulation of these responsibilities for Systems and Network Administrators in the "Guidelines for System and Network Administrators" and the “Procedures in Support of the Computer Systems Acceptable Use Policy."
 Upon termination of a user’s relationship with the University, the University may find it necessary to examine such resources.
IX.G. University E-mail Policy
Students are expected to read, and, when appropriate or required, respond in a timely fashion to, emails sent from University offices. Email is the standard mode of communication for University broadcast messages to the community as well as for messages to individual students about academic standing and other important administrative matters. Messages are sent to the Georgetown student’s official Georgetown e-mail address. Students who wish to use another address are responsible for setting and maintaining appropriate forwarding rules to ensure they receive University email.
IX.H. Contact Information and Change of Name or Address
1. Local Address and Phone Number; Emergency Contact Information
Emergencies happen. When they do, we must be able to contact students and/or their next of kin. Consequently, all graduate students must provide the University with a local address; if that address is a multi-unit building, it must also include the student’s apartment number. The local address must be updated as necessary so that it is always current. Students must also provide a local telephone number (whether a land line or a cell phone). Finally, they must provide the name, email address, and telephone number of an individual to contact in case of an emergency. All graduate students who live off campus in non-University owned properties must provide or update this information by the end of the add/drop period listed on the Academic Calendar. Students who are not in compliance with these regulations will be ineligible to register for the following semester. Students who are not in compliance with these regulations will be ineligible to register for the following semester.
2. Change of Name or Address
The officially-recorded name, address, and email address of a graduate student are those reported at the most recent registration, unless subsequently changed by the student. Most such changes can be made online via MyAccess, and should be made promptly. Important materials are frequently sent by mail or by email; such materials include grade reports, results of comprehensive examinations, notification of financial aid awards, announcements from the Registrar, information from the Graduate School, and diplomas. It is therefore extremely important to maintain current name, address, and email address with the University Registrar. In addition, the name shown on a Graduate School diploma will be the name officially recorded in the University Registrar's records. A student who wishes to have a different name shown on the diploma must first contact the office of the University Registrar to have his or her name changed in the official records. The University Registrar requires documentation to support requests for name changes.
IX.I. Instructional Continuity
The following policy on maintaining instructional activities during unforeseen disruptions was adopted by the University in July 2014. Graduate School students who are enrolled in courses are responsible for familiarizing themselves with their instructors’ plans for delivering instruction during such disruptions.
Instructional activities will be maintained during university closures. Faculty members should prepare for the possibility of an interruption of face-to-face instruction by establishing a policy within the course syllabus to maintain instructional continuity in the case of an unforeseen disruption. During a campus “closure”, the regular class time schedule must be honored by all campus departments so that students will remain available for those faculty members who wish to maintain continuous academic progress through synchronous distance instruction.
Background and Policy Explanation:
Maintaining instructional activities is central to Georgetown’s ability to fulfill its fundamental mission of teaching and research. While it is impossible to predict particular circumstances that might require closing the University, whether related to illness, weather, or other factors, the University will distinguish between cancellation of on-campus activities or campus closure and class cancellation.
Except in very rare situations, classes will not be officially canceled in the event of a campus “closure.” Instead, all faculty members should prepare for the possibility of an interruption of face-to-face instruction by establishing a policy within the course syllabus to maintain instructional continuity in the case of an unforeseen disruption. During a campus “closure”, the regular class time schedule must be honored by all campus departments so that students will remain available for those faculty members who wish to maintain continuous academic progress through synchronous distance instruction.
If a delayed opening or campus closure is announced then faculty members should not conduct on-campus instruction but use their instructional continuity plan to provide instruction without an in person class meeting. If a faculty member elects to use “liberal leave” when that option is announced, then the faculty member should use the pre-planned remote instructional back-up plan rather than simply not holding class.
IX.J. Student Billing and Payment Policies
1. Responsibilities of the Office of Student Billing & Payment Services
The Office of Student Billing & Payment Services (OSBPS) is responsible for accurate assessment of charges to students’ accounts, timely issuance of billing statements and processing of payments to Georgetown for charges assessed to students’ accounts, and for refunding overpayment of students’ accounts in accordance with Georgetown policy and federal law. Students and individuals authorized by students to access student account information may contact the OSBPS by phone at 202-687-7100 or by email at firstname.lastname@example.org and can expect a response within two business days.
2. Responsibilities of Students
By the act of registration, class attendance, or participation in other activities associated with enrollment at Georgetown, the student accepts financial responsibility for charges assessed to his/her student account. Charges include those for tuition, mandatory fees, room, board, and fines (such as late payment penalties, library fines, and fees associated with the cost of collection in the event of a delinquency, among others). This financial responsibility is not relieved until payment has been made for any and all charges incurred.
3. Billing and Due Dates
Georgetown University does not issue paper bills. Electronic copies of the student bill are periodically posted online. Upon the issuance of a new bill, an email will be sent to the student's Georgetown email address, as well as to the email addresses of any authorized user. The email itself is not a bill, but a notification that a new bill has been posted online at Student Account Services (accessible via MyAccess).
In general, bills will be issued for active students with debit balances on a monthly basis. At the beginning of the fall and spring semesters, additional bills may be issued to ensure that students are kept fully apprised of changes to their accounts. Unofficial billing calendars, listing anticipated billing dates, will be posted online at http://studentaccounts.georgetown.edu.
4. Financial Penalties: Service Charges and Non-Payment Fees
Non-Payment Fees: The Office of the Registrar considers a student's registration for a given term to be complete only when payment (or payment arrangements, e.g., payment plan enrollment) for tuition and fees has been made in full. Following the end of the registration period, any student with an outstanding balance will be assessed a flat-fee (which varies by campus) at the behest of the Registrar for non-payment.
Service Charges: Any billed amount due which remains unpaid as of the due-date articulated on a published billing statement will be subject to a service charge equal to 1.75% of the overdue amount. All charges incurred before the start of classes are eligible to be billed as due immediately as of the start of classes. Service charges are assessed on a monthly basis.
5. Third Party Billing
The Office of Student Billing and Payment Services (OSBPS) offers to invoice directly third-party sponsors (such as the US Federal Government, foreign governments, private companies, and so on) for the educational costs of Georgetown students, at no cost to the student. In order to meet the requirements of FERPA, and to ensure that bills are issued only for eligible students, official documentation endorsed by the sponsors detailing the third party's obligation to the student must submitted to the OSBPS.
Georgetown University expects sponsors to process invoices and submit payment upon the issuance of an official invoice. If the billing authorization is submitted at the beginning of the semester, an exemption from late fees and service charges will be granted through the date on which financial holds are placed to any balance covered by a sponsor, in order to give the sponsor ample time to process the invoice. If the sponsor fails to make payment after this point, financial responsibility will revert to the student. Any outstanding balance may be subject to late fees, service charges, and the student may have a registration hold placed on his or her account. Financial holds will only be removed when the balance is paid in full.
The OSBPS reserves the right to refuse to invoice any third-party, to refuse to grant temporary credit for anticipated payments, or to reverse credit granted for anticipated payments never submitted by the sponsor. Additional information about documentation requirements and standard invoicing procedures can be found at http://studentaccounts.georgetown.edu/policies. All inquiries regarding third party billing should be sent to email@example.com.
6. Financial Holds
Any student with an outstanding account balance may not register for classes, or obtain an official transcript. Financial holds prevent academic registration, the generation of official transcripts, and the issuance of diplomas and certificates. Holds are applied to the accounts of students with amounts due prior to the start of registration or pre-registration for the following term. Additionally, any student that has become inactive and for whom there remains an outstanding balance will have a hold placed on his or her account.
Financial holds are not released until the past-due debt is paid in full; payment arrangements are not sufficient to release these holds. The OSBPS reserves the right to keep a financial hold in place until it can verify that funds have been deposited (without the possibility of reversal) into a Georgetown bank account.
7. Refunds of Overpayment
The OSBPS generally requires a student's request in order for a refund to be generated; students may request a refund whenever total payments to their account exceed total charges. Requests must be submitted online via MyAccess. The OSBPS will automatically issue refunds in two circumstances: when payments for a particular semester from Title IV sources exceed institutional charges (as required by federal law and regulations) and when the student has become inactive while retaining a credit balance.
The OSBPS processes refund requests within three business days of submission. Additional processing time for the generation and mailing of a refund check, or for the execution of an electronic transfer of funds, is outside the control of the OBPS.
The OSBPS reserves the right to hold or deny a refund request when there is the possibility that the charges on the student account were not properly assessed, or when payments are subject to adjustment. If for any reason a refund request is not approved, an email will be sent to the student indicating the reason and the contact person with whom the student should discuss the matter.
If the student has established an electronic refund profile, refunds will be deposited to the account indicated via ACH (Automated Clearing House) transaction. If the account information is inaccurate, or if the account has been closed, the student will be notified via email of the failed transaction. For students who have not established an electronic refund profile, refunds will be issued via paper check and mailed to the student's local address, if one is on file, otherwise to the permanent address on file.
In compliance with FERPA, all refund payments are made directly to students. The only exceptions are in certain cases of payments submitted by third party sponsors or outside scholarships organizations, Parent PLUS loans, and rare extenuating circumstances as defined by Georgetown University. If a student receives a refund to which he or she was not entitled, any outstanding balance that may result must be paid back to the student account immediately to prevent penalties.
8. Delinquent Accounts
Debt to the university is immediately due at the time a student becomes inactive. The reason for the inactivity is immaterial, whether it be graduation or completion of an academic program, withdrawal, an approved leave of absence, failure to register for the next semester in the student’s academic program, or any other reason.
The Office of Student Billing and Payment Services will issue a final invoice to inactive students with debt. Payment is due within 30-days of the date that the statement was issued. If payment has not been made by the due date, the account will be forwarded to a collection agency. The cost to the University for the use of the services of a third-party collection agency is equivalent to one-third of the value of the debt; the student will be responsible for paying this fee in addition to the original outstanding balance. Once debt has been transferred to a collection agency, all payments will be processed by that agency. In addition, the collection agency may report the debt to the nation's three credit reporting agencies.
Past due balances are non-negotiable and will not be recalled from the collection agency once submitted.
9. Payment Options
An up-to-date list of accepted payment methods is posted at: http://studentaccounts.georgetown.edu/policies. Georgetown University reserves the right to alter this list of acceptable payment methods at any time.