Oklahoma Administrative Code
Title 565 - Oklahoma Board of Private Vocational Schools
Chapter 10 - Licensure and Regulation of Private Vocational Schools and Representatives
Subchapter 11 - School Operation
Section 565:10-11-3 - Refunds

Universal Citation: OK Admin Code 565:10-11-3

Current through Vol. 42, No. 1, September 16, 2024

(a) Termination date. The termination date for refund computation purposes is the last date of actual attendance by the student. The school may require notice of cancellation or withdrawal to be given by certified mail provided this requirement is stated in the Enrollment Agreement. The school may require that notice be made by parent or guardian if the student is below legal age. If a penalty is charged for failure to notify the school in writing such penalty may not exceed $25.00.

(b) Refund policy. Details of the school's own definite and established refund policy for cancellations and terminations shall be documented in both the catalog and the enrollment agreement and shall, at a minimum, comply with the following requirements:

(1) Rejection. An applicant rejected by the school shall be entitled to a refund of all monies paid minus any stated application fee, not to exceed $25.00.

(2) Three day cancellation. All monies paid by an applicant shall be refunded if requested within three days after signing an enrollment agreement and making an initial payment.

(3) Other cancellation. An applicant subsequently requesting cancellation shall be entitled to a refund of all monies paid minus a registration fee of 15% of the contract price of the course, but in no event may the school retain more than $150.00.

(4) First week. For a student terminating training after entering school and starting the course of training but within the first week, the tuition retained by the school shall not exceed 10% of the contract price of the course plus $150.00 but in no event more than $350.00. The Board may waive this requirement upon written request by the school if it feels the request is justified.

(5) After first week. For a student terminating training after one week but within the first 25% of the course, the tuition retained by the school shall not exceed 25% of the contract price of the course plus $150.00.

(6) After 25%. For a student terminating training after completing over 25% but within 50% of the course, the tuition retained by the school shall not exceed 50% of the contract price of the course plus $150.00.

(7) After 50%. A student completing more than 50% of the course is not entitled to a refund of any tuition.

(8) Special cases. In case of student prolonged illness or accident, death in the family, or other circumstances that make it impractical to complete the course, the school shall make a settlement which is reasonable and fair to both.

(9) Discontinued class. If a class is discontinued by a school while students are still enrolled in that class, and the school is still offering training in other areas, all monies (student loan, grant, and etc.) paid the school for students enrolled in the class at the time it is discontinued shall be refunded to the entity legally entitled to the refund. A school shall have thirty (30) days to restart the class or pay the refund.

(c) Application of policy. A period of enrollment shall not exceed 12 months. Tuition includes application or registration fees. Refunds are to be calculated for the period(s) of enrollment.

(1) For courses longer than one period of enrollment in length, the cancellation and settlement policy shall apply to the stated course price attributable to each period of enrollment.

(2) Percentage of course completion shall be computed on the basis of the amount of time in the course as expressed in contact, quarter or semester hours as listed in the catalog. If the catalog and enrollment agreement also show the course length in weeks, the refund may be computed using the number of weeks completed in lieu of contact, quarter, or semester hours.

(3) Any refund due shall be paid within 60 days after cancellation or termination, unless the refund is payable directly to the applicant or student, in which case it shall be paid within 30 days after cancellation or termination.

(4) Students shall not be liable for periods of enrollment which they did not attend.

(d) Extra expenses. Items of extra expense to the student such as housing, board, instructional supplies or equipment, tools, student activities, laboratory fees, service charges, rentals, deposits and all other extra charges need not be considered in tuition refund computations provided they are separately shown in the enrollment agreement and catalog. When items of major expense are separately shown for this purpose, the school must also state its policy for reasonable settlement of such charges in the event of early termination.

(e) Refund policy for accredited Schools. If a school is accredited by a national or regional accrediting agency that is recognized by the U.S. Secretary of Education, or the Veteran's Administration, the Board may approve the school to use that accrediting agency's refund policy a refund policy issued by the U.S. Department of Education (USDE) or the Veteran's Administration in lieu of the policy in this section. If a school requests approval under this provision, it must provide evidence that its policy has been accepted by or is in compliance with the accrediting agency or USDE.

(f) Application. A school's refund policy shall state its applicability to both school-determined and student driven enrollment terminations, unless good faith rationale is provided to the OBPVS to permit handling by the school in a different manner.

(g) Severability of refund policy. The provisions of this section are severable and the invalidity of one shall not impair the enforceability of the remaining provisions.

(h) Refundpolicy for individual courses of an approved program. A student enrolling in a course which is part of a program approved by the Board and is less than 100 contact hours in length shall be subject to the following refund policy:

(1) The School shall issue a 100% refund minus $10.00 if the student with drawal is made prior to second class meeting.

(2) The School is not required to issue any refund:
(A) If the student withdrawal is made after the beginning of second class meeting, or

(B) on books or supplies issued.

Amended at 12 Ok Reg 589, eff 12-1-94 (emergency); Amended at 12 Ok Reg 2905, eff 7-13-95; Amended at 15 Ok Reg 2782, eff 7-1-98; Amended at 18 Ok Reg 46, eff 10-2-00 (emergency); Amended at 18 Ok Reg 2768, eff 7-1-01

Disclaimer: These regulations may not be the most recent version. Oklahoma may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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