Impact Claims Process
What is a Conversion Impact Claim?
A Conversion Impact Claim is a process initiated by an eligible transition student who believes that he/she has been financially harmed by RIT's transition to semesters.
The purview of the Conversion Impact Claims review process will be strictly limited to the courses that claimants will be required to fulfill under semesters, i.e., only those courses remaining to be fulfilled in meeting the students documented plan of study [IAP] as of the beginning of Fall Semester, 2013.
Who is Eligible to Initiate a Conversion Impact Claim?
Full-time students who entered RIT under quarter degree requirements and will complete those degree requirements prior to the start of the fall semester 2015 by taking courses in the semester calendar are "eligible transition students".
The following are NOT eligible:
- First time, full-time freshman class of 2012 and beyond and transfer students entering in 2012-13 and beyond. These students have been admitted into RIT under semester program requirements.
- Transition students who, at time of the preparation of their IAP [Individual Advisement Plan for transition to semesters] have not declared a major or who are enrolled in The University Studies Program.
- Part-time students who will complete their degree requirements in the semester calendar.
- Students with IAP holds who neglect to comply with the University's request for all students transitioning to semesters to complete an IAP with their advisor during 2012-2013.
Undergraduate and graduate students who complete their quarter degree requirements prior to the fall semester of 2013.
A Conversion Impact Claim is not an appeal of an IAP [Individual Advisement Plan]. Students receiving an IAP will have opportunity to review, discuss and resolve the terms of their IAP with their advisor, just as they would normally do with curricular matters had RIT remained in the quarter system.
When can an eligible transition student initiate a Conversion Impact Claim?
The eligible transition student who considers himself/herself financially harmed due to conversion to semesters can file a Conversion Impact Claim once enrollment for the first semester of courses in his/her final academic year is completed.
The student will be billed for enrolled courses on the university's regular billing schedule, but collection of his/her tuition & fee amounts may be deferred pending resolution of the claim.
RIT will review Conversion Impact Claims until fall semester 2015 begins.
What Conversion Impact can an Eligible Transition Student Claim?
The determination on Conversion Impact Claims will be based solely upon the credit tuition & mandatory fees required to complete those courses under semesters as compared to what they reasonably would have been under the quarter calendar. The University Pledge relates only to calendar conversion. Annual tuition and fee rate changes approved by the Board of Trustees are unrelated to the calendar conversion and are not covered by the University Pledge.
The term "Fees" refers to only mandatory fees, currently including only the following: Student Activity Fees, Health Fees, and Photo/Print Facility Fee (for students enrolled in programs to which these fees apply).
RIT will review Conversion Impact Claims until fall semester 2015 begins.
There are also circumstances beyond RIT's control which are specifically excluded for consideration with regard to the University Pledge. Such situations include, but are not limited to:
- Living expenses (i.e. room and board), transportation expenses, medical insurance, or any other expenses that a student may incur as necessary to remain matriculated at RIT. These expenses, whether payable to RIT or otherwise, are not deemed to be subject to the University Pledge
- Students' inability to find and/or complete a required co-op work assignment, regardless of reason.
- Loss of non-institutionally funded financial aid, whether due to enrollment status (full-time or part-time) or expiration of scholarship/student aid benefits.
- Loss of income from waived co-op terms.
How Does the Conversion Impact Claim Process Work?
- The eligible transition student initiates the Conversion Impact Claims process by detailing the financial harm they believe was caused by RIT's transition to semesters. This must be done in writing via a) e-mail or b) a signed and dated document given to their academic advisor.
- Upon receiving this written notification, the student's department will thoroughly investigate the circumstances leading to the student's claim.
If the department and the student cannot resolve the issues associated with the student's claim, the student's academic advisor [or a member of the student's advising staff or academic leadership in accordance with the department's organizational and functional structures] will further assist the student by filing a Conversion Impact Claim Form.
The requested information on the Conversion Impact Claims Form includes: IAP date, actions since the IAP date such as withdrawals, failures, change of major, adding courses/minors, and any changes/delays in making progress in the student's current program that prevented degree completion as outlined in their IAP, as well as the signatures of the person completing the form, the department head and the dean (or his /her designee).
By assisting the student, the advisor is neither agreeing nor disagreeing with the claim, merely documenting and gathering the factual and relevant information required for review.
By completing the Impact Claims Form the department is communicating to the deans' office and possibly to the University Semester Conversion Impact Claims Board that every effort has been made to reach agreement with the student
The advisor/department will:
- Print and sign three copies of the completed Conversion Impact Claims Form (one for the department's records, one for the student and one for the dean's office).
- Attach a copy of the student's initial request to all three copies.
- Attach a copy of the student's IAP to all three copies.
- Attach a dated document signed by the department chair or program administrator empowered to do so, explaining the reasoning for the department's decision to allow the Conversion Impact Claims process to move forward.
- Forward a hard copy of Conversion Impact Claims Form and its attachments to the dean's office.
The dean's office will:
Evaluate both the student's concerns and the department's efforts to find a reasonable solution and, at the discretion of the dean, may ask the department to reassess the case or move the process forward to the University Semester Conversion Impact Claims Board.
- The dean or his/her designee signs and dates this appeal form.
- The dean's office notifies in writing both the department and the student of the dean's decision.
If the dean's decision is to forward the Conversion Impact Claims Form to the University Semester Conversion Impact Claims Board, the dean's office returns the documentation to the student's home department and instructs the department to:
- Scan the originals of each of the documents sent to the dean's office plus the dean's office notification to the student explaining the decision to move the process forward.
- Send all scanned documents to the University Semester Conversion Impact Claims Board via e-mail.
- If agreement with the student is reached after review of the case by the dean's office, the department and the student are notified in writing and all documentation is returned to the student's home department. No further action required.
- Evaluate both the student's concerns and the department's efforts to find a reasonable solution and, at the discretion of the dean, may ask the department to reassess the case or move the process forward to the University Semester Conversion Impact Claims Board.
University Semester Conversion Impact Claims Board will:
- Convene to review the submitted information
- Request follow up information or a meeting with the student, advisor, department head or anyone else pertinent to resolution of the student's Conversion Impact Claim when necessary.
- Recommend appropriate resolution.
- Expeditiously notify those involved of recommended resolutions.