Extenuating Circumstances, Dispute of Charges and Administrative Errors

In alignment with the college’s movement towards a more connected, consistent and process-centric approach to business procedures, the existing Extenuating Circumstance and Administrative Error processes have been revised and new Dispute of Charges procedures have been implemented.

Changes to the Extenuating Circumstance procedures: 

• If a grade has been issued for a class, it does not qualify for an Extenuating Circumstance. As in the past, the student is still required to drop their classes. 
• Only students who are academically engaged are eligible for an Extenuating Circumstance. Faculty members will be asked to assist with determination of academic engagement by providing information on attendance and participation.
• The deadline to submit an application for an Extenuating Circumstance is 30 calendar days after the end of the term (last day of finals).
• An Appeals Board has been formed with representation from Learner Success, Learner Development, Fiscal Services and the Enrollment Center. This cross-functional team will review exceptions to the process, with special consideration of the impact to the student. 
• A student could potentially receive an Extenuating Circumstance for more than one term; however, the student will be expected to work with a counselor on an academic plan for success prior to
  re-enrolling. 
• Refunds will range from 0 to 100 percent.  

New Dispute of Charges procedures: 

• If a student feels they were incorrectly added to a class or a drop did not process appropriately, they have 30 days from the start of the class to dispute the charges. This is a new procedure as there previously was no formal process for submission or review of disputed charges.

Changes to Administrative Error procedures:

• Administrative Error is an internal reference reserved for situations where a data entry error has occurred or there was some error on the part of the College that needs to be corrected (e.g., student was misadvised). There is now an internal Administrative Error Request Form that Centers, Regional locations or Service areas will complete and send to the Records area of Enrollment Services for determination and processing.

When assisting students seeking to apply for an Extenuating Circumstance or Dispute of Charges, you may direct them to the Refunds web page or askMadisonCollege for more information and links to the forms. Inquires may be directed to the Enrollment Center for assistance.

For staff, complete procedures and forms are available for Extenuating Circumstance, Dispute of Charges and Administrative Error by signing on to the administrative level of askMadisonCollege.For assistance with signing on, please contact rzetzman[at] matcmadison [dot] edu " rel="nofollow">Roxanne Zetzman at (608) 246-6445.

Questions?
Contact sdean[at] matcmadison [dot] edu " rel="nofollow">Stephanie Dean at (608) 246-6222.