H.2. – Contracts
DETC—2014
2. Contracts
To comply with DETC Standard VII. Admission Practices and Enrollment Agreements and the DETC Business
Standards, institutions must have a contract. For degree-granting institutions, an admission procedure should take
place before a student signs a contract. The admission procedure would include an evaluation of a student’s
educational or experiential background to determine whether a student is “qualified” to enroll in a course. It should
also include notifying the student of any enrollment prerequisites. Below is an overview of the elements of a contract:
Item
General Disclosures
Heading
Institution Name and Address
Student’s Information
Name of Course or Program
Statement of institution’s
obligations
Statement of student’s rights,
responsibilities, and
obligations
Termination date of agreement
and conditions for extending
or reinstating enrollment
Student’s signature and date
Pagination
Complaints/Grievances
If guarantor is required,
guarantor’s signature and
statement of guarantor’s
obligations
Indication of institution’s
acceptance of the agreement
Accredited member seal or
mention of DETC
accreditation
A form number or date to
identify the particular edition
of the contract (optional)
Transfer of Credit statement
DETC
Business
Standard
II.A.1.
I.A.2.
II.A.2.
II.A.2.
II.A.I &
2.
II.A.I &
2.
II.A.6.
II.A.1.
II.A.1.
III.B.6.
II.A.7.
I.B.6.
Description
Indication that the document is or becomes a contract or enrollment
agreement.
Full street address with phone numbers and website URL
Student’s Name and Address
What course/program the student is enrolling
What is included in total course/program price (tuition, registration,
educational services and instruction)
What is required of the student
No more than 1.5 the required time to complete course or not less
than one year. Are students allowed extensions? If so, what is
required (costs, etc.)?
The student must sign and date the contract.
Each page of the contract must be numbered.
Instructions on how and where a student may lodge a complaint.
If student is borrowing money.
May be a signature and a date block on the form, or form may be
stamped by institution.
If mentioned, the contact information for DETC (website or address
and phone)
Such as 12/06/CA
I.A.8.
Acceptance of transfer of its academic credits is determined by the
receiving institution.
Accrediting Commission of the Distance Education and Training Council, 1601 18 th Street, NW, Suite 2, Washington, DC 20009
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H.2. – Contracts
Item
DETC—2014
DETC
Business
Standard
Tuition Policies
Total Course Price
III.A.1.
Shipping Charges
III.A.1.
Optional Services
III.A.2.
Admission or application fee
III.A.3.
Textbooks or other required
materials
III.A.4.
Textbook pricing policy
III.A.4.
Pricing
III.A.5.
Variation in Total Course
Price
III.A.6.
Verifying student identity
III.A.9.
Description
Institution must use Total Course Price in preparing enrollment
agreements, calculating refund amounts, and collecting student
accounts.
Total course price includes charges for tuition, registration,
educational services, and instruction. ALSO includes earned
financial charges, and any fees that are charged to all students for
required services, such as proctoring, technology access, and library
services.
Costs expended for normal shipping and handling are NOT subject
to refund (after the expiration of the 5 calendar day cooling-off
period).
Costs expended for optional or special services, such as expedited
shipment of materials, experiential portfolio assessment, or other
optional services such as dissertation binding, must be disclosed
effectively to prospective students and are not subject to refund (after
the expiration of the 5 calendar day cooling-off period).
High Schools and degree-granting institutions employing an
admissions review process may charge a one-time non-refundable
fee not to exceed $75.
If the institution requires or permits students to purchase textbooks
or other required materials separately, the institution must make
available to the student on its website, catalog, or enrollment
agreement “a best effort estimate” of the costs of the textbooks and
materials needed for successful completion of course/program. If an
institution is participating in Title IV programs, it must disclose
accurate course material information, including ISBN and retail
prices.
The institution’s textbook pricing policy for new or used textbooks
must be fair to students.
The total price for an individual course or program must be the same
for all people, with the exception of discounts for well-defined
groups. The total price for each course or programs must be clearly
identified and easily accessible on the institution’s enrollment
agreement.
Any variation in Total Course Price must be documented. This
applies to institutional-awarded scholarships, grants, discounts,
special price offers, or announcements of price increases.
The institution must disclose to students on the enrollment agreement
any additional charges to the student associated with verifying
student identity.
Accrediting Commission of the Distance Education and Training Council, 1601 18th Street, NW, Suite 2, Washington, DC 20009
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H.2. – Contracts
DETC—2014
Item
DETC
Business
Standard
Cancellations
Notification of cancellation
III.B.1.
Cancellation period
III.B.2.
Special consideration
III.B.4.
Promissory Notes
III.B.6.
Tuition Refund Policies
Period
III.C.1.
Registration fee
III.C.2.
Minimum Refund Policy
III.C.3.
Description
A student’s notification of cancellation may be conveyed to the
institution in any manner. (Exception: state laws)
Students who elect to cancel within 5 calendar days of enrolling must
receive a refund of all money paid, regardless of any assignments
submitted. The 5 calendar days begins when the student signs the
enrollment form. (Application fee is not subject to 5 day cooling-off
period, see III.A.3.)
In case of a student illness or accident, death in the family, or other
circumstances beyond the control of the student, the institution
should give special consideration to the student’s request for
cancellation beyond the minimum DETC refund policy.
If promissory notes or enrollment agreements are sold to third
parties, the institution ensures that it and any third parties comply
with DETC cancellation policies.
Any money due the student must be refunded within 30 days of a
cancellation request, regardless if materials have been returned.
To offset its administrative costs, the institution may designate a
percentage of the course/program tuition as non-refundable fee
(often termed “registration fee”) that it may retain if a student
cancels after 5 calendar days. The fee may be either $75 or 20% of
the tuition charge, not to exceeded $200 (for degree programs, the
registration fee may only be assessed one-time – not to exceed $200
for the entire degree program).
Note: The term “course” means each course within a degree
program, e.g. English 101. The term “program” means a vocational
program, e.g. Medical Billing). After the 5 day cooling off period,
where the student cancels after completing at least one lesson
assignment but less than 50% of the course/program assignment, the
institution may retain the non-refundable registration fee plus a
percentage of tuition not to exceed the following:
- up to and including 10% of the course/program, 10% of the
refundable tuition (tuition charges remaining after
subtracting the non-refundable fee already retained).
- Between 10% and 25% of the course/program, 25% of the
refundable tuition.
- Between 25% and 50% of the course/program, 50% of the
refundable tuition.
- After the student completes more than half of the
course/program, the institution shall be entitled to retain the
entire total course/program tuition.
Accrediting Commission of the Distance Education and Training Council, 1601 18 th Street, NW, Suite 2, Washington, DC 20009
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H.2. – Contracts
Item
DETC—2014
DETC
Business
Standard
Degree-Granting
III.C.3.
Time-Based Refund Policy
(for degree-granting courses
and programs – and certificate
courses that the institution
accepts for academic credit into
its degree program)
Refundable Tuition
III.C.4.
OTHER
Finance Charges
Amount of down payment
Amount of other charges
Description
The refund policy above must be applied to individual lessons with
a course (not courses within a program). When an institution enrolls
a student in an entire degree program, it must refund 100% of
tuition for courses the student never started when he/she cancels.
Institutions offering academic degree courses and programs, which
have a published duration stating specific dates for students starting
and completing, may use DETC’s Time-Based Refund policy.
Courses cannot exceed 16 weeks in duration.
III.C.4.
Refundable tuition is the total course tuition or price minus the
registration fee.
Due student AFTER:
1-6 week courses:
1st week = 70%
2nd week = 40%
3rd week = 20%
4th week = 0%
7-10 week courses:
1st week = 80%
2nd week = 60%
3rd week = 40%
4th week = 20%
5th week = 0%
11-16 week courses:
1st week = 80%
2nd week = 70%
3rd week = 60%
4th week = 50%
5th week = 40%
6th week = 30%
7th week = 10%
8th week = 0%
Payment terms, Truth and Lending
If applicable
Sales tax, shipping and handling for overseas
Accrediting Commission of the Distance Education and Training Council, 1601 18th Street, NW, Suite 2, Washington, DC 20009
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