Campus Services

Centers and Offices

Academic Advising

A faculty or professional staff member assists each student in preparing a degree plan, approves the student’s course schedule for each enrollment period, and assists with any academic problems that may occur. Although students are expected to avail themselves of the adviser’s assistance wherever needed, each student individually assumes the final responsibility for the selection of courses meeting degree and certificate requirements. After the first semester, the adviser’s approval is not required, but strongly suggested for students registering for courses, adding, dropping or changing courses with the Registrar’s Office. The adviser’s approval is required for taking courses at other institutions, and for exemptions from academic regulations. Regular consultations with advisers are recommended for all students.

http://www.ollusa.edu/s/1190/hybrid/default-hybrid-ollu.aspx?sid=1190&gid=1&pgid=7765

Admissions & Aid

• San Antonio
• Houston
• Rio Grande Valley
• Online

Centers

Center for Information Assurance

Center for Service Learning & Volunteerism

Center for Women in Church and Society

The Center for Science and Mathematics Education

Created in 2001, is located in the Durango House. The Center coordinates a variety of initiatives designed to improve science and mathematics teaching in area school districts and houses the OLLU Texas Regional Collaborative for Excellence in Science and Mathematics Teaching, one of 65 programs in Texas. With the goal of encouraging teachers to continue their education and stay in the teaching field, the Center coordinates graduate study opportunities, professional development, mentoring, teacher recognition and a resource/library center.

Financial Aid & Scholarships

The Financial Aid Office at OLLU provides resources and options that make a quality, private education affordable.

Financial Options Available

• OLLU Payment Plans
• Education loan options (federal, state and private)
• Graduate Assistantships
• Military Benefits
• Outside scholarships:

For additional information on scholarship opportunities, visit the financial aid website at www.ollusa.edu/FinancialAid.

Applying for Financial Aid

To be considered for financial aid, the student must complete the Free Application for Federal Student Aid (FAFSA) online at www.fafsa.gov. Filing online will expedite the process. On the FAFSA, the student must include Our Lady of the Lake University’s federal school code number, 003598. This will assure that OLLU receives the information electronically.

The FAFSA process begins on October 1. To be considered for priority awarding, the student should complete the FAFSA by March 1. The most important thing to remember is to apply early. Students must reapply for financial aid each year.

Verification

The Department of Education randomly selects students for a process called verification. Verification means that OLLU will be comparing information from the student’s FAFSA with signed copies of the student and/or the parent(s) IRS Tax Transcript. Additional documentation may be required to resolve discrepancies found in the verification process. If there are differences between the FAFSA and financial documents, corrections will be made electronically by the Financial Aid Office.

All students who have been selected for verification will not be awarded until the verification process is completed. OLLU encourages students and families to submit the requested documentation as soon as possible to avoid any delays.

All documents submitted to the Financial Aid Office become the property of OLLU.

Eligibility Requirements for Financial Aid

The student:

• must be enrolled or accepted for enrollment in an eligible program of study
• must be a U.S. citizen or an eligible non-citizen
• must meet satisfactory academic process
• must have a valid Social Security number
• must certify that he or she will use federal student aid only for educational purposes
• must certify that he or she is not in default on a federal student loan and owes no money on a federal student grant
• must comply with Selective Service registration

Special Circumstances

The student’s eligibility for aid is based on the information that the student reported on the FAFSA. OLLU is aware that some families have situations which are not covered in the information that is provided on the FAFSA. There must be compelling reasons for the Financial Aid Office to take into account special circumstances the student might have. These circumstances could include the family’s unusual medical expenses, tuition expenses or unemployment. Adequate documentation to support any request must be provided.

Satisfactory Academic Progress Policies

Purpose

Federal Financial Aid regulations require Our Lady of the Lake University to monitor a student’s progress toward earning a degree. Financial aid recipients must meet OLLU minimum progress standards to remain eligible for financial aid. Those who are not financial aid recipients, but would like to apply for financial aid, must meet these minimum progress standards to receive financial aid. There are four components that the Financial Aid Office checks at the end of the spring term to determine if a student will remain eligible or become eligible for financial aid. Failure to meet any one of these minimum requirements will result in the loss of financial aid eligibility. These four components of the OLLU Satisfactory Academic Progress policy are:

1. Degree Seeking Program - The student must be enrolled in a degree seeking program to receive financial aid.
   AND
2. Quantitative Measure - The student must complete at least 75 percent of attempted term hours with a grade of B or better.
   AND
3. Qualitative Measure - The graduate student must maintain a cumulative grade point average (GPA) of 3.0.
   AND
4. Time Frame Maximum - The student must not have attempted more that 150 percent of the credit hours required for graduation in his/her degree program.

Degree Seeking Program

The student must be enrolled as a regular student in an eligible program to receive financial aid. A regular student is defined as a student who is enrolled for the purpose of obtaining a degree offered by Our Lady of the Lake University. Students not enrolled in a degree program cannot receive financial aid.

Quantitative Measure

In an effort to make sure students complete their degree plans on time, Our Lady of the Lake University has chosen a Quantitative measure of 75 percent. A student must earn 75 percent of the credit hours attempted during a school year in order to continue to receive financial aid. Only grades of A, B, C and P are considered as passing grades. All other grades will be counted as if the student received a letter grade of F. The formula used to figure the completion rate is to divide the hours completed by the hours attempted.

Example: A graduate student registers for 6 hours in the fall term and drops to 3 hours in the third week of the term. The student goes on to complete all 3 credit hours in the fall term with a grade of C or better. In the spring, the same student registers for 6 hours and half way through the term drops to 3 credit hours. The student goes on to complete all 3 credit hours in the spring term with a grade of B or better. Does the student meet the quantitative measure of Our Lady of the Lake University’s Satisfactory Academic Progress Policy?

Fall term credit hours attempted (6) + spring term credit hours attempted (6) = 12 attempted credit hours

Fall term completed credit hours (3) + spring term completed credit hours (3) = 6 completed credit hours

Total credit hours completed (6) divided by total credit hours attempted (12) = 50 percent completion

In this example the graduate student does not meet this minimum requirement and will lose financial aid eligibility.

Qualitative Measure

A graduate/professional student must maintain the minimum cumulative GPA of 3.0 to earn and maintain financial aid.

Example: A graduate student starts in the fall and receives a cumulative 2.5 GPA. At the end of the spring semester the graduate student has a cumulative GPA of 2.75. Does the student lose financial aid eligibility?

Yes, the student did not maintain the minimum 3.0 GPA requirement at the time Our Lady of the Lake University’s Satisfactory Academic Progress Policy was reviewed.

Time Frame Maximum

Federal regulations require Our Lady of the Lake University to place a maximum time frame in which a student can receive financial aid to complete a program of study. Our Lady of the Lake University allows a student to attempt 150 percent of the required credit hours it takes to complete a degree program of choice. If more than 150 percent of the credit hours needed to complete a degree program are attempted, the student will lose financial aid eligibility.

Example: A graduate student wishes to receive a Master of Business Administration degree, which will take 36 credit hours to earn. How many hours can this student attempt and still receive financial aid?

• Credit hours required to complete the chosen program of study (36) times 150 percent = 54
• In this example, the student can attempt 54 credit hours before losing financial aid eligibility.

Note: Transfer Students

• Our Lady of the Lake University will use transfer hours to calculate the cumulative grade point average and to calculate the maximum time frame to receive financial aid.

Impact of Withdrawals on SAP

Official Withdrawals - Students who officially withdraw from all classes during the fall, spring or summer semesters will be placed on financial aid suspension for their next term of enrollment.

Unofficial Withdrawals - Students who receive all failing grades including (F’s, W’s, WI’s and NC’s) are considered unofficially withdrawn from the University and will be placed on financial aid suspension. Federal regulations require that a return of funds calculation be completed on all students who receive federal aid unless the last day of attendance can be confirmed with the registrar’s office past the 60 percent date in that semester. This calculation may result in the student owing the University or the Department of Education a balance that must be paid prior to the next term of enrollment.

Administrative Withdrawal or Enforced Scholastic Withdrawal - A student who has been administratively withdrawn or academically withdrawn from the University is also suspended from receiving financial aid.
Notification Process - Students will receive notification of their status at the end of each semester after grades are posted. Notification will be sent via email and on the University campus portal.

Appeals Process

If a student does not meet Our Lady of the Lake University’s minimum standards of progress and the student loses financial aid eligibility, the student may submit an appeal to have financial aid reinstated. These appeals are based on extenuating circumstances that occurred during the school year when the GPA or completion rate declined. These extenuating circumstances should include examples such as: prolonged illness, accidents that require hospitalization for the student or an immediate family member, and/or death of an immediate family member.
All appeals submitted to the Financial Aid Office MUST have documentation attached before presented to the financial aid appeals committee. Students should submit completed appeals forms to the Financial Aid Office no later than July 15 of each year. A completed appeals form must have appropriate documentation attached to the form to verify the purpose of the appeal. The decision made by the financial aid appeals committee is final.

Student Procedures

1. Student is notified by the Financial Aid Office that they have not met Satisfactory Academic Progress requirements.
2. If extenuating circumstances exist, the student has the option to appeal by submitting a Financial Aid Appeals Form to the Financial Aid Office and attaching the appropriate documentation. Appeals can be submitted electronically or in person to the Financial Aid Office at the Walter Student Service Center Room 105.
3. Student is informed of the appeals outcome and may be able to reapply for financial aid.

Financial Aid Procedures

1. Financial Aid Office runs Satisfactory Academic Progress program at the end of the spring semester.
2. Financial Aid Office notifies suspended students via email.
3. Students are informed of the appeals process.
4. Suspended student files an appeal with the Financial Aid Office.
5. Committee Chairman Marsha Eldridge informs the student of the outcome of the appeal.
6. Committee Chairman Marsha Eldridge, associate director of financial aid, reviews grades at the end of the fall semester for students who have been placed on probation. If the student fails to meet the conditions of the appeal, then financial aid is terminated. If the graduate student completes all courses with a “B” or better, then financial aid eligibility is continued.

Financial Aid Probation

If approval is granted, the student will be placed on financial aid probation and financial aid will be reinstated. If placed on financial aid probation, the student is required to meet with his/her academic adviser in order to establish an academic plan. The student’s progress standards will be checked after each term until either financial aid eligibility is lost through financial aid suspension or regained through satisfactory progression toward earning a degree. To regain satisfactory progression toward earning a degree, the graduate student must complete 100 percent of the classes attempted for the term in which he/she is under probation with a GPA of 3.0 or higher. If all attempted credit hours are not completed, and or GPA requirements are not met, the student will be placed on financial aid suspension and lose financial aid. This plan will be signed by the student and the academic adviser, and a copy will be sent to the Financial Aid Office.

At the conclusion of each semester, the appeal committee will meet to evaluate the academic progress of the student(s) on financial aid probation. Students who fail to meet any portion of their academic plan will be ineligible for all future financial aid.

Financial Aid Suspension

If an appeal is denied, the student will be placed on financial aid suspension and will not receive financial aid. To regain financial aid eligibility, the student will need to attempt and complete, at his/her own expense, the same number of hours attempted before aid was suspended at Our Lady of the Lake University. The graduate student must attempt these credit hours at Our Lady of the Lake University and complete all courses attempted with a “B” or better in order for financial aid to be reinstated at OLLU.

Repeat Coursework

Effective fall 2012, per federal regulations (34 CFR Section 668.2) repeated coursework that falls under the following conditions cannot be included in a student’s enrollment status for Federal Aid eligibility. This regulation also includes federal, state and institutional funding.

• Repeating a previously passed course more than once. A course is considered passed if the student receives a grade of C or better.
• Repeating a previously passed course due to failing other coursework.
• Repeating a previously passed course for the sole purpose of gaining eligibility for financial aid.

Federal aid is calculated according to need and the student’s adjusted enrollment status.

Recalculation will be applied regardless of whether a student received aid for previous courses and is based solely on how many times a course has been taken and passed.

Example 1:

A graduate student is taking a previously passed three credit hour course for the third time. The graduate student is enrolled in a total of 6 credit hours for the term. Per federal regulations, the repeated course must be excluded from the student’s aid eligibility. Only three of the student’s 6 hours can be used to calculate aid eligibility. The student’s aid will be adjusted to 1/2 time instead of full-time enrollment.

Example 2:

A graduate student repeats a previously passed course. The student receives an F on the second attempt. The student attempts the course for the third time. The third course attempt will not be counted in total enrollment hours for financial aid.

Example 3:

A graduate student repeats a previously passed course. The student withdraws from the course on the second attempt. The student attempts the course for the third time. The third course attempt will not be counted in total enrollment hours for Financial Aid.

Dropping Classes

In certain situations, students may find it necessary to reduce their course load due to personal, financial or academic reasons. Students contemplating such a reduction in hours must notify the Financial Aid Office to determine what implications such action may have on their financial aid.
Some financial aid programs require specific minimum hours of enrollment to be eligible for and to continue receiving those funds. Students who fail to notify the Financial Aid Office prior to dropping a course(s) may incur an unexpected financial obligation to the University.

There may be financial aid implications if a student is withdrawn from a class due to non-attendance.

Complete Withdrawals and Returns of Title IV Funds Policy

This policy applies to students who complete 60 percent or less of the enrollment period (i.e., fall, spring or summer session) for which they received Federal Title IV aid. A student who drops a class but still completes one or more classes does not qualify for the Return of Title IV Funds policy. The term “Title IV aid” refers to the following federal financial aid programs: Unsubsidized Direct Stafford loans, Subsidized Direct Stafford loans, Federal Perkins loans, Direct PLUS (GRAD/Parent) loans, Federal Pell Grants, Federal SEOG (Supplemental Education Opportunity Grant and TEACH Grant). To conform to the policy, Our Lady of the Lake University must determine the student’s withdrawal date and process within 45 days. The withdrawal date is defined as:

1. The date the student began the withdrawal process or officially notified Our Lady of the Lake University of their intent to withdraw; or
2. The last date of attendance at an academically-related activity by a student who doesn’t notify Our Lady of the Lake University

The calculation required determines a student’s earned and unearned Title IV aid based on the percentage of the enrollment period completed by the student. The percentage of the period that the student remained enrolled is derived by dividing the number of days the student attended by the number of days in the period. Calendar days (including weekends) are used, but breaks of at least five days are excluded from both the numerator and denominator. Until a student has passed the 60 percent point of enrollment period, only a portion of the student’s aid has been earned. A student who remains enrolled beyond the 60 percent point is considered to have earned all awarded aid for the enrollment period. Earned aid is not related in any way to institutional charges. In addition, the University’s refund policy and Return of Title IV Funds procedures are independent of one another. A student who withdraws from a course may be required to return unearned aid and still owe the University for the course. For more information on the Our Lady of the Lake University withdrawal and institutional charges’ policies, please consult the website. The responsibility to repay unearned Title IV aid is shared by Our Lady of the Lake University and the student. For example, the calculation may require Our Lady of the Lake University to return a portion of federal funds to the Federal Title IV programs. In addition, the student may also be required to return funds based on the calculation. The return of federal aid is in the following order: Unsubsidized Direct Stafford loans, Subsidized Direct Stafford loans, Federal Perkins loans, Direct PLUS (GRAD/Parent) loans, Federal Pell Grants, Federal SEOG (supplemental Educational Opportunity Grant and Teach Grant).

How to Handle an Overpayment

Students who owe funds to a grant program are required to make payment of those funds within 45 days of being notified that they owe this overpayment. During the 45-day period students will remain eligible for the Title IV funds. If no positive action is taken by the student within 45 days of being notified, Our Lady of the Lake University will notify the U.S. Department of Education of the student’s overpayment situation. The student will no longer be eligible for Title IV funds until they enter into a satisfactory repayment agreement with the U.S. Department of Education. During the 45-day period, the student can make full payment to Our Lady of the Lake University for the overpayment. The University will forward the payment to the U.S. Department of Education and the student will remain eligible for Title IV funds. Please make check payable to Our Lady of the Lake University, Attn: Student Business Office. Please attach a remittance coupon to assure proper credit.

If a student is unable to pay the overpayment in full, the student can set up a repayment plan with the U.S. Department of Education. Before doing this, the student should contact the Our Lady of the Lake University Office of Financial Aid. The student should ensure that OLLU has referred the situation to the U.S. Department of Education before any repayment plan can be set up. To contact the U.S. Department of Education, refer to the address listed below.

U.S. Department of Education Student Financial Assistance Programs, P.O. Box 4222, Iowa City, Iowa 52245. Phone: 1-800-621-3115, e-mail: DCS_HELP@ed.gov. For examples of the Return of Title IV Funds calculations or questions regarding the overpayment policy, please contact the Financial Aid Office.

Summary Return of Title IV Funds Policy

• If a student withdraws or otherwise terminates enrollment during the first 60 percent of the semester or session, and receives financial assistance from the Title IV programs (Federal Pell Grant, Federal Supplemental Educational Opportunity Grant, TEACH Grant, Federal Perkins Loan, Federal Direct Stafford Loan, and Federal PLUS Loan), the student earns Title IV funds in direct proportion to the length of time the student was enrolled. The percentage of time during the period that the student remained enrolled is the percentage of disbursable aid for the semester/session that has been earned. The percentage of the period that the student remained enrolled is derived by dividing the number of days he/she attended by the number of days in the semester/session. Calendar days are used, but breaks of at least five concurrent days are excluded from the calculation.
• Title IV programs reimbursement monies will be withheld from any institutional refunds (tuition, room, board, fees, etc.) due to the student. If these monies are not sufficient to cover the reimbursement required, the student will be billed for the remaining amount. Failure by the student to comply with the Return of Title IV Funds Policy will make him/her ineligible to participate in any Title IV aid program from any post-secondary institution until s/he becomes compliant with the Return of Title IV Funds policy.

Note: Unofficial Withdrawals

Students who receive all failing grades including (F’s, W’s, WI’s) are considered unofficially withdrawn from the University and will be placed on financial aid suspension. Federal regulations require that a return of funds calculation be completed on all students who receive federal aid unless the last day of attendance can be confirmed with the Registrar’s Office past the 60 percent date in that semester. This calculation may result in the student owing the University or the Department of Education a balance that must be paid prior to the next term of enrollment.

Contact Information

Students have the right to understand the financial aid process and questions are always welcome. Please call 210-434-6711, ext. 2299 or visit the Financial Aid Office located in the Walter Student Service Center, Room 105. Students are encouraged to visit the financial aid website at www.ollusa.edu/FinancialAid.

1. Harry Jersig Center

For more information on the Harry Jersig Center click here.

Registrar’s Office

Registration

Prior to registering, students are required to meet with their academic adviser. Students may register through the online registration system, fax, email, my academic plan (MAP) or in person by the last registration day as noted in the official University calendar. Students who register after the last official day of early registration will be charged a late fee. 

The University reserves the right to cancel on-campus courses for which the enrollment is fewer than 10 students and to cancel off-campus courses for insufficient enrollment.

Graduation/Commencement

Our Lady of the Lake University confers degrees in May, August and December. Commencement exercises are held in San Antonio in May and December. Students who complete requirements in August may participate in May or December commencement exercises, see Graduation Participation Policy below.  Degree candidates will be notified of place and time for ordering caps and gowns. Invitations may be ordered at that time also, the cost of which will be incurred by the student.

A student who has completed all degree requirements may request a letter from the Registrar indicating that the degree will be formally conferred at the next degree-conferring date. In order to receive diploma and official transcripts student should clear obligations with the University. Obligations may include exit interviews, financial balances, overdue library books and fines.

Graduation Participation Policy

Part I:  Credit Hours needed to Participate

Student will be eligible to participate if the following criteria are met:

1.  Student is registered for all pending course requirements and successfully completes all registered hours OR

2.  Student is registered for all pending course requirements and successfully completes all registered hours except for 3 or less hours. This could be due to failing a course or receiving an I or X grade at the end of registered term.

AND

3.  Student has completed all other degree requirements such as Dissertation, COMPS, Portfolio, etc.

Part II:  Summer Degree Recipients

1.  All students completing degree requirements during a Summer Academic session will be allowed to participate in the December commencement ceremony.

2.  Students will be allowed to participate in May commencement if:

• Student is lacking 6 or less hours to complete their degree requirements
• Student has completed their COMPS, Dissertation, Portfolio, etc.
• Student must notify the Registrar’s Office of their intent to participate by the deadline to apply for graduation.  If student does not notify the Registrar’s Office of their intent to participate in the May commencement by the application deadline, their name will be added to the December Commencement list to participate.

Application for Degree

Degree candidates must apply for Graduation through WebAdvisor by the deadline specified below:

Spring and Summer:  first Friday in October

Fall:  first Friday in April

Deadline dates are also published on the OLLU Narrative Calendar which can be obtained on the Registrar’s Office Portal site.

Records and Transcripts

Privacy (FERPA) Information

Student records at Our Lady of the Lake University of San Antonio are subject to provisions of the Family Educational Rights and Privacy Act of 1974 (PL 93-380) (FERPA), as amended, and to regulations interpreting the act.

This act provides that students shall have access to their official “education record” and shall have the opportunity to challenge such records if they deem them inaccurate, misleading or otherwise in violation of their privacy or other rights. Except for directory information, the University may not release personally identifiable data from student records to other than a specified list of exceptions without the written consent of the student. Even a release of information to parents or spouse requires the student’s written consent.

Available upon request from the Registrar’s Office are copies of the act, a list of types of records maintained, names and titles of responsible officials and of personnel having access, procedures for reviewing or challenging records and forms for requesting copies, releasing restricted information or prohibiting release of directory information. Policies and procedures governing student records are also published in the Student Handbook.

Our Lady of the Lake University hereby designates the following as public or directory information:

• Name, address (local and permanent), telephone listing
• Email address
• Major field of study
• Participation in officially recognized activities and sports
• Weight and height of members of athletic teams
• Dates of attendance (“from” and “to” dates of enrollment)
• Degrees and awards received
• The most recent previous educational agency or institution attended
• Photograph

The institution may disclose such information for any purpose, at its discretion.

Currently enrolled students may withhold disclosure of directory information under the Family Educational Rights and Privacy Act of 1974, as amended. To withhold disclosure of directory information, written notification must be received in the Office of the Registrar, 411 S.W. 24th Street, San Antonio, Texas 78207-4689, within the first 12 days of the fall or spring semester, the first four days of a summer session or the first weekend of class ( for students in the non-traditional scheduling format). Forms requesting the withholding of directory information is available in the Registrar’s Office on the San Antonio campus or online through MyOLLU Portal (Registrar’s Office Portal site). The restriction will remain in place until the student authorizes removal. Our Lady of the Lake University assumes that failure on the part of any student to specifically request the withholding of directory information indicates individual approval for disclosure.

To protect a student’s privacy, all records and conversations between a student and the Financial Aid Office are confidential. No public announcement shall be made of need-based amounts awarded to students. No information concerning the student’s financial aid records will be released to anyone outside the Financial Aid Office without the student’s permission in accordance with FERPA. If a student wants information released, a consent form must be completed.

OLLU is required to provide an annual FERPA notice to eligible students and parents. For more information about FERPA, and to view the OLLU FERPA Annual Notice visit https://www.ollusa.edu/registrars-office/ferpa/index.html

Transcripts

Transcripts can be ordered online through the National Student Clearinghouse:

http://studentclearinghouse.org/

Request for an official transcript of academic credits should be addressed to:

Our Lady of the Lake University Registrar’s Office
411 S.W. 24th Street
San Antonio, Texas 78207-4689

For security purposes, transcript requests are not accepted by telephone. All obligations to the University must be met before transcripts are released. Transcripts from other institutions are not reproduced.

Cross-Registration (Inter-Institutional Registration)

Bilateral agreements between the institutions of the United Colleges of San Antonio (UCSA) permit simplified procedures for student cross-registration, when approved by the student’s academic program. Under exceptional circumstances, Our Lady of the Lake University students may enroll in courses at the University of the Incarnate Word, Oblate School of Theology and St. Mary’s University through the same process by which they enroll for courses at their home campus.

Information/restrictions concerning Cross-Registration:

1. Students at any UCSA institution may, with appropriate authorization of that institution, register for courses at the graduate or undergraduate level at the other institutions, provided all academic prerequisites of that institution offering the courses are met.
2. Students cross-registering at the secondary institution shall pay tuition at their “home” institution, plus any applicable course fees. Students must meet all applicable academic prerequisites and shall be subject to class attendance rules, grading policies, disciplinary regulations, and grievance procedures of the offering institution as these affect the course(s) taken.
3. Students may cross-register at and through their home institution for courses at the secondary institution, processing their registration and paying their tuition and applicable course fees at the home institution.
4. Students may not cross-register for:
   1. Independent study courses and individual instruction
   2. Doctoral-level courses and programs
   3. Weekend courses at Our Lady of the Lake University
   4. School of Law courses at St. Mary’s University

Procedures for OLLU students registering for Inter-Institutional courses:

1. Obtain and complete the “Request for Cross-Registration” form from the Registrar’s Office. Obtain all required OLLU signatures.
2. Obtain signatures from the Chair of the Department/Dean of the School/College and Registrar’s Office from the institution where the course will be taken.
3. Submit original (signed) copy of “Request for Cross-Registration” form with approval or add/drop from to the OLLU Registrar’s Office for processing. Allow two working days for processing each request. Student is responsible for notifying the Registrar’s Office of any changes made to the registration, i.e. cancellation of sections, dropping and/or adding sections/courses.

Retention Office

 For more information on the Retention Office click here.

Student Business Office

 The Student Business Office is the final step in the registration process. Registration is completed only after receiving final confirmation of registration from the Student Business Office. The office assists all students with registration invoices and monthly payments. For questions regarding student accounts, please call 210-434-6711, ext. 3929 or visit the Student Business Office located in the Walter Student Service Center or email studentaccounts@lake.ollusa.edu.

Final Confirmation of Registration

The Student Business Office provides students financial information electronically through myOLLU portal, Self-Service, Student Finance and the University’s online student accounts financial system. Students must obtain Final Confirmation of Registration in order to complete the registration process by completing the following four requirements: 

1. Agreeing to the Financial Responsibility Policy in myOLLU portal, Self-Service, Student Finance.
2. Enrolling in a payment agreement if NOT fully covered by financial aid. This includes students paying in full, paying balance of tuition/fees less financial aid or if covered by an employer
3. Making an initial payment as stated on the payment agreement.
4. Taking care of all outstanding issues with the Student Business Office such as a prior balance and/or mismatched registration verses financial aid awarded hours

Payment deadlines are available at the Student Business Office’s myOLLU portal page. Please see this website for information on employer reimbursed plans, payment agreement enrollment instructions, and other information, such as policies and deadlines. Various payment options are:

One-Installment Payment Plan 

Available in the Fall, Spring and Summer semesters.

• Payment in full due by deferred date or date of enrollment in a payment agreement.
• Payment can be net of financial aid or employer reimbursement amount.
• $47 late payment fee assessed.

Two-Installment Payment Plan 

Available in the Fall, Spring, Summer semesters and Fast Track A or B only*.

• 50% due by deferred date or the date of enrollment in a payment agreement.
• Remainder due as stated in the payment agreement.
• $47 late payment fee assessed.

*Some Online programs are not eligible for this plan.

Four-Installment Payment Plan 

Available in the Fall, Spring and Summer semesters or students registered for Fast Track A and B only and/or non-traditional students.

• 25% due by deferred date or date of enrollment in a payment agreement
• 25% due as stated on payment agreement
• 25% due as stated on payment agreement
• 25% due as stated on payment agreement
• Requires a payment plan fee of $47

Five-Installment Payment Plan 

Available in the Fall, Spring and Summer semesters or students registered for Fast Track A and B only and/or non-traditional students.

• 20% due by deferred date or date of enrollment in a payment agreement
• 20% due as stated on payment agreement
• 20% due as stated on payment agreement
• 20% due as stated on payment agreement
• Requires a payment plan fee of $47

Summer I, II or III, Fast Track A or B and some Online programs are not eligible for this plan.

An email confirming the plan will be sent to the student’s University email address immediately, and soon after an email will be sent either for Final Confirmation of Registration or indicating the action to be taken. Payments may be made online, in person, or mailed. Checks payable to Our Lady of the Lake University, Visa, MasterCard, Discover or American Express are accepted. Eligible Veterans should contact the Veterans Coordinator in the Office of Financial Aid for assistance in completing necessary paperwork.

A book voucher may be available at the University Bookstore if expected financial aid is in excess of tuition, fees, and other charges for the session provided you have received final confirmation of registration.

If a student decides not to attend OLLU and has already registered, it is the responsibility of the student to formally withdraw per the Financial Obligation and Refunds Policy. Students will be liable for any tuition due if they do not formally withdraw. University tuition, fees and other charges are a debt incurred for educational purposes and are considered a Qualified Educational Loan as defined in section 221 (D) (1) of the Internal Revenue Code.

Refund Policy-Credit Balances

1. Refund Delivery Policy - The University prefers that all refunds to students be delivered via electronic fund transfer (E-Refund). Students should enroll in E-Refund at least 10 days before the first scheduled disbursement.

• Financial Aid Refunds are processed weekly after the 100 percent drop period of the start of a term. Federal regulations require that excess be disbursed within 14 days from when funds are credited to the student’s account (not when awarded).
• Students will be notified via e-mail when an E-Refund has been disbursed. Students should allow at least 24 hours for the funds to be credited to their bank account.
• Students can set-up E-Refund by logging into myOLLU portal, Self-Service, Student Finance select “Make Payment/Confirm”, select “Continue to Payment Center,” select “Refunds” followed by “Set up Account.” On the Account information, students should enter checking account information and check the box to agree to the terms and enter. You will receive a message stating your bank account information has been saved.

1. If a student does not enroll in E-Refund, the financial aid refund will be disbursed by check. The check will be mailed to the student’s preferred mailing address as indicated in University records. If a mailed check is not received at the preferred address, there is a 10-business day waiting period before a replacement check can be issued. Disbursements can be checked by logging into Student Finance and selecting “Account Activity,” followed by “Refunds.” Estimated Financial Aid listed, is considered pending aid and is not subject to refund until finalized.

Delinquency and Default

Students delinquent on or in default of payments and students with returned checks may be withdrawn from the University. Such students may be readmitted the following term if all financial obligations are cleared and the student is otherwise academically eligible for readmission. Balances must be paid in full before transcripts and diploma can be released. Our Lady of the Lake University reserves the right to deny readmission based on student’s credit history with Our Lady of the Lake University.

In the event of default, students must pay the holder the amounts incurred and court costs and attorney fees in the amount assessed by the court and/or collection fees assessed by an agency in the business of collecting just debts. University tuition, fees and other charges are a debt incurred for educational purposes and are considered a Qualified Educational Loan as defined in section 221 (D) (1) of the Internal Revenue Code.

Notice of Consent to Communications

By registering students’ expressly consent to Our Lady of the Lake University, its affiliates, agents, and service providers to use written, electronic, or verbal means to contact them as the law allows. This consent includes, but is not limited to, contact by manual calling methods, prerecorded or artificial voice messages, emails and/or automated telephone dialing systems. Students’ also expressly consent to Our Lady of the Lake University their affiliates, agents, and service providers to contact students by telephone at any telephone number associated with their account, currently or in the future, including wireless telephone numbers, regardless of whether they incur charges as a result. Students agree that Our Lady of the Lake University, their affiliates, agents, and service providers may record telephone calls regarding students’ accounts in assurance of quality and/or other reasons.

Financial Obligations and Tuition Refunds

A student who is delinquent or in default of payment(s) and/or returned check(s) due the University, may be withdrawn from the University in the term the delinquency or default occurs and cannot be readmitted for that term. A student who has been withdrawn from the University may be readmitted the following term if all payments due the University are paid and the student is otherwise eligible for readmission. Our Lady of the Lake University reserves the right to deny readmission based on students’ credit history with Our Lady of the Lake University. Transcripts and diploma are not issued to students who have not met all obligations to the University.

Refunds for tuition and fees in all cases are calculated from the date the properly completed withdrawal form is received in the Registrar’s Office, located in Walter Student Service Center, Room 104. Consideration cannot be given to the date the student ceased attending classes unless proper withdrawal procedures have been followed:

1. Obtain proper form(s) from Registrar’s Office, located in Walter Student Service Center, Room 104
2. Obtain signature of adviser
3. Submit completed form(s) to Registrar for final processing
   - San Antonio campus: submit to Registrar’s Office, located in Walter Student Service Center, Room 104
   - Houston campus: OLLU- 600 N. Sam Houston Parkway West (Beltway8)
   - La Feria (Rio Grande Valley) 1650 S. Main, Room 113 

Online students may submit the form by email to registrar@ollusa.edu

Application fees and advance tuition deposits for new students are not refundable. After the 100 percent refund period, all other fees are forfeited.

If proper withdrawal procedures have been followed, tuition is adjusted according to the following schedule:

Weekends and Holidays are not included in calculation
Non-Traditional Classes:

Weekends may or may not be included in calculation, depending on program, refer to posted calendars on the Registrar’s website http://www.ollusa.edu/registrar. Holidays are not included in calculation.

Classification of traditional/non-traditional is determined by program and number of weeks attending. Assistantships are rescinded at the time a student withdraws from the University.

Dropping/Withdrawing - Return of Title IV Funds for Financial Aid Recipients

Refer back to the Financial Aid section of the catalog.

Tuition and Other Expenses

A document detailing current charges for tuition, fees, room and board is available by request from the Student Business Office. This information is also available on the University’s my OLLU portal via E-Commerce button.

After course selection is completed and before classes begin, all students are responsible for making payment arrangements in the Student Business Office.

Student Employment Office

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Testing Center

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Tutoring Center

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Writing Center

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Programs and Services

Athletics

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Bookstore

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Biliterate Certificate Program

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Campus Recreation

• Club Sports
• Intramural and Recreational Sports
• Health and Fitness

Campus Safety

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University Police

Emergency Alert Information

Title IX Policy

Career Development Services

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Clubs & Organizations

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Community Counseling Service

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Counseling Services

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Dining

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Disability Services

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Health Services

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Honors Program

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McNair Scholars Program

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Military Science (Army R.O.T.C., St. Mary’s University)

Corresponding to the academic master’s degree at Our Lady of the Lake University and completion of the Reserve Officer Training Course (ROTC), the student will commission in the Active or Reserve components of the U.S. Army.

By arrangement with Our Lady of the Lake University and the University of the Incarnate Word, the following Army Commission program (ROTC) pertains to enrollees from those institutions in the St. Mary’s University Department of Military Science. In addition, a Leadership Laboratory is held every Wednesday afternoon for two hours, to further the development of leadership skills through a varied program consisting of field trips, practical exercises and visits to military installations. This laboratory is required each semester for all Military Science students.

Two-Year Program for Graduate Students
The Army ROTC offers a two-year program for those who did not have or take the opportunity to complete the normal ROTC Basic Course during their undergraduate studies. In order to enroll in the ROTC Advanced Course, a student must successfully complete four weeks of leadership training, provided at the Basic Camp Course during the summer months prior to beginning their first graduate semester. If students desire to take advantage of this two- year scholarship opportunity, they should communicate directly with the Professor of Military Science no later than March 1 of the year preceding their master’s program at OLLU. (NOTE: Students who are military veterans or have more than three years of JROTC training do not need to attend the Basic Camp Course).

Scholarship and Remuneration
The Department of the Army can offer the Basic Camp graduate a two-year competitive scholarship assistance to qualifying ROTC students. This assistance consists of payment of all tuition and fees per year, and a $1,200 book allotment, plus a grant to the ROTC cadet of $420 a month during the period of enrollment (not to exceed 20 months). The student need not be enrolled in the ROTC program prior to competing for a scholarship. Students interested in competing for scholarship assistance under this program should contact the Army ROTC Enrollment Officer.

Uniform and Equipment
All uniforms, textbooks and other equipment will be issued to students enrolled in Army ROTC courses. Students are responsible for the maintenance and upkeep of all items issued to them.

Information
The Professor of Military Science and the Army ROTC offices are located on the bottom floor of Treadaway Hall at St. Mary’s University. The telephone number is 210-436-3415. ROTC Enrollment Officer Cell Number is: 210-638-1784. Email: rotc@stmarytx.edu.

Sueltenfuss Library

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Transfer Services

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University Ministry

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