Devin Long

Colleagues:

As the first payment due date for students’ spring term bills is Aug. 9, 2023, and as student e-bills have already been sent, the priority deadline to submit SEA (Student Educational Award) forms for this semester is Aug. 1, 2023 (see the SEA Form Submission Manual for form completion instructions). Note that SEA actions for grant funds need to comply with Policy 50.5, Tuition Remission for Graduate Students Supported by Sponsored Awards and the Policy on Graduate Student Compensation.

Why the deadline?

• There are adverse effects for students when SEA forms are submitted late. This deadline allows Financial Aid staff sufficient time to process awards to students’ accounts prior to the first cancellation for nonpayment (Aug. 10).
• The earlier the SEA forms are processed, the better. Students start worrying about balances owed to the University when the first e-bills are issued (July 12). Additionally, as the first cancellation for nonpayment is Aug. 9, students have to either pay or re-register for classes if their bill is not paid in a timely fashion.

Priority deadline to submit forms is Aug. 1

• All SEA forms for Fall 2023 term awards should be submitted by Tuesday, Aug. 1. Please communicate this deadline broadly to all in your departments who are involved with issuing student educational awards, including grant-funded non-qualified scholarships.
• Class cancellation for non-payment — If SEA forms are not processed by this date, students will be at risk of class cancellation for non-payment for this term.

Recommended practices

1. Check the student’s account in Banner (TSICSRV) before completing the SEA form to ensure you submit the correct payment amount for tuition and/or fees.
2. The SEA report in Report Central is your best friend. This report provides a clear picture of what SEA award(s) your student has or will receive for the semester. The data on the report is from the prior day. Note that to gain access to the SEA report you will need to open a ticket by emailing help@charlotte.edu. Include the following message in your email: “I need to gain access to the Report Central Imaging portal for access to the SEA report.” The ticket will be processed via that email.
3. After you submit a SEA form, review the SEA report regularly while the current registration period is open to monitor your students for any changes in their registered credit hours. The last day a student can add/drop classes is Aug. 28; however a student’s schedule may continue to change due to late adds/withdrawals through the academic petition process.
4. On the SEA form, one input field indicates the minimum number of credit hours required for the award to disburse. If the student is registered for fewer credit hours than required, the award will remain as “memoed” on their financial aid record.

We realize this deadline may influence the work priorities in your departments in the upcoming weeks. We appreciate your hard work and cooperation to help ensure that our students are successful!