Meal Plan Refund and Change Policy

If a meal plan needs to be changed or refunded, please review the following policies and procedures below.


MEAL PLAN CHANGES
A. Traditional Residence Hall Students
All students living in traditional residence halls (i.e., Alumni, Colonial, Dutch, Indian and State, are required to have a meal plan, but can change from the plan automatically assigned (which is based on class year), as follows:
    • Freshmen living in traditional residence hall housing are automatically assigned the Unlimited Meal Plan #1, but can change to the Unlimited Meal Plan #2;
    • Non-freshmen living in traditional residence hall housing are automatically assigned the 175 Meal Plan #2, but can change to the Unlimited (#1 or #2), the 175 Meal Plan #1, or the 120 Meal Plan (note: returning upperclassmen automatically get assigned the meal plan they had the previous semester).
Tradition residence hall students may change their meal plans through the tenth business day of the semester via their MyUAlbany account.

B. University and Commuter Students
Students who reside in the University apartments or commute can voluntarily select any meal plan offering.
University apartment and commuter students may change or cancel their meal plan through the tenth business day of the semester via their MyUAlbany account.
Unlike traditional residence hall students, University apartment and commuter students must add a meal plan selection every semester; there is no automatic re-assignment for these students.

MEAL PLAN REFUND
Meal plans are subject to New York State tax laws, and therefore refunds may only be granted per the criteria detailed below, and only through the first eight (8) weeks of the semester in which the plan was purchased, unless officially released from their Residential Life license.


The meal plan refund calculation is based on a weekly proration, regardless of the number of meals eaten, effective the first day meal plans officially begin for the semester, plus the total amount of Munch Money spent. Meal plan refunds are processed automatically by the Office of Student Accounts and are posted to the students’ MyUAlbany financial account.


A meal plan refund will not be granted if a student is released from the University due to disciplinary action or suspension regardless of the number of weeks into the semester.


A. Traditional Residence Hall Students
a. Regular Meal Plan Refund for Traditional Residence Hall students (within 8 weeks)
A student residing in a traditional residence hall will receive a meal plan refund when s/he is officially released from his/her Residence Hall License AND has officially checked out of his/her room, through the eighth week of the semester. The meal plan refund calculation is based on the week in which the Department of Residential Life approves a student’s housing release application AND he/she has officially checked out of his/her room, or the last week the student used his/her meal plan; whichever week is later. Please note that if a student is officially leaving the University, he/she must first completed a withdrawal form from the Office of Withdrawal and Readmission before he/she fills out the housing release application.


When a student officially withdraws from the University, his/her meal plan (and associated Munch Money) will be removed from his/her SUNYCard automatically and any Munch Money remaining on his/her meal plan is fortified.


A student released from a traditional residence hall after the eighth week of the semester does not qualify for a meal plan refund unless the student is officially released due to a medical/psychological or military issue as described below.


If the student is officially released from the resident license, but has not officially withdrawn from the University and wishes to retain his/her meal plan, the student must visit the SUNYCard Office located in Campus Center B52 to reestablish his/her meal plan.


If during the first eight weeks of the semester, the Department of Residential Life reassigns a student from a residence hall to a University apartment, the student will receive a meal plan refund based on the week in which the Department of Residential Life officially terminates the students’ access into his/her original residence hall AND the he/she has officially checked out of his/her original room, or the last week the student used his/her meal plan; whichever week is later. In such circumstances, if the student wishes to maintain his/her meal plan, the student must visit the SUNYCard Office located in Campus Center B52 to reestablish his/her meal plan. A student reassigned from a residence hall to a University apartment after the eighth week of the semester does not qualify for a meal plan refund.


A meal plan refund will not be granted if a student is released from his/her residence hall license due to disciplinary action or suspension. 


b. Medical/Psychological Meal Plan Refund for Traditional Residence Hall Students
If you have special dietary needs, there are menu options and nutrition resources available to you on campus. There is an allergy-free station (Simple Servings) available at State, Indian, Colonial, and Dutch Quad dining rooms during lunch and dinner. Simple Servings is available at downtown’s Alumni Quad dining room during lunch and dinner upon request.  In addition, the UAlbany Dining dietitian is available for consultation and menu planning. Hence, it is extraordinary rare that students living on campus would find it hard to utilized their meal plan. Also, it’s important to understand that traditional residence hall students are REQUIRED to be on a meal plan, so if a meal plan refund is pursued, a release from housing would have be approved first. 

Please make sure the following steps are taken before you seek out a meal plan refund due to a medical or psychological reason related to a special dietary need:

1. Obtain a signed diagnosis and diet prescription from your licensed healthcare professional.
2. Schedule a meeting with UAlbany Dining’s dietitian (nutritionalservices@albany.edu or 518-442-2731) to develop a written plan that meets your dietary need(s).

In the unlikely event UAlbany Dining cannot meet your dietary needs:

3. Contact the University Health Center director (518-956-8421) for any medical issues or the University Counseling Center director (518-442-5800) for any mental health/psychological issues. Provide the director with your physician’s and/or licensed health practitioner’s signed diagnosis and diet prescription and any other supporting documentation requested by the Health Center or Counseling Center.
4. Upon review of your medical/mental health documents, the director will provide a recommendation regarding your residential housing agreement.
5. If a medical/psychological release is approved, you may be placed in University apartment housing. In the unlikely event that an apartment housing is not available, you must complete the Department of Residential Life’s Request for Cancellation Form and follow the steps for vacating your room outlined in the Residential Life License and a meal plan refund will be issued according to this policy.


c. Military Meal Plan Refund for Traditional Residence Hall Students
A student whose US military unit is called into active duty and who needs to withdraw from the University should visit the Office of Withdrawal and Readmission for how to proceed.


The refund is based on the week in which the student officially withdrew as established by the Office of Withdrawal and Readmission or the last week the student used his/her meal plan or SUNYCard access; whichever week is later. The week is defined as beginning on Monday and ending on Sunday.


d. Other/Special Circumstances for Traditional Residence Hall Students
A student that is officially released from housing under special circumstances (e.g., study aboard) could receive a meal plan refund after 8 weeks. These circumstances are approved by Residential Life and communicated back to UAS.


B.  University Apartment Students
a. Regular Meal Plan Refund for University Apartment Students
A student residing in a University apartment will receive a meal plan refund when he/she is officially released from his/her residence license AND has officially checked out of their room, through the eighth week of the semester. The meal plan refund calculation is based on the week in which the Department of Residential Life approves a student’s housing release application AND he/she has officially checked out of his/her room, or the last week the student used his/her meal plan; whichever week is later. Please note that if a student is officially leaving the University, he/she must first completed a withdrawal form from the Office of Withdrawal and Readmission before he/she fills out the housing release application.


When a student officially withdraws from the University, his/her meal plan (and associated Munch Money) will be removed from his/her SUNYCard automatically and any Munch Money remaining in his/her meal plan is fortified.


A student released from a University apartment after the eighth week of the semester does not qualify for a meal plan refund unless the student is officially released due to a medical/psychological or military issue as described below.


A meal plan refund will not be granted if a student is released from his/her University apartment license as a result of disciplinary action or suspension.


b. Medical/Psychological Meal Plan Refund for University Apartment Students
If you have special dietary needs, there are menu options and nutrition resources available to you on campus. There is an allergy-free station (Simple Servings) available at State, Indian, Colonial, and Dutch Quad dining rooms during lunch and dinner. Simple Servings is available at downtown’s Alumni Quad dining room during lunch and dinner upon request.  In addition, the UAlbany Dining dietitian is available for consultation and menu planning.

Please make sure the following the steps are taken before you request a meal plan refund due to a medical or psychological reason:

1. Obtain a signed diagnosis and diet prescription from your licensed healthcare professional.
2. Schedule a meeting with UAlbany Dining’s dietitian (nutritionalservices@albany.edu or 518-442-2731) to develop a written plan that meets your dietary need(s).

In the unlikely event UAlbany Dining cannot meet your dietary needs:

3. Contact the University Health Center director (518-956-8421) for any medical issues or the University Counseling Center director (518-442-5800) for any mental health/psychological issues. Provide the director with your physician’s and/or licensed health practitioner’s signed diagnosis and diet prescription and any other supporting documentation requested by the Health Center or Counseling Center.
4. Upon review of your medical/mental health documents, the director will provide a recommendation regarding your residential housing agreement.
5. If a medical/psychological release is approved, you must complete the Department of Residential Life’s Request for Cancellation Form and follow the steps for vacating your apartment outlined in the Residential Life License and a meal plan refund will be issued according to this policy.

c. Military Meal Plan Refund for University Apartment Students
A student whose US military unit is called into active duty and who needs to withdraw from the University should visit the Office of Withdrawal and Readmission for how to proceed.


The refund is based on the week in which the student officially withdrew as established by the Office of Withdrawal and Readmission or the last week the student used his/her meal plan or SUNYCard access; whichever week is later and regardless of the length of stay. The week is defined as beginning on Monday and ending on Sunday.


d. Other/Special Circumstances for University Apartment Students
A student that is officially released from housing under special circumstances (e.g., study aboard) could receive a meal plan refund after 8 weeks. These circumstances are approved by Residential Life and communicated back to UAS.

C. Commuter Students
a. Regular Meal Plan Refund for Commuter Students
Students who officially withdraw from the University prior to the end of the eighth week of the semester qualify for a meal plan refund. The refund is based on the week in which the student officially withdrew as established by the Office of Withdrawal and Readmission or the last week the student used their meal plan or SUNYCard access; whichever week is later.


When a student officially withdraws from the University, his/her meal plan (and associated Munch Money) will be removed from his/her SUNYCard automatically and any Munch Money remaining in his/her meal plan is fortified.


A commuter student who officially withdraws from the University after the eighth week of the semester does not qualify for a meal plan refund unless the student is officially released due to a medical/psychological or military issue as described below.


A meal plan refund will not be granted if the student withdraws as a result of disciplinary action or suspension.


b. Medical/Psychological Meal Plan Refund for Commuter Students
If you have special dietary needs, there are menu options and nutrition resources available to you on campus. There is an allergy-free station (Simple Servings) available at State, Indian, Colonial, and Dutch Quad dining rooms during lunch and dinner. Simple Servings is available at downtown’s Alumni Quad dining room during lunch and dinner upon request.  In addition, the UAlbany Dining dietitian is available for consultation and menu planning.

Please make sure the following steps are taken before you request a meal plan refund due to a medical or psychological reason:

1. Obtain a signed diagnosis and diet prescription from your licensed healthcare professional.
2. Schedule a meeting with UAlbany Dining’s dietitian (nutritionalservices@albany.edu or 518-442-2731) to develop a written plan that meets your dietary need(s).

In the unlikely event UAlbany Dining cannot meet your dietary needs

3. Contact the University Health Center director (518-956-8421) for any medical issues or the University Counseling Center director (518-442-5800) for any mental health/psychological issues. Provide the director with your physician’s and/or licensed health practitioner’s signed diagnosis and diet prescription and any other supporting documentation requested by the Health Center or Counseling Center.
4. Upon review of your medical/mental health documents, the director will provide a recommendation regarding your request to the Office of Withdrawal and Readmission (if you are withdrawing from the University) and to University Auxiliary Services (UAS) for a final decision. If you are not withdrawing, UAS will receive the request and make a decision accordingly.


c. Military Meal Plan Refund for Commuter Students
A student whose US military unit is called into active duty and who needs to withdraw from the University should visit the Office of Withdrawal and Readmission for how to proceed.


The refund is based on the week in which the student officially withdrew as established by the Office of Withdrawal and Readmission or the last week the student used his/her meal plan or SUNYCard access; whichever week is later and regardless of the length of stay.


If you have any further questions and/or you are unsatisfied with the results of the process outlined above, please contact the UAS Associate Executive Director of Operations at 518-442-7525.


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