Meal Plan Refund and Change Policy

Please Note: The information below is only relevant to fall/spring meal plans and does not apply to summer meal plans. 

The last day to add/change fall meal plans is September 10, 2015.

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).

Traditional 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.

Please see the refund information that is specific to your current status on campus:

A. Traditional Quad Housing Students

B. University Apartment Students

C. Commuter Students


A. Traditional Residence Hall Students

a. Regular Meal Plan Refund (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 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

If you have a food allergy, medical condition and/or special dietary needs, there are menu options and nutrition resources available to you on campus. In addition, there are allergy-free stations (Simple Servings1) available at all four (4) uptown campus quad dining rooms (i.e., State, Indian, Colonial, and Dutch) and at downtown's Alumni Quad dining room (upon request) to meet your dietary needs while on a meal plan. In addition UAlbany Dining has a a full-time registered campus dietitian available for consultation and menu planning. Hence, it is extraordinarily rare that students living on campus would find it hard to utilize 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 to be approved first. 

Please make sure the following the 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 dietary order/letter from your licensed healthcare professional to give to the UAlbany Dining dietitian that describes in detail your specific dietary need(s).

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 needs.

In the 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 mental health practitioner's dietary order/letter and any other supporting documentation deemed appropriate.

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 the prescribed policy.

c. Military Meal Plan Refund

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

A student that is officially released from housing under speical circumstances (e.g., study abroad) 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 (non-medical/psychological or military)

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 is based on the week in which the Department of Residential Life approves the 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 housing 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 no 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

If you have a food allergy, medical condition and/or special dietary needs, there are menu options and nutrition resources available to you on campus. In addition, there are allergy-free stations (Simple Servings1) available at all four (4) uptown campus quad dining rooms (i.e., State, Indian, Colonial, and Dutch) and at downtown's Alumni Quad dining room (upon request) to meet your dietary needs.

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 dietary order/letter from your licensed healthcare professional to give to the UAlbany Dining dietitian that describes in detail your specific dietary needs.

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 needs.

In the 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 mental health practitioner's dietary order/letter and any other supporting documentation deemed appropriate.

4. Upon review of your medical/mental health documents, the director will provide a recommendation regarding your residential housing license.

5. If a medical/psychological release is approved, you must complete the Department of Residential Life's Release Application and follow the steps for vacating your apartment outlined in the Residential Life License and a meal plan refund will be issued according to the prescribed policy.

c. Military Meal Plan Refund

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.

C. Commuter Students

a. Regular Meal Plan Refund (non-medical/psychological or military)

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. The week is defined as beginning on Monday and ending on Sunday.

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

If you have a food allergy, medical condition and/or special dietary needs, there are menu options and nutrition resources available to you on campus. In addition, there are allergy-free stations (Simple Servings1) available at all four (4) uptown campus quad dining rooms (i.e., State, Indian, Colonial, and Dutch) and at downtown's Alumni Quad dining room (upon request) to meet your dietary needs.

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 dietary order/letter from your licensed healthcare professional to give to the UAlbany Dining dietitian that describes in detail your specific dietary needs.

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 needs.

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 mental health practitioner's dietary order/letter and any other supporting documentation deemed appropriate.

4. Upon review of your medical/mental health documents, the director will provide a recommendation regarding your residentail 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 the prescribed policy. 


c. Military Meal Plan Refund

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.


C. Commuter Students

a. Regular Meal Plan Refund (non-medical/psychological or military)

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

If you have a food allergy, medical condition and/or special dietary needs, there are menu options and nutrition resources available to you on campus. In addition, there are allergy-free stations (Simple Servings) available at all four (4) uptown campus quad dining rooms (i.e., State, Indian, Colonial, and Dutch) and at downtown’s Alumni Quad dining room (upon request) to meet your dietary needs.

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 dietary order/letter from your licensed healthcare professional to give to the UAlbany Dining dietitian that describes in detail your specific dietary needs

2. Schedule a meeting with UAlbany Dining’s dietitian (nutritionalservices@albany.eduor 518-442-2731) to develop a written plan that meets your dietary needs

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 mental health practitioner’s dietary order/letter and any other supporting documentation deemed appropriate.

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

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 at 518-442-7525.

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