Policies

Each course in ANCOR should have a posted course cancellation policy within the course description for each course. “Course cancellation” refers to when the unit/branch or the university must cancel the course for reasons that may include but are not limited to, low enrollment, campus emergency, or inclement weather.

Examples of course cancellation policies:

• If a course is canceled, the student will be refunded 100% of the tuition paid.
• If a course is canceled, the student will have 10 (ten) business days to enroll in the next scheduled session or course. After 10 (ten) business days if a student does not enroll in the next session or course, the student will be refunded 100% of tuition paid.
• If a course is canceled, the student’s registration will automatically be moved to the next scheduled course session. The student will be notified, via email, of the new course date, time, and location. If a student requests to withdraw from the course after his or her registration has been moved, the student should abide by the course “Refund Policy.”

Per university policy, all units must abide by the university credit card acceptance policy. Students using credit cards to pay for course tuition will be issued course refunds within five (5) business days of receipt of the student’s withdraw from course request. All refunds involving credit cards MUST be applied to the same credit card that was used to purchase the course. If a student withdrawing from the course is not in possession of the same credit card, the unit will need to immediately contact the Office of the Treasurer to reconcile the request.

In addition to the credit card payment option in ANCOR, the university has provided the convenience to our clients the ability to pay online by eCheck for non-credit course registrations. Payments of this type are also processed through the university’s secured payment gateway.

The eCheck payment option is for online registrations ONLY. Non-credit registrars are restricted from accepting this form of payment through the administrative portal in ANCOR, due to the PCI compliance policies within the university. When a paper check comes in as a form of payment from a client the process is to produce a cash transmittal and to deposit those checks to the proper general ledger account, through the cashier’s office.

When payment is made with eCheck the identifier for such transactions will be labeled ACH in the payment gateway.

**NOTE: Refunds for payments made by eCheck must be processed through a manual check process. Click the link for instructions on how to initiate the process. https://procurementservices.rutgers.edu/resources/how-to/pay/initiate-check-request

For more information on any issues regarding PCI Compliance and payments, please visit University Treasury.

ANCOR will permit units to place financial holds on students and clients who have unpaid invoices for more than 120 days. The financial manager and branch manager will be permitted to place the financial holds on students and clients. If two branches or more  should place a hold on a particular student or client, the student or client in question will not be able to register via ANCOR for any continuing education unit until the financial holds are rectified. 

ANCOR will permit units to invoice students and clients on a regular schedule of 30, 60 and 90 days. Units can run batch reports via the system per date parameters. Units should keep a copy of all invoices within the student record.

Units within the university are required to use the current payment gateway NelNet, to process online purchases and online refunds (with the exception of eChecks, which must be refund through a manual check process). For more information about NelNet, please contact University Treasury. Units should also refer PCI Compliance policy.

eCommerce PCI Compliance Procedures – Rutgers’ Employee Entering of Payment Information on Behalf of a Student / Parent / Customer

1. Never enter any payment card or bank account information into a site not secured by the SSL certificate, even if the site or application is installed on a Rutgers computer or is on the Rutgers’ network.
2. Each unit must advise students to utilize the appropriate pages for the Payment Gateway portal entry of payment information by a Rutgers employee should be an exception to the rule.
3. To ensure that all payment card and bank account information entries are performed only on a SSL site: be sure that the site is operating in SSL mode (look for “https” in the URL) and that the certificate is clearly identified. The browser should warn the user if the certificate is not valid.  However, do not rely on this – make it a practice to verify the work in a secure mode before entering payment information. 
4. Do not write down, copy, photograph, fax, or make a record in any way of payment card or bank account information. Keeping or writing down the above information will put the unit in violation of PCI compliance.
5. If the unit should receive a credit card number or bank account on a written document, other than a check being submitted for payment, create the appropriate transaction within the payment gateway portal immediately. After entering the information from the document, the user should destroy the document by shredding.
6. If the unit should receive a check by which a student or other customer is paying for a class, product, service, etc., the unit or user may not destroy the check. The unit or user should enter an eCheck transaction in the registration system as a “PO” transaction.  Once entered, the user must deposit the check using the appropriate Rutgers procedures outlined on the University Treasury - Cash and Check Handling website.  Please note that only approved departments will have the option to receive hard copy checks and enter them as a PO transaction in the registration system.  Any department believing they have need of this particular service must notify University Treasury Operations before establishing the process through the registration system or payment gateway.
7. The payment gateway administrator site will display only the last few digits of any payment card or bank account and will provide a unique GUID to mask the account information. Never ask students or payers for full card or account information for the purposes of returns or refunds or any other reason, other than to enter the payment on his or her behalf. 
8. All refunds are to be made to the payment instrument used in the original transaction and for an amount less than or equal to the amount drawn on that instrument.  Refunds should never be for amounts greater than the original transaction.  Also, please note, refunds of payment card transactions must be made as a refund to the same payment card.  Refunds of e-check transactions must be made as a refund to the same bank account.

Each course in ANCOR will be required to have a posted refund policy. “Refund” refers to when the enrolled student should withdraw from the course and is due some portion of the money that was paid for the course is returned. The refund policy should be posted in conjunction with the course description whether that is in print and/or via the ANCOR registration site. The refund policy should contain clear information containing the percentage of refunds due to the enrolled student if they should choose to withdraw from the course.

Examples of course refund policies:

• Students withdrawing from the course 10-15 business days before the first day of the course will be refunded 80% of the tuition paid; 9-5 business days before the first day of class will be refunded 50% of the tuition paid; 4-1 business days before the first day of class will be refunded 30% of the tuition paid. No refund will be issued to students on or after the course begins.
• No refund will be issued beginning 3 business days prior to the start date of the class
• The student will be responsible for 20% of the course fee plus and an administration fee of $150.00.
• Students withdrawing less than 10 business days before the beginning of class will be charged for course materials and refunded 70% of tuition paid.

As per university policy, students enrolled in a course can only withdraw from a course via a written request to the department/unit that is offering the course. The request for a student’s course withdrawal should be accompanied by a student’s signature or via a student’s email account that matches his or her registration record. Students will not be permitted to withdraw from courses via phone. 

Per university guidelines and state and federal law, units must issue timely refunds as outlined within the course description to students whom have completed a written course withdrawal request. If a student should choose to transfer the funds to a new course, units may hold onto a refund with the written permission of the student. A unit may not hold funds for more than 90 business days from the date of the student’s written request. After 90 business days, if the student has not chosen a new course, the refund should be issued immediately.

To ensure uniformity across all continuing education units and in compliance with university practice, noncredit certificates must include the following information:

• Rutgers University's official logo as outlined in the university's Visual Identity Guidelines (school signatures and departmental logos will not be used);
• Name of school or department offering the certificate program;
• Official name of course/program;
• Date of completion; 
• Student's name; and,
• Signature and name of Vice-President, Dean, Program Director, or other authorized approver (up to two signatures per certificate).

https://docshelpdesk.my.site.com/s/article/INSIGHT-Certificates-Single-Dual-Signature

• All course offerings must be closed upon completion; and,​

• All learners must have an updated enrollment status for each course they participated in -- e.g., "Completed-Satisfactory."

Only students with accurate, updated status will appear on noncredit certificates. ​

Digital badges and certificates are valid representations of earned accomplishments or proficiencies that provide opportunities for recipients to explore and receive acknowledgment of completed learning in topics from inside and outside of the structure of degrees, majors, and minors. Together, these programs are referred to as “digital credentials.”  

Rutgers uses the Accredible platform to issue verifiable and secure digital credentials. No other digital credentialing tools will be recognized or validated by the University. 

See https://academicaffairs.rutgers.edu/microcredentialing-and-digital-badging for more information.

• All course offerings must be closed upon completion; and,​

• All learners must have an updated enrollment status for each course they participated in -- e.g., "Completed-Satisfactory."

Only students with accurate, updated status will appear on Noncredit Transcripts. ​

Students may request a transcript for continuing education courses completed at Rutgers University by directly contacting the continuing education unit that administered the program(s) in question. Alternatively, if a student is unsure of which unit to contact, the following information can be submitted via email to ANCORHelp@docs.rutgers.edu and the inquiry will be forwarded accordingly:   

• Transcript type - i.e., Record of Registration (unofficial) or Noncredit Transcript (official)
• Student's full name (including any previous names, if applicable) 
• Course name(s) 
• Date(s) of attendance 
• Email where the transcript is to be sent 
• Requestor's daytime phone number 

NOTE: Each continuing education unit has a distinct transcript request policy relative to cost, format, distribution method, and processing time. Transcripts for courses taken across continuing education units may require multiple requests.

Each continuing education unit is responsible for accurate record-keeping concerning student attendance and successful course completion. Discrepancies should be discussed directly with the continuing education unit that offered the program(s) in question. 

THIRD-PARTY EDUCATION VERIFICATION

All third-party verification requests must be accompanied by a signed written consent form that explicitly details what information is approved for sharing. The requestor should be provided verification for authorized information only.

Noncredit student records are confidential and should only be released to the student with the student's written authorization and signature, following the Public Information Act and the Family Educational Rights and Privacy Act of 1974.

Class enrollment is accepted on a first pay first-served basis. A seat may be temporarily reserved using a signed and faxed copy of this enrollment agreement; however, we do not guarantee a seat until full payment has been received. Students who have not paid in full will not be admitted to the class unless they have been pre-approved by the unit offering the course.

Any and all information collected on this site will be kept strictly confidential and will not be sold or disclosed to third parties vendors for solicitation purposes. Any information provided by you will be stored and protected in our secured database.

The required information we collect from you will be your name, billing address, email address, phone number, and credit card information. We will use your email address to communicate important information about specific classes and workshops for which you are registered, verification purposes and to respond to your inquiries or deliver program announcements for seminars in which you might be interested and to send email registration confirmations, invoices, and receipts which also may include information about your transactions within the system.

The ANCOR noncredit registration system accepts online payment by Visa, MasterCard, American Express, and Discover, or eCheck. By completing your transaction, you agree to all payment terms and conditions.

When you withdraw from a course, the system will not allow for refunds to be processed back to the credit card. It will be necessary for you to contact the unit in order for them to process the refund,  minus any penalty charges implemented by the individual unit. However, you can choose to have the funds transferred to another course offering within the same unit or held in your account for a future offering within that specific unit. Again, penalty charges may be applied.

Although we will take reasonable security precautions regarding your personal information collected from and stored on our Website, because of the open nature of the Internet, we cannot fully guarantee that any of your personal information stored on our servers, or transmitted to or from our Website, will be free from unauthorized access. Accordingly, we disclaim any liability for any theft or loss of, unauthorized access or damage to, or interception of any data or communications. By using this Website, you acknowledge that you understand and agree to assume these risks.

If you elect to create an account, you can update your information by simply signing back into your account and applying any updates.

A user in this role will have access to all of the options and functions within the Branch, and will work directly with the Non-Credit Enrollment Services Office within the Division of Continuing Studies to address any questions or issues. Continuing Education departments should consider only assigning one person to this role.

Suggested users for this role: program director; program coordinator.

A user in this role will have access to all of the options and functions within the Branch as "view only." 

Suggested users for this role: dean(s); vice president(s); director(s).

A user in this role will have limited access within the system to create and follow financial information. The user should also have access to NelNet-QuikPay payment gateway so that all financial transaction information can be updated within both systems.

Suggested users for this role: business assistants; administrative assistants; class 3 and 4 employee (temporary employees).

A user in this role will have access within the system to create and follow all financial information. The user should also have access to NelNet-QuikPay payment gateway so that all financial transaction information can be updated within both systems.

Suggested users for this role: business managers; associate/assistant dean(s); program coordinators.

A user of this role will have limited access within the system to create and follow student records.

Suggested users for this role: administrative assistants; class 3 and 4 employees (temporary employees).