Refund of Fees

 

REFUND OF FEES

 

A) Cancellation and Refund Requirements and Conditions:

Requests for refunds of registration fees for an activity organized by the Culture Service must be submitted through the Online Portal. If you are a member of the university community, you must log in to the Online Portal using your institutional username. If you are an external applicant, use your digital certificate. If you are an external applicant and do not have a digital certificate, you may submit the request in person at the University Registrar’s Office.

  • Request for a Refund of Fees to Be Filed with the Registry (External Applicants)
    • Below is a detailed description of the steps to follow on the Electronic Portal to correctly request a refund (using either a corporate user account or a digital certificate):
  1. Go to PROCEDURES and click on GENERAL APPLICATION. In the General Application, you must fill in your information (if you are a member of the university community, this information is filled in automatically). At a minimum, the following must appear: full name, ID number, email address, and mailing address.
  2. To complete the application, please indicate in the text field the ACTIVITY for which you are requesting a refund and the reasons for your request. We need you to fill out and sign the Third-Party Registration Form and send it to us.
  3. In the DESTINATION section, open the drop-down menu and select ADMINISTRATIVE SERVICES, then select Culture Services from the new drop-down menu.

For foreign nationals, if the document listed on the application form is a passport, you must include a photocopy of it, along with your SWIFT code, IBAN, and bank account number, the bank’s full details (name and mailing address), and a foreign address. Before requesting your refund, please keep the following points in mind:

  1. Requests for refunds of registration fees must be submitted before the end of the activity.
  2. No refunds will be granted for requests submitted after this deadline has passed.
  3. For four-month activities, if there are circumstances that justify a refund (see the section “Exceptional Circumstances for Refunds”), the portion corresponding to the remainder of the four-month activity period will be refunded. No other partial refunds are permitted.
  4. Refunds will be issued via bank transfer. To ensure that the transfer goes smoothly, please make sure to provide the requested account information correctly.

B) Exceptional circumstances for a refund:

The following will be considered valid reasons for a refund of registration fees:

  • An illness affecting oneself or a family member up to the second degree of kinship.
  • In the event of personal illness, a doctor’s note must be submitted along with the refund request.
  • In the event of a serious illness affecting a family member—up to the second degree of kinship—supporting documentation must be submitted along with the refund request.
  • Death of the applicant or a family member up to the second degree of kinship. Proof is required.
  • Scheduling conflicts with work or other related activities and/or unexpected teaching duties. Proof is required to verify that the schedules overlap.