The Meal Plan Waiver Policy

Purpose

This policy establishes the guidelines and procedures for students requesting a waiver from the University Meal Plan program. The Meal Plan Waiver Policy covers Meal Plans for all students required to purchase a meal plan.

If you are unsure about your required meal plan, please visit the dining services web page.

Waiver Submission Procedures

Students requesting a waiver must complete the Meal Plan Waiver Request Form and submit the applicable documentation.

Meal Plan Waiver Requests and supporting documentation can be submitted via:

Email:

mpwaiver@louisville.edu -or-

USPS:

Meal Plan Waiver Request

Contract Administration

Service Complex

Louisville, KY 40292

Meal Plan Waiver requests will be accepted during the time frames below:

Fall Semester – August 1^ST (Final submission date is the first Friday in September)

Spring Semester – December 1^st (Final submission date is the third Friday in January)

Meal Plan Waiver Request Form received after 4:00 pm on the final submission date will be denied
All correspondence related to the Meal Plan Waiver Request form will be communicated through student’s louisville.edu email account
If student has not been notified by email, within two (2) weeks of their submission, the student is responsible for paying all charges related to their meal plan including any and all late fees incurred

Meal Plan Waiver Criteria and Documentation

The examples provided below are not guarantees of approvals and are not the only circumstances for which a student may apply for a meal plan waiver. Failure to include required documents with Meal Plan Request Form could result in a delay and/or denial of request.

CRITERIA	DEFINITION	REQUIRED DOCUMENTS/ACTIONS
Housing Change or Cancellation	If a student changes their housing address from on campus housing without a kitchen, to on campus housing with a kitchen or to commuter status	A Meal Plan Waiver is *not* required – the pro-rated meal plan charge will be automatically credited within fourteen (14) business days of the change/cancellation notice
Change in Student Enrollment Status	Students who have transferred, withdrew, or commuter students who have dropped to part-time status	A Meal Plan Waiver is *not* required – Adjustments will be automatically made to your account after the drop/add date, less any usage
Dependent Care	Responsible for full time care of young or elder dependents	Student Account* Class Schedule* Birth records, tax records, SNAP documentation and/or dependency records
Dietary – Allergy (Documents valid for one (1) academic year) Students are required to speak with the Director of Dining Services or the Executive Chef of Resident Dining to determine if dietary needs can be met. To make an appointment contact 502-852-8310	Students with dietary restrictions	Student Account* Class Schedule* Current written statement (on letterhead or physician prescription pad) from medical doctor or registered dietitian stating reason for dietary restriction Email from Dining Services indicating that student and dining services have reviewed the foodservice options and a decision has been made
Dietary – Religious (Documents valid for one (1) academic year) Students are required to speak with the Director of Dining Services or the Executive Chef of Resident Dining to determine if dietary needs can be met. To make an appointment contact 502-852-8310	Student with dietary restrictions due to religious beliefs	Student Account* Class Schedule* Current written statement (on letterhead – if not available, please provide a phone number) from their religious leader stating reason for dietary restriction Email from Dining Services indicating that student and dining services have reviewed the foodservice options and a decision has been made
Educational “Co-op” Requirement Programs Student may request a meal plan reduction to the $930 plan if he/she continues to live in on-campus housing during their Co-op. No further reductions will be made unless approved by Campus Housing	Students participating in University supported programs such as National Student Exchange, Co-op or Student Teaching programs	Student Account* Class Schedule* A copy of Co-op letter of acceptance
Financial Hardships (Documents valid for one (1) academic year)	Life altering experiences such as job loss, medical expenses, natural disasters, death or other income reducing experiences.	Student Account* Class Schedule* FAFSA, SNAP, unemployment benefits, medical expenses, or other applicable financial documents
Work Related	Students working full time with no break in between classes	Student Account* Class Schedule* Verified work schedule from their current employer

*Documents can be found on ULINK or other University websites.

Note: Due to student privacy, all records are destroyed within sixty (60) days of approval or denial of the request. The University is not responsible for your documentation; please make a copy for your records.

All waivers are subject to committee approval. Should the waiver not meet one of the above criteria listed above, the waiver will be sent to committee for review and approval. Any questions should be directed to Cindy Wohl at 502-852-6250.

Meal Plan Waiver Review Committee/Review Process

The Meal Plan Waiver Review Committee (“Committee”) is made up of student representatives and University leadership as defined below.

Vice President, Student Government Association Services
(2) Student Representatives Not Living on Campus (appointed by the Student Government Association, with at least one that is not serving in an appointed or elected position of the Student Government Association)
Student Representative from the Resident Student Association
Staff Representative from Contract Administration
Committee Chair – Director of Student Activities & SAC

All committee members shall be voting members. There must be at least five (5) members in attendance and at least three (3) of the five (5) attending committee members must be students in order for a decision to be made. Decisions are made by simple majority vote.

The Committee will meet the second week after drop/add to review all remaining waivers. The committee will review each request and determine if the student’s circumstance prohibits them from using the meal plan, or if the meal plan creates an undue hardship for the student. Committee review does not guarantee approval. Upon approval, a credit corresponding to the unused portion of the meal plan will post to the student’s tuition account.

Meal Plan Waiver Denial Appeals

If the student’s waiver request has been denied by the Committee, the student has fourteen (14) days of the date on the email notifying the student of the review committee’s decision to submit an appeal. The student may appeal the decision as follows:

Submit additional supporting information indicating that financial or personal circumstances have changed
Student believes and can document that the Meal Plan Waiver procedures were not followed by the Committee

All appeals must be submitted via:

Online:

MEAL PLAN APPEALS FORM -or-

In Writing to:

Meal Plan Waiver Appeals

Office of the Dean of Students

W301 Swain Student Activities Center

University of Louisville

Louisville, KY 40208

Any questions regarding this process may be directed to mealplanappeals@louisville.edu, or faxed to 502-852-1429. All Meal Plan Waiver Appeals will be reviewed by the Director of Student Activities for students not living in on-campus housing and by the Director of Housing for students living in on-campus housing. The Appeal decision by the Director of Student Activities or the Director of Housing is final.

Additional Resources

Dining Service - Healthy Choice Menu Options

Catering Services

Student Government Association - Dining Service Information

Background Information

In July 2008, the University entered into a contract with Sodexo Campus Services to provide food services to the campus community. With this new partnership, the University introduced a new mandatory meal plan program for all full-time students taking courses on Belknap campus. Previous to this the University had a required meal plan, but it only pertained to on-campus residential students.

As has been the case for on-campus students, a meal plan wavier is a part of the new overall meal plan program. When it was determined that the existing wavier process needed to be modified, student forums were advertised and scheduled to obtain student feedback. At a SGA student forum in October 2008, students expressed various ideas of what should be included in a waiver. Dani Smith, former SGA Services Vice President, solicited students to send input to her about the wavier. Vice President Smith conducted four meetings with students to receive input on the wavier. She then drafted a set of recommendations for a meal plan wavier and shared the draft with all students who had expressed concerns about the meal plan. She then refined her recommendations and forwarded them to a small working group lead by Sonny Altman, director of contract administration. The working group reviewed the SGA recommendations and drafted a wavier policy. The draft wavier policy was presented to the Dining Service Advisory Committee for review and feedback, the committee was supportive of the policy. The policy was then submitted to the Vice President for Student Affairs and the Vice President for Business Affairs for final approval on April 6, 2009.

Personal tools

The Meal Plan Waiver Policy

Document Actions

Personal tools