Meal Plan Waiver

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.

 

meal plan diagram

 

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

 

  • Fall Semester – August 1st (Final submission date is the first Friday in September)
  • Spring Semester – December 1st (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
  • If you are unsure about your required meal plan, please visit the dining services web page. 

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

     

    Student Not Returning to Campus

    Students who have withdrawn and will not be returning the following semester

    A Meal Plan Waiver is not required – Adjustments will be automatically made to your account after the drop/add date, less any usage

     

    Please note: All flex dollars remaining from the Fall semester on the student’s account will roll to the next semester and will not be refunded.  Students may sell all or a portion of their unspent meal plan points to another person.  See the Meal Plan Transfer Program for more details

     

     

    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

     

    G.I. Bill - Cost not covered

     

    Students living on campus may request a meal plan reduction to the $930 plan if he/she lives in on-campus housing

    No further reductions will be made unless approved by Campus Housing

     

    Students not living on campus must provide the same information

    Students who actively served in the Armed Forces.

    • Student Account*
    • Class Schedule*
    • Copy of your proof of education benefits/DD214

    Metropolitan College-  Students living on campus

     

    May request a meal plan reduction to the $930 plan if he/she continues to live in on-campus housing during their employment.

    No further reductions will be made unless approved by Campus Housing

     

    Students participating in Metropolitan College/UPS program working at the UPS overnight air operation (3rd Shift, Next Day Air)

    • Student Account*
    • Class Schedule*
    • Either a letter from a Metropolitan College (MC) Student Development Counselor verifying your MC participation or a copy of your signed current Metropolitan College Student Agreement.

    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 paper 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 mpwaiver@louisville.edu.

     

    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 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 from the date on the notifying email 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.