Statement Regarding Residency Appeal Submission Process

Effective 2020: Due to social distancing requirements related to the Covid-19 pandemic, we have made some adjustments to the submission process for residency appeals.

• Waiving the notary requirement

Affidavits may be submitted without being notarized if it and all supporting documentation is emailed to us at restuit@louisville.edu from your campus email account. We will not correspond with or accept submissions from a personal email account (gmail, hotmail. etc.).

• Submission Process

We are requesting that appeals be submitted via e-mail to restuit@louisville.edu . Please attach your completed affidavit and all supporting documentation to one e-mail for submission. If possible, please scan and attach as PDF’s. If you do not have the access to scan the documents, clear photos may suffice. All documents should be sent as attachments, not embedded in the body of the e-mail. Students may still mail completed affidavits and documentation to our office. Please ensure that they are postmarked by the deadline date.

• Communications 

All communications related to your appeal will be sent electronically via e-mail to the e-mail address provided on your affidavit as well as your University account.

 Please contact our office via e-mail at restuit@louisville.edu or via phone at 502-852-6528 with any questions you may have about the residency appeals process or how to submit an appeal.

Residency Appeal Process

If the initial determination of residency status by one of the University’s admitting offices is Nonresident, a student in the admissions process or a currently enrolled student may request a review of their residency determination.  If a student believes the initial determination is incorrect, or if there is a change in circumstance, the student may request a review of their determination of residency by filing an appeal.

Special procedures may apply to students entering a University of Louisville professional program (DMD, JD, or MD). Please contact the office of admissions within your professional school for details on residency determination and appeal processing.

There are three steps in the appeal process to allow for due process;

1. The appeal of the initial determination of residency is reviewed by the University’s Residency Appeals Officer.  
-If the decision is resident, the appeal is finalized. 
-If the decision is nonresident, the student may submit a written request to further appeal to the Residency Review Committee.

2. The Residency Review Committee reviews the determination made by the Residency Appeals Officer on the current record.  The Committee will render an independent decision within 45 days from the students’ written request.  The Committee generally meets during the third week of each month, date and time to be determined by the Committee.  Students may contact the Registrar's Office- Residency Appeals and Determinations for specific dates and times.
-If the decision is resident, the appeal is finalized. 
-If the decision is nonresident, the student may submit a written request to further appeal the determination made by the Residency Review Committee to the University’s Agency Head for a formal institutional hearing.

3. The Institution’s Agency Head shall appoint a hearing officer. The student is guaranteed due process, may attend the formal hearing, may provide documentation and testimony, and may be represented by legal counsel.  After the formal hearing, the Hearing Officer will provide the Agency Head with his/her Recommended Order.  The Agency Head will issue a final decision to the student.  The case is closed.

Pursuant to 13 KAR 2:045
Section 13 Institutional Responsibilities.
Each institution shall:
(1) Provide for an administrative appeals process that includes a residency appeals officer to consider student appeals of an initial residency determination and which shall include a provision of fourteen (14) days for the student to appeal the residency appeals officer’s determination;
(2) Establish a residency review committee to consider appeals of residency determinations by the residency appeals officer. The residency review committee shall make a determination of student residency status and notify the student in writing within forty-five (45) days after receipt of the student appeal;
(3) Establish a formal hearing process as described in Section 14 of this administrative regulation; and
(4) Establish written policies and procedures for administering the responsibilities established in subsections (1), (2), and (3) of this section and that are:
(a) Approved by the institution’s governing board;
(b) Made  available to all students; and 
(c) Filed with the council.

Section14. Formal Institutional Hearing.
(1) A student who appeals a determination of residency by a residency review committee shall be granted a formal hearing by an institution if the request is made by a student in writing within fourteen (14) calendar days after notification of a determination by a residency review committee.
(2) If a request for a formal hearing is received, an institution shall appoint a hearing officer to conduct a formal hearing. The hearing officer shall:
(a) Be a person not involved in determinations of residency at an institution except for formal hearings; and
(b) Not be an employee in the same organizational unit as the residency appeals officer.
(3) An institution shall have written procedures for the conduct of a formal hearing that have been adopted by the board of trustees or regents, as appropriate, and that provide for:
(a) A hearing officer to make a recommendation on a residency appeal;
(b) Guarantees of due process to a student that include:
1. The right of a student to be represented by legal counsel; and
2. The right of a student to present information and to present testimony and information in support of a claim of Kentucky residency; and
(c) A recommendation to be issued by the hearing officer.
(4)  An institution’s formal   hearing procedures shall be filed with the Council on Postsecondary Education and shall be available to a student requesting a formal hearing.

Section 15. Cost of Formal Hearings.
(1) An institution shall pay the cost for all residency determinations including the cost of a formal hearing.
(2) A student shall pay for the cost of all legal representation in support of the student’s claim of residency.

Questions?  Send an e-mail to the Residency for Tuition Service Account