Student Accounts

Students are billed on a semester basis and it is expected that the semester’s Total Comprehensive Fee is paid in two equal installments before the start of each semester:

Fall semester:
Billed: first week in June
Payment: two equal installments in June and July

Spring semester:
Billed: first week in November
Payment: two equal installments in November and December

See below for information about a Payment Plan option.

Statements are prepared at the beginning of each month with payments due before the 30th of the month. Other student charges for the bookstore, library or other fines, course fees (such as lab or studio fees), prescription and doctor co-pays, and shuttle transportation fees will appear on the monthly statements.

A student’s account must be current and in good standing in order for that student to register for classes, have academic credits certified, be granted a leave of absence, receive a housing assignment, or have a degree conferred. In addition, accounts not paid as due are subject to monthly finance charges at a minimum of $75 or 1.5% of the outstanding balance.

Check Payments
Payments can be made by mailing a check to the following address:

Bard College at Simon’s Rock
84 Alford Rd
Great Barrington, MA 01230
Attn: Business Office

**On the memo line, be sure to write your student’s 9-digit ID number.

Domestic Wire Transfer (originating within the United States)

Payments can be made by wire transfer directly into the College’s Key Bank checking account by following this information:

Note that it is very important to include the name of the student and the student’s 9-digit ID number in the Additional Information field.

ABA Routing Number: 021300077
Name and Address of Bank: KeyBank of New York, Albany, NY
KeyBank Checking Account Number: 3253-7000-4070
KeyBank Checking Account Name: Simon’s Rock College of Bard
Additional Information: Name of student and ID number

International Wire Transfer (originating outside the United States)

U.S. dollars can be remitted from overseas directly into the College’s Key Bank checking account using SWIFT and the following information:

Note that it is very important to include the name of the student and the student’s 9-digit ID number in the Additional Information field.

Routing Number: 021300077
SWIFT Code: KEYB US 33
KeyBank Checking Account Number: 3253-7000-4070
KeyBank Checking Account Name: Simon’s Rock College of Bard
Additional Information: Name of student and ID number

Online payments
Bard College at Simon’s Rock provides an easy-to-use and secure online payment gateway via PayMyTuition.

• Accepted payment types include Visa/Mastercard, wire transfer, and e-wallet payments.
• PayMyTuition is viewable in five languages in addition to English.
• International payments can be made in a local currency from any country at better-than-bank exchange rates.

PayMyTuition Payment Steps

Statements are mailed to the student’s permanent address on file. A copy can be mailed to a secondary address. To request a secondary address:

Students in the College – the request for a secondary address must come from the student and be submitted to billing@simons-rock.edu.

Students in the Academy – the request for a secondary address may be made by either the student or the parent/guardian and be submitted to billing@simons-rock.edu.

For College students who do not have a domestic mailing address, the monthly statements will be emailed to the student and up to two additional people as listed on the student’s FERPA Financial Information Release Form on file with the Student Accounts Office at Bard College at Simon’s Rock.

For Academy students who do not have a domestic mailing address, the monthly statements will be emailed to the parent/guardian as provided to Bard College at Simon’s Rock.

All accepted financial aid is shown on the student account monthly statement immediately following the financial aid being accepted. If you have submitted financial aid documents and received financial aid offers, and the aid is currently not showing up on your statement, please have your student login to Simon’s Rock self-service online to view and accept the financial aid offers.

If you have any questions concerning your financial aid package, please contact the Financial Aid office (finaid@simons-rock.edu).

Federal Work-study is a federal student aid program that provides part-time employment while the student is enrolled in school to help pay their education expenses. The work-study funds do not go onto a student’s account. The student must seek out and apply for work-study jobs at Simon’s Rock. The student will be paid directly for the hours they work and the amount they earn cannot exceed the total amount awarded by the school for the award year. Work-study earnings help pay the student’s education expenses.

You may opt-in to the Payment Plan, which spreads out the payment for the semester’s Total Comprehensive Fee (tuition, campus residence fee, health services fee, student activity fee) over three to five months. There is a $50.00 charge per semester for this service.

Charges other than the Total Comprehensive Fee must be paid for in the month that they are added to the account. To opt-in to the Payment Plan, submit the completed Payment Plan form by August 1 for the Fall semester and January 3 for the Spring semester.

Please note that the Fall semester fees and charges must be paid in full by October 31 and the Spring semester fees and charges must be paid in full by March 31.

Payment Plan Request Form

Students living on campus are required to carry the College’s health insurance. There are a few exceptions for families who live within close proximity to the College. If you want to request a waiver for the student health insurance, you must reach out to the Wellness Center (wellnesscenter@simons-rock.edu). All insurance waivers must be approved by the Director of the Wellness Center and received by the Student Accounts Office by August 30 (Fall semester and full-year) or January 30 (students enrolled in the Spring semester only). Waivers must be completed annually (they do NOT carry over between academic years).

A student who is considering withdrawal should confer with the student accounts office and financial aid office concerning anticipated refunds. No refund is made in case of suspension or expulsion except when a student is eligible for the pro-rata refund as mandated by the federal government.

No refund of fees will be made in the event a student withdraws from the college after the semester begins, except as stated below.

If a withdrawal occurs:

• Prior to first day of class, $500 enrollment fee is retained. All other charges are refunded.
• Within first week after semester begins: 80% of tuition, room, and board is refunded.
• Within two weeks after semester begins: 60% of tuition, room, and board is refunded.
• Within four weeks after semester begins: 30% of tuition, room, and board is refunded.
• After four weeks: no refund is made.

Students should notify the registrar, dean of studies, or dean of students of their intent to withdraw. The student accounts office must approve the refund, determined from the date of notification of withdrawal, before it is issued. Adjustments in financial aid awards for students who withdraw will be determined according to the following procedures:

• Any institutional grants or scholarships will be reduced by the same percentage as the refunds described above.
• Recipients of federal student aid will have their federal aid adjusted based on a formula prescribed by federal regulations.

All students are automatically enrolled annually for the tuition refund insurance program through A.W.G. Dewar, Inc. More information is available here:

• A.W.G. Dewar Brochure
• Dewar Tuition Refund Plan Information
• A.W.G. Dewar website

This is an optional program and, if you wish to waive the insurance, please complete and send us the Dewar Tuition Refund Insurance Waiver of Benefits by August 30 (Fall and full year) or January 30 (students enrolled in the Spring semester only). For questions regarding the tuition insurance plan, please contact A.W.G. Dewar, Inc. at (617) 774-1555 or trp@dewarinsurance.com.

Dewar Tuition Refund Insurance Waiver of Benefits Form

All students living on campus will be issued a meal plan for 19 meals per week which is included in the cost for room and board. We do offer a 14-meal plan or 7-meal plan, for students in some residences. See the current Student Handbook for full details. Any changes to your student’s meal plan must be approved by Campus Life by the end of the business day on the first day of classes. An approved meal plan change for the Fall semester will automatically be rolled over to the Spring semester. However, the meal plan change DOES NOT roll over from one academic year to the next and a request to make a change must be submitted and approved by Campus Life each year by the deadline.

Rock Dollars are pre-paid funds loaded to a student’s ID card for food and beverage purchases at any of our campus dining locations. It’s like having a debit card for food. Rock Dollars can be used at either the Dining Hall or the Rock Café (Snack Bar). Funds can be loaded onto the student’s ID card here.

Parents and students can open an account at MySpending.Info that allows funds to be added to the student’s ID card which can then be spent at the Campus Bookstore. Please note that these funds can only be used at the Campus Bookstore and not the Dining Hall.

Instructions on how to add funds to your student’s MySpending.info account are available on our Campus Store Account page.

Day Student Meal Plan Options:
In the College, day students do not have a meal plan as part of Tuition unlike in the Academy. College day students have the option to purchase a meal plan or to add funds to their declining balance card. Day students wishing to purchase a meal plan may reach out to the Student Accounts Office by emailing billing@simons-rock.edu.

FERPA:
College students must have a FERPA Financial Information Form on file with the Business Office and a separate one for academics in the Academic Affairs Office. See the information earlier on this page.

Students and family members should send any address, email, or phone number changes to billing@simons-rock.edu. When submitting a change, please indicate who the change applies to (self, student only, student and parent/guardian, etc).

Simon’s Rock uses a third-party vendor, Heartland ECSI, to provide the 1098-T forms. 

Website: https://heartland.ecsi.net/index.html
Phone: 866-428-1098

What is the 1098-T Form?
The IRS Form 1098-T is an informational form filed with the Internal Revenue Service by eligible education institutions to report qualified tuition and related expenses, adjustments, and scholarships and grants during the calendar year.

The purpose is to assist you in determining whether you are eligible for an education tax credit using IRS Form 8863. Your tax preparer or the IRS can best advise you in the utilization of this form when preparing your taxes. You may also read IRS Publication 970 at www.irs.gov to determine if you qualify for an education tax credit.

The 1098-T form is for informational purposes only. 

What are qualified tuition and related expenses?
Qualified tuition and related expenses are tuition, fees, and course materials required for a student to be enrolled at or attend an eligible educational institution. 

Charges and fees for room, board, insurance, medical expenses (including student health fees), transportation, and similar personal, living, or family expenses are not considered qualified tuition and related expenses.

What are scholarships and grants?
Scholarships and grants exclude payments from family members and loan proceeds.

Payments are applied on the date received in office of the calendar year. Please be advised that if payments are received during the time the College is closed for holiday break in December, they may not be processed until January of the following calendar year.

Fall semester charges are applied in June and Spring semester charges are applied in November of the calendar year. Fall scholarships and grants are paid to the account in August/September and Spring scholarships and grants are paid to the account in January/February of the calendar year. 

Who receives the 1098-T form?
The 1098-T form will be sent to College students whose accounts were billed for tuition and applicable fees, as well as applicable payments received during the calendar tax year, except as noted below.

The forms will be mailed to the student’s permanent address that is on file with Simon’s Rock when the information is provided to Heartland ECSI in early January 2025.

Per IRS regulations Simon’s Rock is not required to send a 1098-T form to students if:

• Courses for which no academic credit is offered, even if the student is otherwise enrolled in a degree program;
• Nonresident alien students, unless requested by the student;
• Students whose qualified tuition and related expenses are entirely waived or paid entirely with scholarships; and
• Students for whom you do not maintain a separate financial account and whose qualified tuition and related expenses are covered by a formal billing arrangement between an institution and the student’s employer or a governmental entity, such as the Department of Veterans Affairs or the Department of Defense.

Do Academy students receive a 1098-T form?
No, Academy students will not receive a 1098-T form. These forms are issued to students in eligible educational institutions that offer higher education beyond high school. See the IRS information about eligible educational institutions.

Do I have to file my 1098-T?
There is no IRS requirement that you must claim education deductions or credits on your personal taxes. Claiming education tax benefits is a voluntary decision for those who may qualify and should be discussed with a tax preparer or advisor.

Neither Simon’s Rock nor ECSI can answer tax questions or provide tax advice, you must contact your tax professional.

When will I receive my 1098-T?
The IRS tax laws state that all tax documents must be mailed or electronically available by January 31st. All tax statements will be accessible online for a minimum of 5 years.

How do I access my tax information on ECSI?
Please see the detailed instructions on the ECSI website for creating your profile and connecting an account.

Please note that it is the student who must create the profile and connect their account via their unique Heartland Key (see below) in order to access the 1098-T tax forms.

Heartland Key
This is a unique code that ECSI creates and sends to the student that is required to connect the student’s profile to the student account with Heartland ECSI. The Heartland Key will be emailed to the student’s Simon’s Rock email address.

New students – if this is your FIRST year receiving a 1098-T tax form, you will receive your ECSI Heartland Key in January once your 2024 1098-T form is ready.

Returning students – all returning students should already have their Heartland Key from the first year when ECSI provided a 1098-T tax form. You can sign in with ECSI to confirm that your profile is already connected to your 1098-T tax account via your Heartland Key.

If you cannot locate your Heartland Key and have confirmed that your profile is not connected to your tax account on ECSI, please contact ECSI directly for assistance. Remember, first year students will NOT receive the Heartland Key until January when the 2024 1098-T tax form is ready.

Please see the detailed instructions on the ECSI website for creating your profile and connecting an account using your Heartland Key.

Can I receive my 1098-T electronically?
You may opt-in to receive your 1098-T electronically by logging into your profile on the Heartland ECSI website and selecting the consent for the electronic form.

New students – you can create your profile with ECSI at any time and opt-in to receive the 1098-T form electronically. In January, you will need to use the Heartland Key that you receive from ECSI directly to connect your profile to your tax account in order to locate your 2024 1098-T tax form.

How do I dispute my 1098-T tax form?
If you received a 2024 1098-T tax form and you have a question about the amounts listed in any of the boxes on the form, you must submit a dispute directly from your account on ECSI. We will respond on that same platform.

I did not receive a 1098-T in the mail or online, can you explain why and how can I request one?
If a 1098-T was not generated, but you would like one, an emailed request to billing@simons-rock.edu must be received on or before March 1 of the 1098-T tax year that was processed in January that the form was generated. Please note that once the 1098-T is generated it cannot be retracted, as it is sent to the IRS. (For example, for a 2024 form, the request would need to be received by March 1, 2025)

The Social Security number is missing or incorrect on my 1098-T Form. Whom should I contact?
If you received a 2024 1098-T form with incorrect information (address, name, SSN), you can submit a correction within your ECSI account by completing the W-9S form. These updates will be provided to Simon’s Rock.

How do I provide my Social Security Number to Simon’s Rock?
If the Student Accounts Office does not have a student’s SSN in the database for the 1098-T process, we will reach out directly to the student to ask that the IRS Form W-9S be completed and returned to our office. The completed form can be dropped off with the Student Accounts Office in Blodgett House, or mailed to Bard College at Simon’s Rock, Student Accounts Office, 84 Alford Road, Great Barrington, MA 01230. To protect your privacy, do not email the form.

Additional Information
Information regarding 1098-T forms, can be found at:

• RS Publication 970, page 9
• https://www.irs.gov/forms-pubs/about-form-1098-t