Reductions in Charges and Financial Aid, including Federal Student Aid
Reductions Due to Semester Withdrawal when Scheduled Courses are Not Completed or Not Attended
Professionals Program students are exempted from this policy because their charges are adjusted according to their program agreement.
The semester charges for tuition, fees, housing, and meals are reduced or recalculated (as is financial aid, including federal aid) in proportion to the time attended, under the following conditions:
A student ceases to attend a course before completing that course, and there is no written confirmation of the student’s intent to attend an additional course that semester. Or a student fails to begin attendance in a course for which the student was scheduled where there was no prior notification about changing the semester enrollment agreement.
The Registrar Office monitors student attendance through weekly reports by professors and course administrators for all students who are scheduled to attend a course and are not present. Both the professor or course administrator and the Registrar official will attempt to contact the student about the student’s intent for that course and for the rest of that semester. Unless the student provides written intent to continue to attend a course that semester, the student’s status becomes “officially withdrawn”:
The last date of attendance is the official withdrawal date. The last date of attendance must be documented by the University from its own records of any academic participation (a student’s statement of intent to withdraw or about last date of attendance is not sufficient). The professor must specify the last date of class attendance in writing or via email to the Registrar official.
The Registrar official provides documentation via a Course Withdrawal Form, along with any relevant communication with the student and professor, to the Director of Financial Aid for the withdrawal calculation, i.e., any potential reductions in charges and financial aid, including federal aid:
The Director of Financial Aid determines the percentage of time completed, i.e., the number of days in the enrollment period divided by the number of days completed. The
number of days in the enrollment period is determined by the student’s semester agreement, which lists the semester credits, dates, and charges and itemizes financial
aid (including federal aid) for the semester. The enrollment period is from the first date of the first class that semester to the last date of the last class, as per that semester agreement, not including any scheduled breaks of five or more days. The days completed is determined as the number of calendar days from the start of the first course for that student in that semester to the last day completed (see example below for circumstances when there are more than one block when a student stops, then starts again in a later block, then stops again).The semester charges (and financial aid, including federal aid; see below) are recalculated to be the percentage of time attended multiplied by the original semester charges (and financial aid; see below). After 60% there is no reduction.
At the time of withdrawal from a course, if there is written confirmation of the student’s intent to take additional courses that semester, there is no reduction in charges (the enrollment period remains the same, even if the student’s intended future course attendance skips some blocks before attendance resumes).
The enrollment period does not change or amend the charges or the financial aid unless the student notifies the Registrar of a reduced or increased class schedule before the withdrawal date (or, for a completed block, by the last date of that course that block). This change would represent a reset of semester charges and financial aid, including federal aid, based on the new credit load (full time, ¾ time, ½ time, ¼ time), with a
new period of enrollment.
If the student does not return for the additional course(s), the percent completed is calculated using the withdrawal date of the earlier partially attended course. If a student returns and again withdraws from a future course, the days in the length of the enrollment period remain as originally scheduled. The days completed are from the first date of the enrollment period to the first withdrawal date and then again from the next attended block course starting date to the second withdrawal date.
Example: Student enrolls in for thirty day blocks for one semester with no scheduled breaks of five or more days: 120 days in the semester. The student completes 20 days in the first block then stops and provides written confirmation of intent to skip the second block and attend the third block. After ten days of the third block the student stops participating and provides no confirmation of intent to participate in the third block. The student attended 20 days in the first block and ten days in the third block for a total of 30 days completed out of 120 day semester, or 25% of the semester.
Prior to Calculation of Reductions due to Withdrawal
Reductions in Federal Pell Grants
Prior to the calculation of reduction of charges (or of financial aid, including federal aid), if a student has a Federal Pell Grant, it must be reduced to the earned amount as of the withdrawal point, based on the number of credits attempted (¾ time, ½ time, or less than half time).
Reductions in University Charges, Scholarship, and State Grants
The calculated percent completed is applied to University charges and scholarship as they exist in the University’s accounting system at the time of withdrawal for the applicable enrollment period. The result is the remaining charges and scholarship and state grants, after withdrawal.
Reductions and Return of Federal Student Aid
The total amount of semester federal aid (except Federal Work Study) that was disbursed or could have been disbursed (if all the requirements had been met) multiplied by the percent completed is equal to the earned federal aid, and the remainder is unearned.
If the earned federal aid was not disbursed at the time of withdrawal but could have been disbursed because all the requirements had been met, the University will contact the student to provide the opportunity for the student to approve the disbursement of the earned federal loans.
The quantity of disbursed federal aid that the University must reduce and return to the U.S. Department of Education is the lesser of the unearned federal aid vs. the unearned charges (the total amount of charges that were reduced). This reduction and return is prioritized as follows:
- Direct Unsubsidized first, then Direct Subsidized
- Direct PLUS loans next;
- Federal grants last: Pell first, then Federal Supplemental Educational Opportunity Grant (FSEOG)
This reduction may result in a balance due to the University by the student (see Example One below).
If the student received a refund of federal student loans for personal expenses, the student is eligible to keep and repay those loan funds under the terms of the loan only if the disbursed unearned federal aid is less than the amount of federal aid returned by the college.
The University will provide the student with a new award letter showing the recalculated charges and aid, including recalculated federal aid. The University will explain the subsequent actions required by the student.
Example One: Undergraduate Off Campus with Federal Aid $ 8,000 Tuition for one semester, full-time off-campus student
|$ 8,000||Tuition for one semester, full-time off-campus student|
$ 5,000 University Scholarship
$ 2,500 Federal Pell Grant
$ 500 Federal SEO Grant
$ 2,000 Federal Subsidized Student Loans
$ 3,000 Federal Unsubsidized Student Loan
|$5,000||Projected Semester Cash Refund for Living Expenses|
This student received $1,500 of the cash refund after the third week of class and then ceased attending after the fourth week of class. The student had attended classes totaling 6 credits (½ time). The Pell grant is reduced to 50% for ½ earned attendance (from $2,500 to $1,250).
The official withdrawal date is the last date of attendance—in this example, the 28th day of the semester, where the enrollment period is 118 days, for a total attendance percentage of 24% in time. The charges and aid are reduced and recalculated to the following amounts after withdrawal:
|$1,920||Remaining Tuition (24% of $8,000)|
|($1,200)||Remaining Scholarship (24% of $5,000)|
|($1,620)||Remaining Federal Aid (24% of $6,750 total federal aid)
($1250 Pell, $370 FSEO Grant, $0 loans)
The lesser of the unearned charges $6,080 and the unearned federal aid $5,130 is the amount the University must reduce and repay the US
Department of Education. The remaining federal aid is $1,620.
|$900||Recalculated Semester Refund Eligibility
The student already received $1,500 and thus must return $600 cash to the University. The University will not allow the student to re-enroll and will not release a transcript until this outstanding balance has been paid.
Example Two: Masters Distance Education with Federal Aid
|$ 6,000||Tuition for one semester|
|$10,000||Federal Student Loan|
|$4,000||Semester Cash Refund for Living Expenses|
This student received a $4,000 cash refund after the third week of class and then ceased attending after the fourth week of class, having completed 24% of the days in the enrollment period. The charges and aid are reduced and recalculated to the following amounts after withdrawal:
|$1,440||Remaining Tuition (24% of $6,000)|
|($5,440)||Remaining Federal Loan
($10,000 disbursed loan minus the amount the University must return to the
US Department of Education -- the lesser of unearned charges $4,560 and
unearned federal loan $5,600 (24% of $10,000 federal student loan =
$2,400 earned and $5,600 unearned)
|$4,000||Federal Student Loan to be kept by student for personal expenses. Before
withdrawal, the student had borrowed $10,000 for the semester. After
withdrawal, the resulting federal student loan is $5,440 to be repaid by the student under the terms of the loan.