Reductions in Charges and Financial Aid, including Federal Student Aid
The following programs are exempted from this policy because their charges are not posted per semester, and adjustments are according to their program agreements:
- Professionals Programs
- Certificate in Regenerative Organic Agriculture
- English as a Second Language Training
- Non-Degree Guest Students
Semester Reductions: Not University Withdrawals
Semester charges and aid (including federal aid) are adjusted according to enrollment status if a student completes semester credits totaling at least ½ time (6 credits for undergraduates / 4 credits for graduate programs), or completes one course which is more than 49% in length of the semester, or the student is graduating at the end of the semester. For example, if an undergraduate student enrolls for 18 credits and stops after completing 6 credits, the semester charges and aid are recalculated for ½ time enrollment:
|Scheduled: Full Time|
|Earned: Half Time
*Federal student loan amount may be retained if the loan was disbursed before the student stopped.
**The student is responsible for repaying the University if the student received a refund based on a scheduled credit load which was subsequently reduced.
Semester Reductions: University Withdrawal
If the above criteria is not met (enrollment status change) the semester charges (tuition, fees, housing, and meals) are reduced or recalculated (as is financial aid, including federal aid) in proportion to the time attended. For example, a student may be scheduled to attend 120 days of the semester, but stops after 20 days (16.6%):
|Scheduled: Full Time|
|Earned: 16.6% Attended|
*The Federal Pell Grant must be reduced prior to the application of the % time attended if the student attended less than full time credits, then the federal grants and loans are earned by the student in proportion to the % of time attended, grants first, loans second (detailed below).
** If the student received a portion of the refund allotted for full time enrollment and later stops attending, the student is responsible for repaying the University for the funds received in excess of the funds which were earned.
University Withdrawal: Ceasing Participation
The university withdrawal process begins when 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 scheduled semester enrollment. The Registrar Office monitors student attendance through regular reports by professors and course administrators for 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 later course that semester, the student’s status becomes “university withdrawal:”
- The last date of participation is the official withdrawal date.
- The last date of participation must be documented by the University from its own records of any academic participation (a student’s statement of intent to withdraw or about the last date of attendance is not sufficient).
The Registrar official provides documentation, along with any relevant communication with the student and professor, to the Director of Financial Aid for the withdrawal calculation (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 pre-semester portal view, which lists the semester courses, credits, dates, charges, and itemizes financial aid (including federal aid) for the semester.
- The enrollment period is from the first date of the first class the semester to the last date of the last class, 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 (if multiple sequential blocks are started and stopped, those unattended days are also excluded).
- 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, before 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 prior to a university withdrawal calculation.
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. 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.