- This policy speaks directly to financial aid recipients who withdraw from the university, are expelled, or otherwise fail to complete a credit in any given quarter.
- Institutional aid must be repaid.
- State aid will be prorated and repaid to state programs.
- Federal aid will be prorated and returned to the federal programs.
- The student will be asked to identify his last day of attendance which may then be corroborated with instructors. The policy is applied using the last day of active participation in an academic course. Active participation in on-line courses means participating in a class discussion, submitting an assignment, or taking a test. Logging on is not considered active participation.
- Student who formally withdraws:
- The amount returned to the State will be prorated by the % of the quarter not completed x 50% and returned to the program.
- Federal Aid returned will be prorated by the % of quarter not completed times the institutional charges, the resulting funds will be returned in priority order to the programs listed below,
- Institutional funds will be returned to the program.
- A student who attends 60% of the quarter before formally withdrawing: will not be required to repay federal or institutional aid.
- A student who attends 50% of the quarter before withdrawing will not be required to repay state aid.
- A student who does not withdraw but who stops attending (unofficial withdrawal): The school will assume that any student who fails to earn credits during a quarter, stopped attending.
- All institutional aid will be reversed (repaid to program).
- Federal and State aid will be returned using the earliest of: last day of attendance (if known) or 50% of qtr, (no less than 50% of state aid will be returned to the state for an unofficial withdrawal).
- The student may, within 14 days of notification, provide documents establishing attendance throughout the quarter; which (if corroborated by instructor) will eliminate the need to immediately repay aid.
- A student who is documented “No-show” (NS) in all courses is required to immediately repay all aid. A student who received Pell or State Need Grant and receives any NS grade, will have those grants pro-rated to match actual enrollment.
- The University must return federal financial aid up to the amount of University charges. The Federal Return of Title IV Funds will be calculated and funds returned within 45 days. This action will create an amount due immediately on the student’s university account. The returned aid will be in proportion to university charges and the number of calendar days remaining in the quarter. Federal Financial aid that applied toward university charges will be repaid in the following order:
FEDERAL FUNDS WILL BE REPAID IN THIS ORDER:
- Federal Direct Unsubsidized Stafford/Ford Loan
- Federal Direct Subsidized Stafford/Ford Loan
- Federal Perkins Loan
- Federal Direct Graduate PLUS loan
- Federal Direct Parent Loan for Undergraduate Students
- Federal Pell Grant
- Federal Supplemental Educational Opportunity Grant
- State funds will be returned as follows:
STATE FUNDS WILL BE REPAID BY THIS FORMULA:
- Calculate the % “earned” based on days of attendance (fully earned at 50% if completing a formal withdrawal).
- subtract that amount from the amount disbursed to equal “unearned” funds
- Return 50% of unearned funds for official withdrawals.
- Return the full unearned portion for unofficial withdrawals…use earliest date, either last day of attendance or 50% of qtr. Do not reduce return by 50% if they failed to do formal withdrawal.
- In case of a NS grade, SNG will be recalculated to cover only actual enrollment.
- Unearned funds (if more than $50) will be immediately returned to the program.
- Do not proceed against an estate in case of death.
Any refund of tuition or housing payments will be applied to the charges created by the Return of Title IV and other refund actions. Financial aid recipients may owe the University fees that were originally paid with financial aid.
- Other Aid including Outside resources and faculty secured grants will only be returned by request of the donor or if required by initial agreement.
- The rules for Return of Title IV funds also require a calculation to determine if grant aid that did not apply to institutional charges must be returned by the student. Repayment of need-based federal grant aid that was not applied to an institutional expense will be reduced by the amount repaid by the university and then reduced by half. The Office of Financial Aid will calculate and repay the required amount and notify the student of the amount that is due to the university. The resulting obligation must be paid to the university within 45 days unless arrangements to extend the time are made with the Office of Student Financial Services. Overpayments of Pell, SEOG, or Perkins Loan will be reported to NSLDS by the end of the quarter.
- Students who attend and formally withdraw on or after the following dates (attended 60 % of quarter) are not required to repay federal aid (state aid is fully earned at 50% attendance). However, all aid recipients will be held to the Satisfactory Progress Standards for future financial aid eligibility.
|Quarter||No repayment on or after|
|Fall 2011 ............................................................||November 7, 2011|
|Winter 2012 .......................................................||February 16, 2012|
|Spring 2012 .......................................................||May 10, 2012|
|Summer 2012 (full session) ................................||July 24, 2012|
EXAMPLE 1: OFFICIAL WITHDRAWAL prior to or on 60% OF QUARTER: A student receives $1000 federal loan, $400 Pell grant, and $400 in State Need Grant and $200 CWU waiver for fall quarter and then withdraws on October 10th. He was charged $1000 tuition and received a $1000 check on disbursement day. He attended up to the day he withdrew on October 10, completing 20% of the quarter. The university will cancel the institutional aid ($200); The state will be repaid ($160), federal programs will be repaid at the rate of 80% of the institutional charge ($800 of federal loan) the student would be required to repay $60 of Pell grant and $200 loan (on original repayment plan).
- University aid will be canceled ($200)
- State need grant will be returned in this manner (.80 x $400)/2 = $160
- The university must return 80% of the government aid that applied to university charges: Therefore the university will repay $800 to the loan program.
- The student must also return $260 ($200 to the loan program (which he can repay on his standard 10-year repayment plan) and $120 to the Pell Grant which is then reduced by 50% = $60). $(60)
- The university will charge the student’s account $200 + $160 + $800 + $60 (total of $1220) and make all necessary repayments.
- The student’s tuition refund (an estimated $500) and any room and board refund (had he lived in a dorm) will apply toward the repayment of aid. Assuming there were no other charges on the student’s account, he now owes the university approximately $720.
- The bill must be paid within 30 days, or he/she may (within 30 days) make arrangements for payments with the Office of Student Financial Services.
- At the end of the quarter the student will be on financial aid suspension according to Satisfactory Progress Standards.
EXAMPLE 2: OFFICIAL WITHDRAWAL AFTER 60% OF QUARTER: The same student attended throughout the quarter and then withdrew on November 20th. No financial aid has to be repaid. But at the end of the quarter, the student will be suspended from receiving future aid under the Satisfactory Progress Standards.
EXAMPLE 3: UNOFFICIAL WITHDRAWAL: The student does not withdraw but receives no passing grade. Aid will be repaid using the assumption the student attended 50% for the federal calculation. 100% institutional aid, 50% of state aid, federal aid will be calculated as above assuming attendance through 50% of the quarter. A letter will be sent giving him/her 10 days to document attendance throughout the quarter and completion of a final. If attendance is corroborated, the calculation will be reversed. If a student has a NS grade, need based gift aid will be reduced accordingly. When attendance is documented, aid will be repaid using the last day of attendance as verified by instructor or 50% whichever is earliest. The student has 45 days to pay or make repayment arrangements. The student will be suspended from receiving future aid according to Satisfactory Progress Standards.
EXAMPLE 4: If the student receives any NS grades, aid will either be canceled or reduced as appropriate. The amount canceled will create a debt that is due immediately. Any such student who received a Pell, SEOG, or Perkins Loan will be reported to the National Student Loan Data Base as one who received an overpayment.