Students who formally or informally withdraw from all of their classes on or after the first day of the quarter and students who complete zero credits* may owe a repayment of all or a portion of the financial aid funds they received for the quarter. This policy does not apply to work study earnings.
*For Financial Aid purposes, (W) Withdrawal, (N) Audit, (I) Incomplete and/or (NC) No-Credit grades do not count toward completed credits.
How the Date of Withdrawal is Determined
The date of withdrawal used to determine whether or not a student owes a repayment of financial aid funds and the amount of the repayment are determined based on two circumstances:
For students in programs in which an outside entity requires attendance to be taken — the last day the student attended a class.
For all other students:
- The date the student notified the Registration Office of the intent to withdraw OR
- The last date of attendance at an academically-related activity if available OR
- If the student did not notify the Registrar's Office of the intent to withdraw or if a last date of attendance at an academically related activity is not available, it will be assumed that the student withdrew after completing 50 percent of the quarter.
For specific details on the institution's refund policy, you can visit the Refund Policy page and link to the academic calendar with withdrawal deadlines for the current and future quarters.
When students completely withdraw from a class or all classes during the 100 percent or 50 percent refund period, tuition and allowable fees are reduced by the amount of the institutional refund. For example, if a student makes a complete withdrawal during an 50 percent refund period, the student's tuition and allowable fees are reduced by 50 percent.
Institutional refunds will be used to repay financial aid funds in the following order up to the maximum received in each program: 1) Federal Loans, 2) Federal Pell Grant, 3) Federal Supplemental Educational Opportunity Grant, 4) NSC Grant, 5) Tuition Waiver Grant, 6) Washington College Grant, 7) Workforce Education Tuition Assistance, 8) Agency Accounts and Scholarships
Under the federal government's "Return of Title IV Funds" policy, students are considered to have "earned" the percentage of their Title IV aid (Federal Perkins Loan, Federal Pell Grant and Federal Supplemental Educational Opportunity Grant) that equals the percentage of the quarter completed (in calendar days). For example, if a student completely withdraws from classes after completing 10 percent of the quarter, that student has "earned" 10 percent of the Title IV aid that was used to pay tuition and fees. The remaining 90 percent of the Title IV aid (aid which is considered to be "unearned") will be used to repay Title IV funds.
- If the amount of Title IV aid that must be repaid is greater than the amount of the institutional refund (see Institutional Refund Policy), the student will owe a balance at cashiering.
- If the amount of Title IV aid that must be repaid is less than the amount of the institutional refund and part of the tuition and fees were paid with other types of financial aid, the remainder of the institutional refund will be used to repay other financial aid funds the student received in the following order: 1) North Grant, 2) Tuition Waiver Grant, and 3) Washington College Grant.
- If a student withdraws during a 0 percent institutional refund period, but according to the Return of Title IV Funds policy the student didn't "earn" all of his/her Title IV financial aid, the student will owe a balance at cashiering.
- Students who owe a balance to cashiering after they withdraw will receive a bill from the Cashier/Business Office. Until the bill is paid, students will not be able to register for classes or obtain copies of their academic transcripts.
Under the federal government's "Return of Title IV Funds" policy, students are considered to have "earned" the percentage of their Title IV aid (Federal Perkins Loan, Federal Pell Grant and Federal Supplemental Educational Opportunity Grant) that equals the percentage of the quarter completed (in calendar days). For example, if a student who received $500 of Title IV aid in the form of a financial aid disbursement completely withdraws from classes after completing 10 percent of the quarter, that student has "earned" 10 percent ($50) of the Title IV aid that was disbursed in the form of a financial aid disbursement. The remaining $450 is considered to have been "unearned," and the student will owe a repayment of half of the "unearned" funds.
Students who owe a repayment to financial aid funds will receive a bill from the Financial Aid Office and should make their payment to the Financial Aid Office. To retain eligibility for financial aid, students must do one of the following within 45 days of the date of their bill: (1) make payment in full, or (2) make satisfactory repayment arrangements. If the student has not repaid or made satisfactory repayment arrangement within 45 days, the overpayment will be reported to the NSLDS and referred for collection to the Department of Education.
Students who receive North Grant and/or Washington College Grant funds in the form of a financial aid disbursement and who withdraw (officially or unofficially) prior to the end of the quarter, will have the following calculation performed to determine if they owe a repayment:
- The student's total indirect (non-institutional) costs will be multiplied by the percentage of aid earned as determined by the federal Return of Title IV calculation.
- The resulting amount is subtracted from the total grant funds disbursed in the form of a financial aid disbursement. This amount is the total repayment amount.
- The following are subtracted from the total repayment amount above:
- any tuition owed to the College and billed to the student as a result of the Return of Title IV funds calculation.
- any federal repayment amount the student owes due to the Return of Title IV funds calculation (before the 50 percent reduction).
- any repayment to the North Grant program (if the student received both North Grant and Washington College Grant funds in the form of a check).
- The balance will be multiplied by 50 percent to determine the repayment amount. If the amount is less than $50 or negative there is no repayment.
If a student whose tuition and fees are paid in full withdraws from all of his/her classes after 60 percent of the quarter (in calendar days) has passed, the Return of Title IV Funds policy does not apply. The student will not owe money back to cashiering, nor will he/she owe a repayment to financial aid funds for Title IV aid received in the form of a financial aid disbursement. Note: Please review the Conditions of Award document for specific information on the dates for the current academic year, prior to which students who withdraw or stop attending classes may be required to repay a percentage of the tuition paid and/or cash disbursed.
Students who are eligible to receive Title IV aid but who did not receive their aid prior to making a complete withdrawal may be eligible to receive a disbursement of financial aid funds, even though they have withdrawn. This is referred to as a "post-withdrawal disbursement." To be eligible to receive a post-withdrawal disbursement, students must have a complete financial aid file in the Financial Aid Office and meet all eligibility requirements. Students who are eligible to receive a post-withdrawal disbursement will be notified in writing by the Financial Aid Office and will have 14 days to respond to the notice.