Refund Policy and Requirements for Withdrawal and Return of Federal Financial Aid
Cancellation and Refund Policy
The SCHOOL has adopted this Cancellation and Refund Policy for all of its campuses. The reason for a student’s cancellation or withdrawal does not affect how this Cancellation and Refund Policy is applied.
Written notice of cancellation or withdrawal will take place on the date the letter is postmarked or in a case where the notice is hand carried, it shall occur on the date the notice is delivered to the SCHOOL. The date of acceptance will be the delivery date of the notice of acceptance. If the notice is delivered by mail, it will be the postmarked date of the letter of acceptance.
Students who do not successfully move from provisional enrollment to regular enrollment are not responsible for tuition, fees or other charges. Any tuition, fees and other charges that have been paid will be refunded in full if a student is not accepted for regular enrollment.
When written notice of cancellation is received from a student prior to the end of the drop/add period of the initial period of enrollment and prior to attending any course(s), all tuition, fees and other charges will be refunded in full. (California students will receive a full refund of tuition, fees and other charges if notice of cancellation is received by the conclusion of the first class session attended, or by the seventh day after signing an ENROLLMENT AGREEMENT, whichever is later.)
This section of the Cancellation and Refund Policy determines the amount of institutional charges that the SCHOOL has earned, and for which the student who has successfully moved from provisional enrollment to regular enrollment must pay, based on the student’s attendance. For purposes of determining the refund or the amount a student owes for the time attended, a student shall be deemed to have withdrawn when any of the following occurs: (a) the student notifies the SCHOOL of the student’s withdrawal or the actual date of withdraw, (b) the SCHOOL terminates the student’s enrollment as provided in the ENROLLMENT AGREEMENT or (c) the SCHOOL withdraws the student if the student fails to attend as outlined by the attendance policy. In these cases, the date of withdrawal will be assumed to be the last date of recorded attendance.
For non-term-based programs:
If a student ceases attendance or provides written notice of cancellation or withdrawal after the start of the period charged, but before completion of 60% of the period charged (75% for students attending in Texas), the amount charged for tuition for the completed portion of the period charged shall not exceed the prorated portion of the total tuition charged for the period arrived at by multiplying the total tuition charged for the period by the ratio of the length of the completed portion of the period charged to the total length of the period charged.
Example: Assume that a student, upon enrollment in a 720-hour (32 week) program that costs $6,400 for tuition and $325 for books and supplies, as specified in the ENROLLMENT AGREEMENT, withdraws after attempting 240 hours and without returning the books and supplies the student obtained. The pro rata refund to the student would be $4,267 based on the calculation set forth below. In addition, books returned within seven days following withdrawal will be credited to the student’s account if they are in “like new” condition.
$6,400 ÷ 720 Total Hours × 480 Remaining Hours = $4,267
Amount charged Actual Refund Amount
For term-based programs:
If a student ceases attendance or provides written notice of cancellation or withdrawal after the start of the period charged, but before completion of 60% of the period charged (75% for students attending in Texas), the amount charged for tuition for the completed portion of the course(s) shall not exceed the prorated portion of the total tuition charged for the period arrived at by multiplying the total tuition charged for the period by the ratio of the number of days attended to the total number of days in the period.
Example: Assume that a student, upon enrollment in a 78 day (12 week) term with the following costs $4,980 for tuition, $288 Program Fee, $100 Technology Fee, and $325 for books and supplies, as specified in the ENROLLMENT AGREEMENT, withdraws after attending 25 days and without returning the books and supplies the student obtained. The pro rata refund to the student would be $3,384 based on the calculation set forth below. In addition, books returned within seven days following withdrawal will be credited to the student’s account if they are in like new condition.
$4,980 ÷ 78 Days × 53 Days Remaining = $3,384
Amount charged Actual Refund Amount
(Fees are included for students who attend in Tennessee)
If the student ceases to attend the SCHOOL after completing 60% of the period charged (75% for students attending in Texas), the student will be charged 100% of the tuition and charges applicable for all courses in the payment/academic period.
Return to Title IV
SUMMARY OF THE REQUIREMENTS OF 34 CFR 668.22 – TREATMENT OF TITLE IV AID WHEN A STUDENT WITHDRAWS
The law specifies how the SCHOOL must determine the amount of Title IV program assistance that a student earns if the student withdraws from school. The Title IV programs that are covered by this law are: Federal Pell Grants, Iraq Afghanistan Service Grants, Academic Competitiveness Grants, National SMART grants, TEACH Grants, Stafford Loans, PLUS Loans, Federal Supplemental Educational Opportunity Grants (FSEOGs), and Federal Perkins Loans. Please note that the SCHOOL does not participate in all of these Title IV programs.
When a student withdraws during his or her payment period or period of enrollment the amount of Title IV program assistance that a student has earned up to that point is determined by a specific formula.
If a student did not receive all of the funds that the student earned, the student may be due a Post-withdrawal disbursement. The school may automatically use all or a portion of the student’s Post-withdrawal disbursement of grant funds for tuition and fees. If the student’s Post-withdrawal disbursement includes loan funds, the school must get the student’s permission before the SCHOOL can disburse them. The student may choose to decline some or all of the loan funds so that the student doesn’t incur additional debt. However if the student owes a balance to the school, the student may want to authorize the loan disbursement to pay those charges in order to avoid having a payment to the school in addition to the Federal Loan payment.
While the SCHOOL will automatically use all or a portion of the student’s Post-withdrawal disbursement of grant funds for tuition and fees, the school needs the student’s permission to use these funds for any other school charges. If the student did not give permission, the student will be offered the funds.
There are some Title IV funds that cannot be disbursed to the student once he or she withdraws because of other eligibility requirements. For example, a first-time, first-year undergraduate student who has not completed the first 30 days of his or her program before withdrawing will not receive any Direct Loan funds that the student would have received had the student remained enrolled past the 30th day.
If a student receives (or the school or parent receives on the student’s behalf) excess Title IV program funds that must be returned, the school must return a portion of the excess equal to the lesser of:
a. The student’s institutional charges multiplied by the unearned percentage of the student’s funds,
b. The entire amount of excess funds.
The regulations require that the school return Title IV funds to the programs from which the student received aid during the payment period or period of enrollment as applicable, in the following order, up to the net amount disbursed from each source:
a. Unsubsidized Direct Stafford loans (other than PLUS loans).
b. Subsidized Direct Stafford loans.
c. Federal Perkins loans.
d. Direct PLUS loans.
e. Federal Pell Grants
f. Federal Supplemental Educational Opportunity Grants (FSEOG) Federal Teach Grants for which a Return is required.
g. Iraq Afghanistan Service Grant for which a return is required.
The school will return Title IV funds as soon as possible, but no later than 45 days from the determination of a student’s withdrawal or 60 days from the last date of attendance, whichever comes first.
If the school is not required to return all of the excess funds, the student must return the remaining amount. Any loan funds that the student must return, the student (or parent for a PLUS Loan) must repay in accordance with the terms of the promissory note. That is, the borrower makes scheduled payments to the holder of the loan over a period of time. Any amount of unearned grant funds that the student must return is called a grant overpayment. Any overpayment as a result of withdrawal will be returned to the Department of Education on the student’s behalf. However, the return of this overpayment may result in a debt owed to the SCHOOL. The requirements for Title IV program funds when a student withdraws are separate from the school’s refund policy. Therefore, a student may still owe funds to the school to cover unpaid institutional charges that the school was required to return.
For purposes of calculating a clock hour return to Title IV that has externships or clinic classes without a defined schedule in CampusVue, the scheduled hours used in the return to Title IV calculation will be determined by using the total contact hours for the course divided by the number of weeks in the externship or clinic classes. If a daily hour subdivision is needed, to determine a student’s LDA, a week in an externship or clinic class will be divided by 5 days. This is only in the case a student drops in that class and they need to calculate scheduled hours up to LDA.
Students desiring to withdraw from the school or an individual course should contact the Director of Education or Registrar to obtain the necessary forms and procedures for official withdrawal. Students who withdraw from all courses within the drop/add period will receive a grade of “W.” Students withdrawing after the drop/add period who have maintained passing work will receive a grade of “WP.” Students withdrawing after the drop/add period who have not maintained passing work will receive a grade of “WF” which is computed as a failing grade. “W’s” and “WP’s” are not computed in the student’s GPA. Students who receive Federal Student Loans must schedule an exit interview with the Financial Aid Officer before they leave school, either by graduation or withdrawal. Students who are unable to finish a term due to deployment for active duty military service, whether enlisted, reserve, or National Guard will find the policy regarding military withdrawals in the “Withdrawal due to Military Deployment” section of this catalog.