5.12 Refunds, Waivers and Withdrawals

Refunds for Dropped Classes

Minnesota State Colleges and Universities Policy 5.12 outlines the requirements for tuition and fee due dates, refunds, withdrawals and waivers. The drop/add period begins when registration opens and ends five business days starting from the first day of the term, not the day the class meets for the first time. A 100% refund of tuition, health services fees, course fees, laboratory supply costs, student activity fees, and state student association fees shall be provided to a student who withdraws on or before midnight on the fifth business day in a term.

If a student wishes to change their schedule, they may do so via the web until midnight on the fifth (5th) business day of the term.

The first class for a limited number of courses is not scheduled during the drop/add period. Students have one business day after the first class meets in which to drop these classes without obligation. If the dropped credits were used to determine the student's status for payment of financial aid, the student's status will be recalculated which could result in the repayment of financial aid.

If a student registers for a class and never attends at least one class session, the student's status for financial aid must be recalculated which could result in repayment of financial aid. The student will receive a grade of "FN" on their transcript. The "FN" does not impact satisfactory progress.

Withdrawal after the Drop/Add Period

Any student who withdraws from a course or all courses after the drop/add period but before the last day to withdraw will receive a grade of 'W' (Withdrawal). After the last date to receive a 'W' is passed, students will receive whatever grade is earned and assigned by the instructor.

The withdrawal date shall be the date on which eighty percent (80%) of the days in the academic semester have elapsed. For courses not on a standard academic semester schedule, the final date for the official course withdrawal shall be established as the date on which eighty percent (80%) of the instructional days for the course have elapsed. The last day to withdraw from each course is located on the web semester course schedule and on the student's printed schedule.

Waivers

The President may waive amounts due to the college or university for the following reasons:

  1. Employee benefit provided by collective bargaining agreement;
  2. Death of a student;
  3. Medical reasons;
  4. College error;
  5. Employment-related condition;
  6. Significant personal circumstances;
  7. Student leader stipends;
  8. Course conditions (A course condition exists when the location or timing of the course results in the student not being able to use the services intended by the fee.);
  9. Natural disasters or other situations beyond the control of the campus.

The President may waive amounts due to the college or university for individual institutional waivers as approved by the Board.

Each college or university shall define the terms under which any authorized waiver will be granted. The college or university must document the reason for all waivers.

The college or university cannot waive the MSUSA or MSCSA student association fee.

Colleges or universities shall, in consultation with students, develop guidelines to implement this policy. These guidelines must be available to students.

Refunds for Total Withdrawal

A refund of tuition, health services fees, course fees, personal property and service charge (course fee), student activity fees, and state student association fees shall be provided to a student who totally withdraws from all classes. The refund will be based on the date of total withdrawal. No refund is given when a student withdraws from individual classes and is still attending other classes.

Students are entitled to have the opportunity to attend one class session, for each registered for-credit course, without obligation. Subject to the refund schedule below, students are obligated for any classes dropped after the fifth business day of the term, or one business day after the first class session, whichever is later.

Students who are expelled due to conduct violations will be responsible for any outstanding tuition and fees through the end of the semester in which they are removed.

The following applies the Fall and Spring academic terms:
Withdrawal Period Refund Percentage (%)
1st through the 5th business day of the term 100%
6th through the 10th business day of the term 75%
11th through the 15th business day of the term 50%
16th through the 20th business day of the term 25%
After the 20th business day of the term 0%
The following applies to the Summer session and other terms at least three weeks, but less than ten weeks in length:
Withdrawal Period Refund Percentage (%)
1st through the 5th business day of the term 100%
6th through the 10th business day of the term 50%
After the 10th business day of the term 0%
The following applies to any class terms less than three weeks in length:
Withdrawal Period Refund Percentage (%)
1st business day of the term 100%
2nd and 3rd business day of the term 50%
After the 3rd business day of the term 0%

Return of Funds for Federal Financial Aid Recipients

The Federal Return of Title IV Aid formula derived from the October 7, 1998, Reauthorization of the Higher Education Act is applicable to any student receiving federal aid who withdraws from all classes on or before the 60th percentage point-in-time of the term for which aid was paid. Since financial aid is usually disbursed early in the term, withdrawal before the 60th percentage point-in-time means that a student has not earned 100% of the aid the student was paid. Therefore the student has unearned aid which must be returned to the federal programs in the order prescribed by the U.S. Department of Education, who oversees all Title IV financial aid programs. The percentage of unearned aid is equal to the number of calendar days remaining in the term divided by the total number of calendar days in the term.

Days remaining/ Days in the term = Unearned amount of Title IV paid to student. If this percentage is less than 40%, no return of funds is necessary.

The return policy applies to Federal Pell Grant, Federal SEOG, Federal Stafford Loans, and Federal Parent Loans. The college may have an obligation to return funds that were applied to the student's account. The student may have an obligation to return funds that were paid to the student. When the college returns funds that were applied to the student's account, a balance due may result. The student will owe that balance to the college. A refund of tuition and fees could be used to reduce the balance or pay it in full.

Withdrawal from Programs or Courses Offered in Modules

Effective July 1, 2012, when a course or courses in a program do not span the entire length of the semester (or payment period), it is classified as a course offered in modules. A student is withdrawn for financial aid purposes if the student ceases attendance at any point prior to completing the semester or scheduled period of enrollment, unless the school obtains written confirmation from the student at the time of the withdrawal that he or she will attend a module that beings later in the same semester or period of enrollment.

Refund and Repayment of non-Federal (non-Title IV) Financial Aid

The Minnesota Higher Education Services Office(MHESO) Refund Calculation Worksheet will be used to determine refunds for Minnesota State Grant, SELF, institutional grants, and other non-Federal financial aid programs that require a refund. The non-Federal refunds are pro-rated between the Minnesota financial aid programs and other non-Federal financial aid programs that require a refund. When a student's enrollment status changes or a student withdraws completely, all or a portion of any non-Federal refund may be required to be returned to the program from which the refund was originally paid. If you have questions, contact the Director of Financial Aid.

More Information

Examples of the calculation of refund, repayment, and return of Federal funds are available upon request from the Director of Financial Aid.

Withdrawal Procedure

Any student who wants to withdraw from a class or to withdraw totally from all classes may do so online at e-Services. Any student who ceases to attend and does not officially withdraw will be considered an unofficial withdrawal. (See 2.5.5 Attendance Policy) Unofficial withdrawals will receive no refund of tuition or fees. Unofficial withdrawals who received Federal financial aid may be subject to financial aid recalculation and the return of unearned aid. Return of Federal Funds policies as described above will apply.

Administrative Withdrawals

Any student identified as no longer attending courses and did not officially withdraw prior to the last day to withdraw, will be considered as an administrative withdrawal. The student's last date of an educationally-related activity will be used to determine if unearned financial aid will need to be repaid. If the last date a student completed an educationally-related activity is unknown, the student will be considered administratively withdrawn at the 50% timeframe of that semester. Financial aid will be recalculated based on the 50% date and the student will be liable for any financial aid that needs to be repaid.

Impact of Total Withdrawal before the 60th Percentage Point in Time

Any student who has received financial aid either as a credit to the account or as a cash payment to the student or both may end up owing the college for unpaid charges and/or the U.S. Department of Education for overpayment. The college will attempt to collect in either or both instances. If the attempt to collect is unsuccessful after a reasonable time, the balance owed the college will be turned over to the Minnesota Recapture program, the balance owed the U.S. Department of Education will be reported to NSLDS, and eligibility for financial aid will cease forever until the overpayment is repaid. Either instance will also have a negative effect on the student's credit rating.

Percentage Point in Time: Total withdrawal from the college before the 60th percentage point-in-time can impact a student's ability to re-enroll and can have very serious financial consequences. Any student considering total withdrawal should contact the appropriate college personnel before making a decision to totally withdraw.

Approved by: ATCC Leadership Council
Effective Date: 02/06/14
Last Date Revised: 02/06/14