Withdrawal/Return of Title IV Funds

For Financial Aid purposes, Withdrawals and Leave of Absences are treated the same. Students planning to withdraw are encouraged to make an appointment with their academic advisor prior to initiating withdrawal procedures.

The Office of the Registrar oversees the withdrawal process for all students. The Registrar can be informed verbally or in writing of a student’s request to withdraw. If a student tells the Registrar of a withdrawal, the date of the notification becomes the financial aid withdrawal date. The Registrar will ask students to complete and submit a withdrawal form, and it may take a few days to process it. Nevertheless, the date the student tells the Registrar of their desire to withdraw becomes the financial aid withdrawal date, even if the student never returns the withdrawal form. Therefore, it is important that students are certain of their decision to withdraw from school before the Office of the Registrar is informed.

Only the Registrar can establish the withdrawal date. If a student states a desire to withdraw to a faculty member, academic adviser, or the Office of Financial Aid, withdrawal does not occur. Students must notify the Registrar.

Students who withdraw from the University may apply for re-enrollment through the Registrar’s Office. Students who do not return within a year must meet the Catalog requirements for graduation in effect at the time of re-enrollment.

Federal law requires that students, who withdraw after the semester has already started and have attended at least one class session, will fall under Return of Title IV Funds. This means that financial aid eligibility will be calculated based on an earned versus unearned calculation. This calculation determines how much aid a student is eligible to keep based on the amount of time enrolled. Students who attend more than 60% of the semester will be eligible to keep their entire financial aid award. For example, a semester is 16 weeks or 112 days long. If a student were to withdraw at the end of the sixth week (42 days into the semester), the student attended 42 days of the semester. Dividing 42 days attended by 112 days in the semester equals 37.5 percent. This student would be able to keep 37.5 percent of their aid and the University would be required to return the difference.  This means that 62.5 percent of this student’s financial aid will be returned to the government.

The federal government has defined two types of withdrawal, an “official” withdrawal and an “unofficial” withdrawal. An “official” withdrawal is one in which the student notifies the Registrar of their desire to withdraw from Dominican. An “unofficial” withdraw is one in which a student leaves without notifying the Registrar’s Office. Students who do not officially withdraw and pass no units (receive grades of ‘F’ or ‘UF’) in a semester or summer session, are presumed to have unofficially withdrawn, unless the student provides the Financial Aid Office with documentation showing attendance through the end of the semester. Such documentation must be presented within 30 days of the end of the semester being evaluated. The return of aid for an unofficial withdrawal is calculated at the 50% point of the semester or summer session.

Once the return is calculated and aid is sent back to the Department of Education, students may still owe money to the school in some cases. In the first instance mentioned above, the student withdrew after the deadline for receiving any type of tuition or fee refund. Therefore, the student would be charged for the entire amount of tuition, but 62.5 percent of the student’s financial aid would be returned to the government, making the student personally accountable for paying at least 62.5 percent of the tuition charges to the University. It is the responsibility of the student to make payment arrangement with the Business Services Office to pay any balance.

The order in which aid is returned is as follows:

  • Unsubsidized Stafford
  • Subsidized Stafford
  • Perkins Loan
  • PLUS Loan
  • Pell Grant
  • Federal Supplemental Educational Opportunity Grant (FSEOG)
  • Other Title IV Assistance

Student loan borrowers are responsible for loan funds that did not get returned to the lender as a part of the Return of Title IV Funds; repayment begins according to the terms and conditions of the promissory note.