General Requirements
Federal Title IV financial aid funds are awarded with the expectation that a student will complete the enrollment period. When a student withdraws, Bryan College of Health Sciences must determine earned aid and return unearned funds in accordance with 34 CFR 668.22 and U.S. Department of Education guidance.
A Return of Title IV Funds calculation must be performed when a student who received, or was eligible to receive, Title IV aid ceases attendance in all Title IV eligible coursework before completing the enrollment period.
A return calculation generally is not required when the student never began attendance, continues in a Title IV eligible course, has an approved LOA, did not receive Title IV aid, or received only Federal Work-Study.
Official Withdrawals
Students may initiate a request to withdraw from Bryan College of Health Sciences for various reasons. Students should follow the “Withdrawal from the College” policy in the Catalog. Withdrawal may result in a Return of Title IV Funds calculation and adjustment of aid eligibility.
The official date of withdrawal is determined by the date the Request to Withdraw Form is initiated by the student or school official. The student will receive a tuition refund according to the College’s tuition refund policy, if applicable. Federal financial aid will be returned according to the Return of Title IV Funds policy.
Anytime a student begins attendance in at least one course but does not begin attendance in all the courses they were scheduled to attend, regardless of whether the student is a withdrawal, the College will check to see if it is necessary to recalculate the student’s eligibility for Pell Grant and Campus-Based funds based on a revised enrollment status and cost of education.
Administrative Withdrawal
Students should refer to the “Administrative Withdrawal policy from the College and Administrative Withdraw from a Course” policy in the Catalog. The College will determine the withdrawal date for federal aid purposes using federally required standards.
The official date of withdrawal will be determined by the date the student last attended an academically related activity (i.e. attended a class, took an exam or turned in an on-line assignment) for an enrolled student or the first date of the term for students that failed to start classes as scheduled. Tuition due will be based upon the official date of withdrawal, and any tuition refunds will be determined according to the College’s tuition refund policy. Federal financial aid will be returned according to the Return of Title IV Funds policy. The student will be placed on a transcript hold if there are unmet obligations to the College. Students who are listed on a class roster but have not attended class or clinical by the end of the first week of a term may be administratively withdrawn from the course.
Unofficial Withdrawals
Students who cease attendance without completing official withdrawal procedures may be considered unofficial withdrawals and may be subject to a Return of Title IV Funds calculation.
When a student stops attending all courses during a semester, the student may be considered to have unofficially withdrawn from the College. Because the student does not complete withdrawal procedures, the College relies on faculty members to notify the Registrar when a student has ceased attendance and to provide the last date of an academically related activity. If faculty members are not aware of the student's lack of attendance or participation, the College may identify the situation through its evaluation of satisfactory academic progress and academic records.
During this review, the Registrar may initiate an investigation when a student fails to successfully complete all attempted coursework or receives failing or non-passing grades in all attempted courses. The investigation may include contacting faculty members to determine the last date the student participated in an academically related activity.
Students who cease attendance without following official withdrawal procedures may also be subject to the “Administrative Withdrawal from the College” or “Administrative Withdrawal from a Course” policing in the Catalog.
The Director of Financial Aid will be notified of the student's unofficial withdrawal status and the last date of academically related activity. If the student is determined to be withdrawn for Title IV purposes, a Return of Title IV Funds calculation will be performed, and any required return of federal funds will be completed in accordance with the Return of Title IV Funds policy.
Leave of Absence
Students should follow the “Leave of Absence” policy in the Catalog. For Title IV purposes, only federally approved leaves of absence are excluded from Return of Title IV Funds requirements. If a leave of absence fails to meet federal requirements, the student will be considered withdrawn for Title IV purposes and a Return of Title IV Funds calculation will be performed, if required.
Earned and Unearned Aid
Students earn aid proportionally through the first 60 percent of the payment period. Students completing more than 60 percent are considered to have earned 100 percent of scheduled Title IV aid.
Scheduled breaks of five or more consecutive days are excluded from the Return of Title IV Funds calculation as required by federal guidance.
Students who earned more aid than were disbursed prior to withdrawal may qualify for a post-withdrawal disbursement.
Return of Unearned Funds
If a student withdraws, the College will determine the amount of Title IV aid earned and unearned in accordance with federal regulations. The College will return the lesser of the amount of unearned Title IV aid; or Institutional charges multiplied by the percentage of unearned Title IV aid.
The College will apply the “Tuition Refund Policy” from the Catalog and determine any institutional tuition refund due within 30 days of: (1) receiving official notice of the student's withdrawal; or (2) determining that the student withdrew based on the last date of attendance or academically related activity.
Any unearned Title IV funds will be returned in the order required by applicable federal regulations and Title IV program requirements.
Non-Title IV Funds
Institutional aid, private aid, and private loans will be administered under applicable College policies. Federal Work-Study earnings are excluded from R2T4 calculations.
Student Repayment Responsibility
Students may owe balances to the College when federal aid must be returned following withdrawal.