The Department of Education requires DCB to maintain and publish a written policy regarding federal financial aid recipients who withdraw or otherwise fail to complete the term for which their financial aid was disbursed.
Refund for Dropped Courses (while continuing to stay enrolled in other courses for the same semester)
During the first 8.999%of the calendar days of a semester, students will receive a 100% refund of tuition and fees for dropped courses. Students may drop individual courses directly on Campus Connection. (Campus Connection will not allow students to drop their last course or only course, reference the Withdrawal Procedure section of this policy). During a standard fall or spring semester, students will have approximately 10 calendar days including the first day of the semester to drop classes and receive a 100% refund (8.999% of the total number of calendar days from the first day of classes to the last day of final exams for the semester). After the first 8.999% of the semester, students will receive a 0% refund of tuition and fees for dropped courses when they continue to be enrolled in other courses for the same semester.
Refund for Total Withdrawal from all Courses in a Semester
Students who officially withdraw from all classes before the semester start date or within the first 8.999% of the calendar days of a session will receive a 100% refund of tuition and fees. During a standard fall or spring semester, students will have approximately 10 calendar days (8.999% of the total number of days in the full standard semester) including the first day of the semester to withdraw from all courses and receive a 100% refund. Students who withdraw after that point will receive a partial refund of tuition and fees for all classes they are enrolled in at the time that they choose to withdraw based on the following percentages in accordance with the North Dakota University System Refund policy 830.2: https://ndus.edu/state-board-of-higher-education/sbhe-policies/800-heading-policies/.
75 9.000% -34.999%
50 35.000% -59.999%
0 60% -100.000%
Refunds of Room and Board Charges
Students who reside in the Residence Halls who withdraw from all courses in a semester shall receive a prorated refund up to the sixty percent point of the semester for room charges and on a pro rata basis to the end of the term. Students who use the residence hall or college food service one day into an instructional week will be charged for that entire instructional week. Refunds are made only after a student has properly check out of the residence halls.
Official Withdrawal Procedure
Students who wish to withdraw from all courses after the semester start date must officially withdraw to zero credits. To withdraw, complete the Withdrawal Form and submit it. Students who intend to withdraw cannot withdraw from all courses (drop to zero credits) in Campus Connection. Campus Connection will not allow you to drop your last or only class.
Withdrawal Date and Calculation of Earned and Unearned Title IV Aid
General Requirements, as per Federal Student Aid Handbook, Volume 5: Federal financial aid funds (Title IV Funds) are awarded to a student under the assumption that the student will attend school for the entire period for which the assistance is awarded. If a student ceases attendance (drops or withdraws) from all Title IV eligible courses in a payment period or period of enrollment, the student must be considered a withdrawal for Title IV purposes. The principle is the same for programs offered in modules. When a student withdraws, the student may no longer be eligible for the full amount of Title IV funds that were originally scheduled to receive. Furthermore, when a student withdraws, the student is no longer considered to be enrolled, and DCB must report the withdrawal to a national reporting system. Consequently, the student is no longer eligible for an in-school deferment (re: student loans).
Distribution of Unearned Title IV Aid
In compliance with federal regulations, a school must 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:
·Unsubsidized Direct loans (other than PLUS loans)
·Subsidized Direct loans
·Federal Perkins loans
·Direct Parent PLUS loans
·Federal Pell Grants
·Federal Supplemental Educational Opportunity Grants (FSEOG)
In the absence of an official withdrawal and the student ceases attendance, the following procedures will apply.
1. A list of students who received all F’s, I’s or U’s for a term (period of enrollment) will be extracted from the Registrar’s Office records.
2. Class instructors will be asked to document the last known date of an academically related activity for the student, i.e., an exam, daily assignment, attendance in class, etc.
3. If the latest date any instructor can document is after the 60% point in the enrollment period, the student is considered to have earned 100% of their financial aid funds and no further action will be required. If the latest date is before the 60% point in the term, the latest documented date will be used as the last date of attendance by the student. If documentation indicates no attendance in any class, the student will be deemed ineligible for financial aid per federal regulations and required to repay all aid received for that semester.
4. Based on the last date of attendance, a Return of Title IV funds calculation will be processed to determine the type(s) and amount(s) of financial aid to be returned.
5. All financial aid funds to be returned will be the responsibility of the student.
6. An unofficial withdrawal letter will be mailed to the student notifying them of their obligation at the time the institution returns the financial aid funds.
7. The Business Office will place a hold on the student ’s record at DCB. Institutional collection procedures will be followed in accordance with DCB’s policies.
8. Students will also be placed on Financial Aid Disqualification following the term in which they receive all F’s, I’s or U