Requirements for Withdrawal and Return of Federal Financial Aid
Notification of Withdrawal
To initiate a complete University withdrawal, a student must submit a Withdrawal Form to the appropriate College Dean, or the Office of the Registrar. This form must be submitted by the end of the 12th week of classes for the term in which the student is withdrawing.
The student’s official withdrawal date will be determined by the University as:
- The date the student began the University’s withdrawal process (the date the student gave official notification of intent to withdraw)
- The midpoint of the trimester if the student withdraws without notifying the University
- The student’s last date of attendance at an academically related activity as documented by the university.
If it is determined that a portion of the financial aid received on the student’s behalf is unearned, the University shares with the student the responsibility of returning those funds. Any grant funds that the student is required to return to the federal programs are considered an overpayment. The student must either repay the amount in full or make satisfactory payment arrangements with the Department of Education to repay the amount. If the student fails to repay or make payment arrangements to repay the overpaying, the student will lose eligibility to receive future federal finical aid at any institution.
Unofficial Withdrawal Policy
Unofficial withdrawal occurs when a student registers for a class and never attends or a student stops attending courses without completing and submitting the withdrawal form. Confirmation of the last date of attendance in an academic activity will be obtained and for those receiving federal aid, NUHS will adjust aid in the same manner as an official withdrawal.
Refund Policy: Return of Title IV and Institutional Funds
In establishing a refund policy, National University of Health Sciences (NUHS) adheres to all requirements included in the Federal Formula for Return of Title IV Funds as specified in Section 484B of the Higher Education Act of 1965 (as amended).
This regulation assumes that a student “earns” federal financial aid in proportion to the number of days in the term completed. The University must calculate, according to a specific formula, the portion of financial assistance that the student earned and is therefore entitled to retain, until the time that the student totally withdrew. If a student receives (or the University receives on the student’s behalf) more assistance than the student earns, the unearned funds must be returned.
The portion of the federal grants and loans that the student is entitled to receive is calculated on a percentage basis. For example, if a student completes 30% of the trimester, the student earns 30% of the approved federal aid that was originally scheduled for the term. This means that 70% of the student’s scheduled or disbursed aid remains unearned and must be returned. However, a student who withdraws after the 60% point in a trimester is considered to have earned 100% of the aid awarded for that trimester, and funds will not be returned to any federal Title IV financial aid programs.
This federal policy does not affect the student’s charges. The University’s withdrawal policy will be used to determine the reduction, if any, in the student’s tuition and fees or housing charges. The student is responsible for paying any outstanding charges to the University.
NUHS’s refund policy includes the following guidelines:
- Tuition refund is determined by the date a student withdrawals from classes during a trimester:
- 100% tuition refund if prior to or during Week 1
- 75% tuition refund during Week 2
- 50% tuition refund during Week 3
- 25% tuition refund during week 4
- All first time, first trimester College of Professional Studies students registered in first trimester courses (as listed in the current Bulletin) may receive a 100% tuition refund in Weeks 1 and 2 and a 75% refund in Weeks 3 and 4 for up to one-half of the enrolled credits.
- Prerequisite program students are enrolled in 2 mini-sessions each trimester. Refund eligibility is determined by the date of withdrawal in either Session I or II.
- 100% tuition refund if prior to or during Week 1 or Week 9
- 50% tuition refund during Week 2 or Week 10
- 0% tuition refund during Week 3 or 11
- Student fees will not be refunded if the student withdraws after the first day of class for the trimester.
- Financial aid refunds from Title IV programs will be returned (as applicable) in the following order:
- A 100% tuition refund is granted for course(s) in which advanced standing is received prior to the end of the first 8 weeks of the first trimester of attendance. Since all advanced standing credit is to be determined within the first trimester of attendance, no special refund consideration is available in subsequent trimesters of attendance.
- Elective Refund Policy: Elective course payments are non-refundable unless the course is cancelled due to insufficient enrollment.
- Complete withdrawal from the University may result in a pro-rated housing refund. See the Housing License Agreement for more information.
- For students called to active military duty, tuition and fee charges will be fully refunded for courses not yet completed at the time the student is called to active duty.
- Any financial aid funds that a student is determined not eligible to retain after the Return of Title IV fund calculation shall be the debt of the student.
- Upon request by the student, examples of refund worksheets and calculations are available from the Finance office.
- Students, who feel that individual circumstances warrant exceptions from published policy, may appeal to the Vice President for Business Services through submission of the Student Account Appeal Form (available from the Registrar’s Office). Student appeals will be reviewed by the Student Accounts Committee.
Financial Aid Post-Withdrawal Disbursement Policy
The student may be entitled to a post-withdrawal disbursement of federal financial aid if the return of funds calculation indicates that the student earned more aid than the amount that was disbursed prior to withdrawal. Post-withdrawal disbursements will be credited first toward unpaid institutional charges. Any portion of a post-withdrawal disbursement that exceeds unpaid institutional charges will be offered as a disbursement to the student. Students must accept this disbursement within 14 days of the offer. If a response is not received, or if the offer is declined, these excess funds will be returned to the appropriate Title IV program.
NUHS will return its share of unearned Title IV grant funds no later than 45 days after determination of withdrawal, and Title IV loan funds no later than 30 days after determination of the withdrawal date.
Financial Aid Repeated Coursework Policy
Current Department of Education regulations impact students who repeat courses. Repeated courses may impact financial aid eligibility and Federal Title IV financial aid awards. In order for a repeated course to count toward the student’s enrollment status for financial aid purposes, the student may only repeat a previously passed course once (a total of two attempts). If the student enrolls in a previously repeated course for a third time, this course will not count towards their enrollment for financial aid purposes. A student may receive aid when repeating a course for the first time.
- A student may receive aid when repeating a course that was previously failed or withdrawn from regardless of the number of times the course was attempted and failed. However, students should be aware that university policy regarding repeated coursework may limit their ability to retake courses.
- A student may receive aid to repeat a previously passed course one additional time. If a student fails the second attempt, no more financial aid will be given to repeat the course a third time. If the second attempt is a withdrawal, then it is allowed for a third attempt.
- Once a student has completed any course twice with a grade, they are no longer eligible to receive aid for that course. If a student retakes a course that is not aid-eligible, the credit hours will be excluded from the financial aid enrollment for that trimester. When counting credits to determine aid eligibility for that trimester, repeated classes will be excluded from the financial aid eligible credit count.
- Note: All repeated courses affect Financial Aid Satisfactory Academic Progress (SAP) calculations. Regardless of whether the student received financial aid or not, all repeated coursework must be counted as attempted credits in SAP calculations.