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STUDENT REFUNDS

About This Policy

Responsible Official
Executive Vice President

Policy Owner
Executive Director of Enrollment

Policy Contact
Alex Hintz

Issued
2019-06-13

Policy Statement


When a student leaves the University before the end of a fall or spring semester, voluntarily or through dismissal, tuition and fees are assessed or credited, as appropriate, according to the date of withdrawal. Students dropping classes must inform the Office of the Registrar using the official drop procedures during the drop/add period.

Students may be eligible to receive a credit refund if their financial aid exceeds tuition and fee charges for a term. Changes in enrollment status, housing status, and program status may affect financial aid eligibility and credit refund amounts.

Students receiving Title IV funds are governed by a federally mandated pro-rata refund policy. The return of Title IV funds is covered under university policy on the return of Title IV funds.

Basis for Refunds
Refunds are calculated and authorized by the office of Business and Finance. The date on which a student files written notice of a drop or withdrawal with the Office of the Registrar is the date used in determining refund.

Refunds of registration charges for full-time fees, part-time credit hour fees, non-resident tuition, and professional program fees are calculated on the applicable refund percentage applied to the dropped credits, using the first official day of the university semester or session as the starting date.

Federal financial aid provisions may require funds to be returned to federal programs in excess of your university refund. In such situations, you will be billed for the excess remitted by the university on your behalf.

The official starting and ending dates of all classes are those designated by the university registrar.

Non-refundable Fee Charges/Payments
The following fees or charges are not refundable:

  • Late processing charges.
  • Amounts paid to satisfy unpaid fees/charges from previous terms.
  • Textbooks and materials.

Refunds for Exceptional Circumstances
In specific cases, as listed below, a full refund of the registration tuition and fees, credit hour fee, non-resident tuition, and professional fees will be granted following official withdrawal from the university, provided the withdrawal process is completed during the first half of the semester or session (i.e., first eight weeks of a semester, first four weeks of a session). Proper documentation must be presented and approval granted by the offices of Student Financial Services and the Registrar before the refund will be processed. Exceptional circumstances include:

  • Induction of the student into the U.S. Armed Forces.
  • Incapacitating illness or injury which prevents the student from returning to school for the remainder of the term.
  • Death of a student.
  • Death of spouse, child, parent, or legal guardian of the student.

Credit Balance Refunds
A credit balance refund occurs when the posting of all aid (grants, loans, and other payments) exceed charges posted to the students account.

All students with a credit balance from financial aid will receive a refund of 100% of their available term credit balance beginning 10 days before the start date of the student’s first course. Once the term starts, any credit balance resulting from Title IV financial aid will be refunded no later than 14 days after the credit balance occurs. Thereafter, student accounts are reviewed weekly for credit balances that may develop on student’s accounts for various reasons and refunds will be issued on an ongoing basis.

Financial Aid Refunds
When financial aid exceeds the bill resulting in a credit balance, a refund will be generated. Federal Direct Student Loans, grants, and scholarship refunds are made payable to the student. Please visit Refunds for more information on refund disbursement methods.

Parent Plus loan refunds will be disbursed based on how the borrowing parent chose to have the refund disbursed, either to the parent or the student.

If a refund disbursement method is not selected, per federal regulations, the refund check will be mailed to the priority address on file no later than 14 days.

Deductions from Calculated/Authorized Refund
The university reserves the right to deduct amounts owed the university from refunds. Refunds of fees for the term, less any outstanding fee loan balances for the term, are applied to the financial aid awarded to the student in the priority sequence shown below:

  • Amounts required by law to be returned to Federal Financial Aid programs.
  • Third party agency payments of actual tuition and fees.
  • University authorizations specifically for the payment of tuition and fees (i.e., graduate teaching assistant, athletics, etc.)
  • Federal aid programs.
  • Miscellaneous outstanding balances due the university.
  • University loan programs.
  • University and donor scholarship programs.
  • Any remaining balance is refunded to the student.

Payment of Refunds to the Student
A University check for the refund balance is mailed to the current mailing address of the student. A direct deposit will be processed to the student account enrolled in E-refund.

Appeals
If circumstances beyond the student’s control prevent the student from complying with the established dates and deadlines for that term, the student may appeal the tuition. If a tuition refund is approved by the committee, your student account will be credited. If the refund creates a credit balance, the balance will be paid to the student.

Reason For Policy


To outline the circumstances and parameters by which tuition, fees, and credit balances can be refunded.

Policy Scope


The Refund Policy applies to all for-credit classes regardless of the location of the class. This policy does not apply to advance registration deposits required by selected programs.

Procedures


  • There are no procedures associated with this policy.

Forms


  • There are no forms associated with this policy.

Additional Contacts

SubjectContactPhoneEmail
Primary ContactAlex Hintz612.343.4485studentfinance@northcentral.edu
Policy Clarification & InterpretationAlex Hintz612.343.4485studentfinance@northcentral.edu
Academic ContactMary Murphy612.343.4409registrar@northcentral.edu

Definitions


Credit Balance
When the total of the credits posted to a student’s account (e.g., payments, loan disbursements, scholarships, etc.) exceeds the total of the charges applied or applicable to the account for a specific term or semester.

Date of Drop
The date on which a student files written notice of a drop with the Office of the Registrar is the date used in determining refund.

Date of Withdrawal
The date on which a student files written notice of withdrawal with the Office of the Registrar is the date used in determining refund. Removing all courses from your schedule, therefore, leaving the university

Drop (dropping a course)
Removing a course or courses from your schedule while keeping one or more classes on or before the university’s last day of drop/add for a specific semester or term. Dropping a course after the drop/add deadline will result in a withdrawal.

Refund
There are two types of refunds:

  • Credit balance refund – The amount of money left over after all of your scholarships, grants, and federal and private student loans are applied toward tuition, fees and other direct educational expenses for the semester.
  • Refunds due to withdrawal/drops – A refund a percentage of tuition and fees to the student and/or the student’s financial aid funding sources according to the university’s refund schedule.

Refund Schedule
The schedule that the university has established to determine the pro-rated refund amount.

Withdrawal (from a course)
See def. Drop.

Withdrawal (from the university)
Withdrawal from the university is defined as leaving the university for the remainder of the semester and being officially removed from all classes.  The student must contact the student Development to complete the withdrawal process.

Responsibilities


Students
File appropriate forms for refunds and appeals.

Student Financial Services
Process refunds.

Financial Advisory Committee
Review student refund appeals.

RELATED INFORMATION


Related Policies & Procedures

  • Return of Title IV Funds

Related Legislation

History


Issued
2019-06-13