Withdrawal Class University Refund and Return

	Withdrawal from Class
	Withdrawal from the University
	Refund and Return of Federal Funds Policy Refund for Dropped Courses Refund for Complete Withdrawal from the University or SD Board of Regent University Consortium Enrollment Refunds of Residence Hall and Food Service Fees Refunds for Books Military Service - Withdrawal Without Penalty

Class - A student may withdraw from a class any time from the end of the official drop/add period until the date published as last day to withdraw in the academic calendar. Students who withdraw during this time period earn a “W” in the course. The “W” grade does not affect the student’s grade point average. Students are not allowed to withdraw from specific classes after that time except under extenuating circumstances and only with the approval of the Vice President for Academic Affairs. Anticipated course failure does not constitute an extenuating circumstance.

University - When a student withdraws from all their courses in any academic term, they also withdraw from the University. If a student is enrolled at more than one Board of Regents institution, the student must withdraw from all courses at all institutions. DSU students must contact the Office of Student Services, located in the lower level of the Trojan Center, (605) 256-5121 to initiate a withdrawal from the University. All appropriate university offices will be notified of that withdrawal.  The effective date of withdrawal is the date the student initiates the withdrawal process officially, either verbally or in writing, with the Office of Student Services at DSU. The appropriate office at all institutions enrolled will be contacted by DSU Enrollment Services to complete the withdrawal process. Failure to officially withdraw will result in failing grades in all courses, forfeiture of any possible refund of charges, and impacts federal financial aid eligibility.  Additionally, a student is withdrawn from the University if classes have begun and the university has administratively withdrawn the student for reasons such as non-payment of tuition and fees, disciplinary sanctions, etc. For more information on Refund Eligibility following withdrawal from school, see the Refund and Return of Federal Funds policy section of this document.

Refund and Return of Federal Funds

A. Refund for Dropped Course - A student receives a 100% refund of tuition and
                fees for dropped courses within the drop/add period as outlined in the university
                class schedule per term. Any course meeting during a standard semester which
                meets for less time than the standard semester shall be treated as a non-standard
                semester course for refund purposes.  No refund shall be provided for courses
                dropped after that time by other than administrative action.  Courses offered
                during summer school session are considered non-standard courses. The refund
                schedule for non-standard terms of enrollment is outlined in the academic
                calendar for that term.

B. Refund for Complete Withdrawal from the University or SD Board of Regent University Consortium Enrollment

• The South Dakota Board of Regents Refund Policy determines the refund”
  calculation used for any student withdrawing from the university (or SD
  Board of Regents consortium enrollment) during the first sixty percent
  of the term. 
• Students who withdraw, drop out, or are expelled from the institution 
  within the drop/add period of the term, first through the seventh day of the
  enrollment period, receive a 100% refund of tuition and fees. 
  Exception: Students with a room contract and or a Food Service Meal Plan
  who withdraw from the institution will receive a proportional refund at the
  time of withdrawal up to the 60% point after which no refund is available. 
• Students who withdraw, drop out, or are expelled from the institution after
  the seventh day of a standard term of enrollment for which they are
  assessed, may be entitled to a refund as set forth in the University catalog.
  Also, see the exception noted above.
• Students who withdraw after sixty percent of the term has been completed”
  receive no refunds. 

1.     Students Who Do Not Receive Federal Title IV Financial Aid - Students who
              do not receive Federal Title IV financial aid and withdraw from a university may
              be entitled to a refund of tuition and fees and institutional charges calculated
              through sixty percent of an enrollment period.  The refund shall be determined
              by computing the percentage of an enrollment period remaining after the date of
              withdrawal times the tuition and fees and institutional fees originally assessed
              the student. Dates of withdrawal will be determined in the same manner as is
              done for students receiving Title IV federal financial aid.  At no time will refunds
              be awarded after the 60% point of the enrollment period.

2.     Students Who Receive Federal Financial Aid - The U. S. Department of
              Education requires all institutions to use the Return of (Federal) Title IV Funds
              Regulation as our policy used in calculating refunds for students who receive
              Federal Title IV student financial aid withdrawing from school during the first
              sixty percent of the term.  Title IV funds refers to the federal financial aid
              programs authorized under the Higher Education Act of 1965 (as amended) and
              includes the following programs: Federal Stafford Loan, Unsubsidized Stafford
              Loans, Parent Loans for Undergraduate Students (PLUS), Federal Perkins Loans,
              Federal Pell Grants, Federal Supplemental Grants and other Title IV Assistance. 

A student’s withdrawal date is 1). When the student began the withdrawal process or officially notified DSU of intent to withdraw by contacting the DSU Office of Student Services; or 2). The Office of Student Services becomes officially aware the student ceased attendance without providing written notification to the university because of illness, grievous personal loss, other such circumstances beyond the student’s control, the date on which the university determines is related to that circumstance; or 3). The date the student fails to meet the terms of a repayment agreement while maintaining his or her eligibility for Federal funds; or 4). The midpoint of the period for a student who leaves without notifying DSU; or 5). The date on which a student begins an academic leave of absence (DSU does not have academic leaves of absence) or 6). At DSU’s option, the student’s last documented date of academically-related activity.

Return of Title IV Funds is based on “earned” and “unearned” financial aid as related to the period of time the student is enrolled.  Institutional charges comprise the amounts that had been assessed (paid or unpaid) and are not used in determining the Return of Title IV funds for a withdrawing student.  During the first 60% of the period (academic term) a student “earns” Title IV funds and other applicable aid on a  per diem prorated manner based on a percentage of the enrolled period by dividing the number of days a student attended by the number of days in the period. Calendar dates are used, except breaks of at least 5 days are excluded from the calculation. A student who remains enrolled beyond the 60% point earns all aid (100%) for the period.

The “unearned” Title IV funds must be returned to the aid programs.  Unearned aid is the amount of disbursed Title IV aid that exceeds the amount of Title IV aid earned based on attendance in the enrollment period.  Uncoverable charges are derived from the unearned percentage calculation for the period multiplied by the institutional charges.

Repayment of unearned aid is first paid by any unearned (refunded) institutional charges. The student owes the difference between the total unearned amount and the refunded institutional charges.

Return of (Federal) Title IV funds , by programs disbursed, are allocated in the following order: Unsubsidized Federal Stafford Loan, Federal Stafford Loan. Federal Perkins Loan, PLUS Loans, Federal Pell Grant, Federal Supplemental Grant, other Title IV assistance, other federal sources of aid, other state, institutional, and private aid, and last to the student.

Responsibilities

q    DSU is responsible for providing information on the Return of Title IV Funds”
              policy and procedure to students.  Procedures for 100% withdrawal from DSU”
              are available in the Office of Student Services which includes steps to exit the”
              university and to document your official withdrawal date.  DSU is also
              responsible to complete calculations of the Return of Title IV Funds for federal
              financial aid recipients who are withdrawing from DSU and to return any
              Title IV funds to the respective (Federal) Title IV fund accounts.

q    The student is responsible to repay any Title IV funds that the student was”
              determined to be ineligible for via the Return of Title IV funds calculation.  

C.    Return of Title IV Funds -

Federal Financial Aid Recipients - Institutions are required by the U.S. Department of Education to use the Return of (Federal) Title IV Funds Regulations as our policy in calculating refunds for students withdrawing from school who are receiving Federal student financial aid. This regulation is based on “earned” and “unearned” financial aid as it related to the period of time the student si enrolled. Institutional charges comprise the amounts that had been assessed (paid or unpaid) and are not used in determining the Return of Title IV Funds for a withdrawing student. During the first 60% of the period a student “earns” Title IV funds and other applicable aid based on a percentage of the enrolled period by dividing the number of days a student attended by the number of days in the period. A student who remains enrolled beyond the 60% point earns all aid for the period and no return is required. For more information and examples of Return of Title IV Funds related to withdrawal see the DSU Catalog.

Return of Title IV Funds Examples

Example A: Student withdraws on the 27th of a 108-day period for a 25% earned financial aid disbursement.  The institutional charges were $1,600. The total Title IV aid disbursed was $2,400, with $1,600 going to institutional charges and $800 going to the student.

Earned aid :   $2,400 (aid disbursed) x .25% = $600

Unearned aid to be returned: $2,400 - $600 = $1,800

Unearned percentage: 100- 25% (earned) = 75% unearned

Uncoverable charges: 75% (unearned) x $1,600 (charges) = $1,200

The institutional share is the lesser of $1,800 (unearned aid to be returned) and
                $1,200 (uncoverable charges). 

The student’s share is $1,800 (unearned aid) - $1,200 (uncoverable charges) = $600

Thus, the total $1,800 Return of Title IV Funds has the institutional share of  $1,200
                (75% of $1,600 used for payment) and the student share of $600 (75% of $800
                paid to student).  

Example B: Same as A, except the student withdraws on the 65th day of a 108 day period (60.2%). No Return of Title IV Funds calculation is needed since the withdrawal date is after the 60% point of the enrollment

D.  Refunds of Residence Hall and Food Service Fees

1. Residence Hall Fees -  Students with a room contract who withdraw from
         the institution will receive a pro-rata refunds for the entire semester.

2. Food Service Fees - Students with a food service contract who withdraw
         from the institution will receive a proportional refund at the time of
         withdrawal up to the sixty percent point after which no refund is available.
         The balance of flex plan dollars will be refunded at 100%.

                1)     New books with no markings or writing - 100% of purchase price
                2)     New books with highlighting or writing - 75% of purchase price
                3)     Books purchased used - 100% of used price

Books must be returned within the semester. Normal campus refund policies apply to books that are not returned prior to the end of the semester.

  F. Military Service _ Withdrawal Without Penalty

Students required to withdraw from state supported institutions before completing a semester may receive credit or refund privileges if they are regularly enrolled and belong to a military unit called for duty or are drafted and not eligible for deferment, and, the discontinuance of class attendance is on the last practicable day before reporting for duty as determined by the college or university in which they are enrolled.  Eligible students who are required to report for military duty not earlier than four 4 calendar weeks prior to the date a semester ends as stated in the official catalog of the institution, or after completion of at least seventy-five per cent 75% of the enrollment period in a non-standard semester course, may, when authorized by the instructor, be given full credit for all courses for which they have an average of “C’ or better. Eligible students who receive credit or an incomplete for any course for which they are enrolled shall not be entitled to any refund of tuition or fees paid.  Eligible students who do not receive an incomplete or credit for a course in which they are enrolled shall be entitled to a full refund of tuition and academic fees.

Options for Final Grades and Refunds

Weeks Remaining in Standard Term

Note: Course Grade is as determined by the instructor, either the grade to date or the final grade earned to date.