Refunds for Dropped Courses and Withdrawals Policy

Steward
Vice President of Finance and Facilities
Category
Student policies
Effective date
June 11, 2013
Last content update
December 12, 2013

Policy

Minnesota State system Board Policy 5.12 Tuition and Fee Due Dates, Refunds, Withdrawals and Waivers outlines the requirements for tuition and fee due dates, refunds, withdrawals and waivers.

Refund for Dropped Classes

Dropping a course refers to officially canceling a registration before midnight on the fifth day of the term (drop/add period). Dropped courses usually qualify for a refund and do not appear on the student’s transcript. Term courses starting after the drop/add period (late start class) may be dropped within one business day after the first meeting date of the class. A business day is typically defined as occurring Monday through Friday.

Refund for Withdrawing from Classes

Withdrawing from a course refers to canceling a registration after the first five business days of the term or after one day past the first meeting day of a late start class. When a student withdraws from an individual class but is still attending other classes, no refund will be given for the withdrawn class. The financial obligation remains for the seat in the class that was reserved for the student during the registration process.

If a student registers for a class and never attends at least one class session, the financial obligation for the class remains and the student’s financial aid status must be recalculated. This could result in repayment of any financial aid to the college for any payments already received. Students are responsible for checking online to make sure their class has been dropped or marked as a withdrawal.

Per Federal regulations, students who withdraw on or before the 60th percentage point-in-time of the term are required to return a portion of the aid received. Withdrawing before the 60th percentage point-in-time of the term means that a student has not earned percent of the student aid provided. Students who have received financial aid as a credit to their account or as a cash payment may end up owing the college for unpaid charges and/or the U.S. Department of Education for overpayment. The college will attempt to collect in either instance. This policy applies to Federal Pell Grants, Federal SEOG, Federal Stafford Loans, and Federal Parent Loans.

If a student must withdraw from all of their courses with the college after the drop/add period in a term, a student may be entitled to a refund of tuition and fees based on the following schedule:

Fall and Spring Terms

Total Withdrawal Period                                   Refund %

1st through 5th business day of term                             100
6th through 10th business day of the term                    75
11th through 15th business day of the term                  50
16th through 20th business day of the term                  25
21st business day and after of the term                           0

Summer and other terms at least three weeks but less than ten weeks in length

Total Withdrawal Period                                   Refund %

1st through 5th business day of the term                    100
6th through 10th business day of the term                  50
11th business day and after of the term                         0

Short session courses less than three weeks in length

Total Withdrawal Period                                   Refund %

1st business day of the term                                           100
2nd through 3rd business day of the term                    50
4th business day and after of the term                            0

Exceptions to the Refund Policy

A 100 percent refund will be given if a student’s class schedule is reduced for the convenience of the college, or if there was a college error. Requests for a refund due to student injury or illness must be submitted to the Registrar’s office by completing the Student Appeal form, including any necessary documentation. A partial refund may be considered, at the discretion of the college, due to significant personal circumstances. This request also must be submitted to the Registrar’s office by completing the Student Appeal form.