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Withdrawal from Augustana

2013-14 FINALIZED 2-3-14 

When a student withdraws from all classes during a term, it is the college’s responsibility to determine the student’s withdrawal date for the return of federal Title IV financial aid and the refund/cancellation of charges and non-federal financial assistance.

Official Withdrawal

To be officially withdrawn, a student must notify the college of his/her intent to withdraw by contacting the Office of Student Services, Founders Hall 104. The with­drawal date is the date the student notifies the Office of Student Services of his/her intent to with­draw and/or begins the withdrawal process by completing a withdrawal form.

Unofficial Withdrawal

If a student ceases attendance without providing official notification to the college, the withdrawal date will be the midpoint of the term. However, the college may use as the withdrawal date the student’s last date of attendance at an academically related activity, as documented by the college.

Requests for exceptions to the official withdrawal date and the unofficial withdrawal date must be made in writing to the Dean or Associate Dean of Students (Founders Hall 104). Exceptions may be granted for reasons such as illness, accident, griev­­ous personal loss, or other such circumstances beyond the student’s control. The Dean or Associate Dean of Students may determine a withdrawal date related to that circumstance.

Students who wish to return after withdrawal should contact the Dean of Students.

Refund of Charges

Tuition/Fees

A student, who officially withdraws from Augustana, may receive a full or partial refund (credit) for tuition and fees according to the following schedule of charges computed from the first official day of the academic term:

Days 1-2—No charge (100 percent refund).

Day 3 and Beyond —The calculation is based on the charges for the period of enrollment comp­let­ed. The percentage is computed by dividing the total number of calendar days remaining in the term into the total number of calendar days in the term, as of the date of student withdrawal. If the withdrawal occurs after 60 percent of the term is completed, no refund is given. (The three-term average is used for the total calendar days in the term.)

Room/Board

The refund calculation is based on a per diem usage. The percentage is computed by dividing the total number of calendar days remaining in the term into the total number of calendar days in the term, as of the date of student withdrawal. If the withdrawal occurs after 60 percent of the term is completed, no refund is given. (The three-term average is used for the total calendar days in the term.)

Resident students are to vacate their assigned rooms within 48 hours of initiating the withdrawal. A per diem room charge will be assessed directly to the student for each day the room is occupied beyond the official withdrawal date. Neither financial assistance nor the refund of charges will apply to these charges.

When a student is no longer enrolled, has personal property in one of Augustana's residences and has not received permission for the property to remain at the location, Residential Life staff will make arrangements to pack and store the property for the remainder of the term. A per hour charge for packing will be placed on the student's account. The property will be discarded on the last day of final exams for that term.

Return of Title IV (Federal) Financial Assistance

If a student receives federal financial assistance, a portion of these funds may be returned to the programs based on a pro-rata basis. This calculation is based on the period of enrollment completed. The percentage is computed by dividing the number of calendar days remaining in the term into the total number of calendar days in the term, as of the date of student withdrawal. The percentage of federal assistance to which the student is entitled (earned) is equal to the percentage of the term completed, up to 60 percent. If the withdrawal occurs after 60 percent of the term is com­pleted, the student is considered to have “earned” 100 percent of the federal aid disbursed. (Federal Work Study funds are excluded from the Return of Title IV Funds requirements.) Please note the actual number of days in the term is used in this calculation.

When a student receives more Title IV assistance than the amount earned, the institution, student, or both are required to return the unearned funds as required in the following order:

  1. Unsubsidized Federal Stafford Loan
  2. Subsidized Federal Stafford Loan
  3. Federal Perkins Loan
  4. Federal Plus Loan received on behalf of the student
  5. Federal Pell Grants
  6. Academic Competitive Grant
  7. National SMART Grant
  8. Federal SEOG funds
  9. TEACH Grant
  10. Other Title IV assistance

Refund of Illinois Monetary Award Program (MAP Grant)

A student may receive MAP Grant payment for costs incurred up to the term award provided the college’s tuition refund policy indicates the student has incurred charges in the amount of the claim.

Refund of Augustana Institutional Financial Assistance

Institutional assistance includes Augustana grants and scholarships. The refund/cancellation of institutional assistance follows the pro-rata policy (up to total tuition and fee charges) for the cancel­lation of institutional charges. If a student withdraws prior to the 60 percent period of the term, a pro-rated (total calendar days completed divided by total calendar days in the term) portion of his/her institutional aid will be returned to the program(s) from which the student received funds. If the withdrawal occurs after 60 percent of the term is com­pleted, there is no cancellation of financial assistance.