Policy for the return of Financial Aid Received through Title IV Funds

Federal regulations require each educational institution of higher learning to have a written policy for the refund and repayment of aid received by students who withdraw from all classes during a term for which aid has been received. These policies are effective only if the student completely terminates enrollment (for example, the student voluntarily withdraws from all courses or is dismissed from all classes).

Attendance Policy

Concordia University faculty is expected to monitor and maintain an accurate attendance record for each student in each class taught. Faculty is required to supply attendance information promptly when requested by the Registrar's Office or when directed by the Provost.

Institutional Withdrawal Policy

Withdrawals and Drops

  1. A Return of Title IV (R2T4) Fund recalculation is required for any student that began attendance regardless of the drop date/census policy in effect.

    A student that never began attendance is considered a drop and a R2T4 calculation is not required

  2. A student that ceases attendance after the drop/add deadline that does not initiate an official withdrawal is considered an unofficial withdrawal and the financial aid office must conduct a R2T4 calculation. Faculty will be asked to provide last date of attendance (LDA) for each registered class.
  3. At the end of each academic semester, students with grades of "F" are subject to review to determine whether or not the student "earned" the grade based on completion of course objectives. Faculty will be asked to provide information regarding whether the student met the course objects and earned the grade of "F" or the student ceased attendance during the course and did not meet course objectives. In this instance a last date of attendance will be required for the R2T4 calculation.
  4. Graduate and degree completion program (DCP) faculty will report to the program director any student that has missed two consecutive weeks of class without notice from the student. The program director will attempt to make contact with the student to confirm their intent to remain in the program. If the program director is unable to make contact an administrative withdrawal will be processed. The financial aid office will conduct a R2T4 if applicable.

Withdrawal Procedures (Official and Unofficial)

Students seeking to withdraw from Concordia University are required to complete a withdrawal from. Traditional students must report to the Student Life Office to initiate the withdrawal process. Graduate and DCP students must notify and make a request to their advisor to begin the withdrawal process. Withdrawal information is provided to the registrar and financial aid office.

If a graduate or DCP student plans to withdraw only from the current course and return for the next scheduled class a written intent to return is required. This can be facilitated on the class withdrawal form under the section labeled "intent to return".

Notification must be received by the financial aid office as soon as possible (no later than 30 days) after the withdrawal date or the end of the academic term to ensure timely processing of a Return of Title IV Fund calculation.

Student Notification

The financial aid office will notify the student with the results of the R2T4 calculation as well as relevant information applicable to the withdrawal. This includes, but is not limited to, loan repayment and Satisfactory Academic Progress. Students will be notified of the amount of unearned aid that will be returned by the school as well as any Post-withdrawal disbursement amounts the student is eligible to receive.

Return of Ineligible Funding

Concordia University will return any unearned funding owed by the student resulting from the R2T4 calculation within 45 days of the date the school determined the student withdrew. Balances due to the university as a result of the funds returned are the obligation of the student.

Definitions

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 Pell Grant
  • Federal Supplemental Education Opportunity Grant (FSEOG)
  • TEACH Grant
  • Iraq and Afghanistan Service Grant
  • Perkins Loan
  • Federal Subsidized/Unsubsidized William D. Ford Direct Loan Program (DL)
  • Federal PLUS Loan

The calculation for the return of Title IV funds (and state funds, if applicable) is determined by the date that the student ceased attendance or withdrew from all classes. A student's withdrawal date is determined by:

  • The date the student officially notifies the institution of his/her intent to withdraw, or
  • The student's last date of class attendance or at an academically-related activity, or
  • The midpoint of the enrollment period for students who leave without notifying the institution (an unofficial withdrawal).

Earned federal aid

Federal law requires that, when a student ceases attendance or withdraws from all registered classes during an enrollment period, the amount of financial aid assistance "earned" up to that point is determined by a specific formula.

The enrollment period for a program measured in credit hours is one semester. The amount of financial aid earned by the student is determined on a pro-rata basis. For example, a student completes 40% of an enrollment period prior to withdrawing from all courses will have earned 40% of the amount of federal aid they were entitled to receive for the payment period. The earned portion of aid is used (except Federal Work-Study earnings if applicable) to pay any outstanding charges that remain on the student's account.

The student may be eligible for federal funds that have not been disbursed to the student account prior to the date the student ceased attendance or withdrew. In this event a R2T4 calculation may indicate eligibility for post-withdrawal disbursement(s). The financial aid office must notify a student of eligible amounts of funding. The student must formally accept a post-withdrawal disbursement before it can be paid by the school.

Students that complete 60% or more of their enrollment period is eligible to receive aid for the whole academic payment period.

Return of funds allocation

In accordance with federal regulations, financial aid funds are returned in the following order, if applicable:

  1. Unsubsidized DL
  2. Subsidized DL
  3. Perkins Loan
  4. Direct PLUS Loan
  5. Federal Pell Grant
  6. Federal SEOG
  7. TEACH Grant
  8. Iraq and Afghanistan Service Grant
  9. Other Title IV programs
  10. Other state, private and institutional aid
  11. Student

Institutional and student responsibilities

Concordia University is responsible for the following as they relate to return of Title IV/state funds:

  • Provide each student with the information written in this policy
  • Identify students who are affected by this policy and complete the Return of Title IV and/or state funds calculation in accordance with federal and state regulations
  • Return any Title IV funds and state funds to the appropriate program(s)

The student is responsible for the Return of Title IV/State funds when:

  • Title IV funds were disbursed directly to the student and the student was determined not to have earned those funds in accordance with federal and state regulations.

All policies are subject to change as may be required by federal and state regulations

For additional information regarding the Federal Title IV refund policy, please contact the Student Financial Services at 800-535-5494, ext. 7270 or finaid@cune.edu.