The purpose of this page is to create a definitive venue for all students to review the effects of:
Likewise, it is also the intent of this page to provide critical information for Federal Financial Aid recipients of the impact of these three things.
Drop verses Withdrawal
Three Types of Withdrawals
There are three types of withdrawals. They are official withdrawals, unofficial withdrawals and partial withdrawals. The following is some specific information about each type of withdrawal.
The Official Withdrawal
The Unofficial Withdrawal
The Partial Withdrawal
Two Ways to Completely Withdraw from Class(es)
A student may completely withdraw by:
The Withdrawal Process
The student whose intent it is to withdraw from one or more classes can do so by withdrawing on the web or in person. See the following for more detail in each of these methods.
Withdrawing on the Web
Withdrawing in Person
For more information on specific dates see the section below entitled, “Important Dates in the Withdrawal Process".
Actions which are not considered as an official notification of withdrawal include:
The effective date of a withdrawal
To meet internal and federal requirements, it is important for the university to determine a specific date that the student withdrew from the school. The university will use the earliest of the following dates in its determination:
NOTE: Students are always encouraged to check with their advisors and/or instructors prior to withdrawing from classes so they are fully informed of any academic impact the withdrawal might have on them.
The Impact of Dropping and/or Withdrawing and Federal Aid
Federal funds are awarded to the student anticipating that the student will complete the class(es) for which he or she has registered in a given term. When a student does not complete the class(es), it is necessary for the university to review the aid the student received based on the classes from which the student has dropped or withdrawn. Students who completely withdraw from classes for any term are subject to the Return of Title IV (R2T4) refund calculation as dictated by federal regulations.
Prior to withdrawing from one or more classes, the student is encouraged to review the Return of Title IV (R2T4) information provided by the Student Financial Aid Office.
Partial Withdrawal of Classes and Federal Aid
Withdrawal of some, but not all the classes may affect your federal grant(s) if this partial withdrawal occurs within the first 15 days of the term. An undergraduate student who takes 12 hours or more is considered a full time student. If your withdrawal causes you to drop below 12 credit hours the following statuses apply:
The following chart is an example of how this would work for a Pell Grant Award recipient:
|Your EFC is "0"||Credit Hours||Pell Award||Reduction Totals|
Note: Classes with grades of “X” (No Participation) or “WX” (Withdrawal Acknowledged with No Participation) will reduce your Pell award regardless of when the class is dropped or graded.
For more information and detail on this subject go to Aid Recalculation on the Financial Aid Web Page.
Complete Withdrawal of Classes and Federal Aid
Withdrawal from all classes requires the university to recalculate the student’s aid. The process for recalculating the aid is referred to as a Return to Title IV or R2T4. Regardless of when you withdraw from the classes, this calculation is required. The calculation is designed to allow the student to keep the aid he or she has earned as a result attending and participating in the classes. Once it is determined how much aid the student earned, the rest of the student’s aid must be returned to the federal government. The student should be aware that this process:
Example: Bobby Bearcat withdrew from all his classes 24 days into the spring term. The Return to Title IV (R2T40 calculation determined that Bobby earned 31.6% of his aid (24 days attended ÷ 76 instructional days in the term). On behalf of Bobby the university had to return $1,439 of his federal aid. The result was that Bobby ended up owing the university that amount of money. A service block was put on his account, late fees accrued, and when his bill was not paid on time, all of his classes for the following term were dropped. Bobby now owes the university and cannot continue his education at the university until his bill is paid in full.
Modules and Federal Aid; Partial or Complete
Withdrawing from modules can be a partial or a complete withdrawal. Modules are any flex-class, flex-term, mini-term, mini-session where a class or classes in a program do not span the entire length of the school’s payment period used in disbursing federal grants and loans, or in other words, do not stretch from the first day of the term to the last day of the term.
Specifically, this is referring to the university’s A, B, C, D, E, and F modules students take during any term. Though typically many of those modules are only offered in the summer, F modules are offered year-around often to distance learning students. This chart uses the summer of 2011 to demonstrate the various modules offered by the university.
|11U.F (varies throughout the term)|
On October 29th, 2010, the Department of Education published final regulations on program integrity. These final regulations made some significant changes to the Title IV regulations. Tile IV funds affected by these regulations are Federal Pell Grants, FSEOG, assorted other grants and federal loans, i.e., Perkins and Stafford Loans.
One of the new regulations that will significantly change the way the university has done things in the past is referred to as R2T4 and Modules, which references the Return of Title IV (R2T4) Funds when the student withdraws from a modular term. This new regulation which was effective July 1, 2011basically states that a student is considered withdrawn when the student has not completed all the days he or she was scheduled to attend in the payment period.
To determine if the student is a withdrawal or not the government has given us three questions to ask and answer. They are:
Question 3 from the above set deserves its own explanation. The new regulation also states that the university is not required to treat a student who ceases to attend a modular class as a withdrawal if the student gives the university written confirmation of his or her intent to attend a later modular class in the term. The university’s web registration/withdrawal system is designed to record this written consent from the student.
Example: In a summer term, Bobby Bearcat enrolls in one 3 hour class each in the A, B and C modules. Bobby completes the A module class, but two days into the B module class he withdraws from it. To determine if this is a withdrawal, apply the 3 questions to it.
Had Bobby indicated it was his intent to take the C module class, and later chose not to attend it, his aid would be adjusted based on the date that he dropped the B module class.
Example: In a fall term, Bobby Bearcat enrolls in one 3 hour full term (parent-term) class and two distance learning modular class that each run back-to-back through ½ the term each. Bobby completes the first modular class, but drops the second modular class before it starts. To determine if this is a withdrawal, apply the 3 questions to it.
Example: In a fall term, Bobby Bearcat enrolls in three modular classes. Two of the classes run the first half of the parent-term and the third class runs the last half of the parent-term. Bobby completes the first two classes receiving passing grades in both, but does not attend the third class or second half of the parent-term. To determine if this is a withdrawal, apply the 3 questions to it.
Prior to 7/1/2011 neither the above first or third example would have been withdrawals. This new regulation makes it more important than ever for students to take only the classes they need and to finish those classes.
Not participating in classes and its Effect on Federal Aid
Withdrawals are not the only thing that can negatively impact a student’s aid. Students who are determined by their instructor to have not participated in a class may receive an X or WX grade. When a student receives either an X or WX grade the university is required to adjust the student’s aid as though the student never registered for that class or those classes. This adjustment is made regardless of whether the student has previously withdrawn. A student receiving X or WX grades in all their classes will have all their aid returned to the federal government.
In some more complex situations, usually at the end of a term when grades are posted, when a student has previously withdrawn and a R2T4 calculation has been completed the university is required to adjust the student’s aid based on any reported X or WX grade and recalculate the R2T4 based on the adjusted amounts.
Note: A student challenging an X or WX grade has 45 days after the end of the term to resolve that grade to be eligible to have their aid restored.
Avoiding or Minimizing Reduced or Returned Aid
The best way for a student to avoid losing part of all his or her aid is to enroll for only the classes they intend to take and complete those classes. The following are some additional suggestions:
Before the term begins:
After the term has begun: