Return of Title IV, Higher Education Act (HEA) Policy
When a student applies and receives financial aid, the student agrees that all financial aid funds will be used for his /her education costs. If a student withdraws before completing the term, a portion of the financial aid must be returned to the federal, state and institutional programs from with they were funded. This return policy applies to any student who officially withdraws, unofficially withdrawals, or one who is dismissed from Texas Wesleyan University.
Students who withdraw from all classes before the first class day for each term are given a 100 percent tuition refund and classes do not appear on the academic record.
Beginning the first class day of each term, students are liable for tuition charges unless they take official action during the tuition cancellation period to drop classes. The Academic Calendar publishes the tuition cancellation dates for 100 percent, 75 percent, 50 percent and 25 percent refunds for each term. The last date to withdraw from a class is also published in the Academic Calendar for each term.
An official withdrawal occurs when the student intentionally drops all classes for a given term. Students who officially withdraw prior to completing 60 percent of the term have not “earned” all financial aid offered and a repayment calculation must be performed based upon a federally-mandated formula.
A withdrawal date is defined as one of the following:
- the date the student began the withdrawal process,
- the date the student otherwise provided the school with official notification of the intent to withdraw,
- the date the student stops attending classes based on attendance records at 6th,12th day and mid-term grade reports
If a student stops attending class, Texas Wesleyan University will use the Mid-point date of each term or the recorded last date of physical attendance as reported by faculty to determine the date of withdrawal.
The unearned portion (based on the percentage of the term remaining) of aid is returned to the lender or aid program. For example, if a student completes only 20 percent of the term, then he or she has failed to earn 80 percent of the financial aid that was disbursed or could have been disbursed, prior to the withdrawal.
If the return of funds creates a balance due, the student will be responsible for repayment to Texas Wesleyan University.
Unofficial withdrawal encompasses all other withdrawals where official notification is not provided to Texas Wesleyan University. When a recipient of financial aid ceases class attendance, without officially dropping their courses, Texas Wesleyan University must determine the amount of aid “earned.”
In this situation, the withdrawal date is the midpoint of the term or the last date of an academically related activity in which the student participated as documented by a professor.
When a student who is a recipient of Title IV loans or grants unofficially withdrawals from Texas Wesleyan University, after having begun classes during the period of enrollment, we must determine the amount of Title IV grant or loan funds that the student has earned up to the date of withdrawal. For these unofficial withdrawals (or stop-outs), the withdrawal date will be the mid-point of the term enrolled or the last date of physical attendance as stated by the professor of record or an authorized departmental representative.
Once grades are final for the term, the procedures listed below will be followed to determine the Return to Title IV:
- Office of Financial Aid and the Office of the Registrar will determine which students did not officially withdraw and failed to earn a passing grade in at least one course offered over the entire semester.
- The Office of Financial Aid will make at least three attempts to contact the student by phone or email to notify them of the unofficial withdrawal status.
- The Office of Financial Aid will determine the student's last date of attendance as the withdrawal date. This date will be the mid-point of the period of enrollment or the equivalent date for any academically related activity as provided by the professor of record.
- The Return of Title IV calculation is performed to determine the amount of federal financial aid the student has earned, if any, and the amount of any unearned federal financial aid for which the institution and the student is responsible to return.
- The calculation is determined by completing the DOE's Return to Title IV Funds Worksheet using the date of withdrawal based on the dates of enrollment.
- Texas Wesleyan will also post the withdrawal in the Colleague system to complete the withdrawal and make any adjustments on the student account if necessary.
- The Office of Financial Aid will return the amount of any unearned portion of the Title IV funds for which the institution is responsible within 45 calendar days from the date of the withdrawal date.
- The Office of Financial Aid will provide a letter to the student explaining any returns that have been made on his/her behalf.
Please note: applicable tuition refunds are only available in instances of official withdrawal. Unofficial withdrawals may result in unpaid balances for which the student is responsible.
If the withdrawal date results in a percentage of Federal Title IV aid not earned by the student the
Funds will be returned in the following order:
- Unsubsidized Federal Stafford Loans
- Subsidized Federal Stafford Loans
- Federal PLUS Loans
- Federal Pell Grants
- Federal Supplemental Educational Opportunity Grants (FSEOG)
- TEACH Grants
- Other Title IV Programs
- Other Federal, State, Private or Institutional Student Aid
- Unofficially withdrawing from the university may affect the student's future financial aid eligibility due to satisfactory academic progress.
Financial aid recipients are encouraged to contact the Office of Financial Aid prior to withdrawal to determine the effect of this action upon their financial aid.
If a student has accepted all financial aid and completed the verification process (if applicable) by the withdrawal date, but the financial aid did not disburse, the student may be eligible for a post-withdrawal disbursement. If the amount disbursed to the student is less than the amount the student earned, he is eligible to receive this post-withdrawal disbursement. Under such circumstance, an R2T4 calculation must be performed to determine whether the student is actually eligible for a post-withdrawal disbursement. The institution will make this determination within 30 days after the student withdraws.
To complete a post-withdrawal disbursement, the student must have accepted all his aid and completed verification if necessary before he withdrew. Texas Wesleyan must have originated all loans before the date of withdrawal. If the student is eligible for this type of withdrawal, we will send a notification to the student within 30 days after the student withdraws. The student has 14 days to respond to the post-withdrawal process we are offering him/her. If the student notifies Texas Wesleyan in writing, they agree to the post-withdrawal procedure, we will disburse the loan and complete the R2T4. If the student does not want Texas Wesleyan to process the loan, we will complete the R2T4 accordingly.
Satisfactory Academic Progress requirements include both a quantitative and qualitative measure of credit hours attempted vs. credit hours completed. Unofficial withdrawal from classes, failure to begin attendance or to successfully complete registered hours may affect future eligibility for financial aid.
For detailed information please review the Satisfactory Academic Progress policy.