Minnesota West Policies
Chapter 5 - Administration
5.12 Refunds for Dropped Courses and Withdrawals
Subpart A. Refunds for Dropped Classes
For terms three weeks or greater in length, the drop period is five business days, starting with the first day of the term not the first day the class meets. A 100% refund of tuition and fees shall be provided to a student who drops on or before the fifth day of a term. For purposes of this policy, a term is defined at fall semester, fall late start, spring semester, spring late start, Maymester, summer session I and summer session II.
For courses 3 weeks or greater in length that do not start during the first five days of a term, as defined above, the drop period is one business day after the first day of the class. A 100% refund of tuition and fees shall be provided to a student who drops the first business day after the first day of the class. If dropped credits are used to determine the student's status for payment of financial aid, the student's status will be recalculated. Repayment of financial aid can be the result of the recalculation if the student has already received payment.
For courses less than 3 weeks in length,students have one business day after the first class meets in which to drop classes without obligation. If dropped credits are used to determine the student's status for payment of financial aid, the student's status will be recalculated. Repayment of financial aid can be the result of the recalculation if the student has already received payment.
Students who register for classes and never attend will have their financial aid recalculated. Repayment may be the result of this recalculation if the student has already received payment. Students who are obligated for dropped classes can petition to apply the amount of the tuition and fees for the dropped class to cover the cost of an added class for the same term. Students must also petition for a recalculation of financial aid for a course exchange. If the exchange of credits is not credit for credit, financial aid may be adjusted. Refunds of fees are at the discretion of the College if the College incurs the cost up front for these fees.
Federal regulations require that students who have received Federal financial aid and withdraw before completing the semester return a portion of the money received because they have not earned the total amount received at the beginning of the semester. Students considering withdrawing from the college should consult a counselor or financial aid staff person before leaving the college.
Subpart B. Refunds for Withdrawals
The drop/add period will end on the fifth day. Students will be allowed to withdraw from classes through the date on which eighty percent (80%) of the days in the academic semester have elapsed. For courses not on a standard academic semester schedule, the final date for official course withdrawl shall be the date on which eighty percent (80%) of the instructional days for the course have elapsed. Students deciding to withdraw from the college after registering for classes must officially withdraw with the campus Student Services office. A course from which the student withdraws during the withdrawal period will appear on their academic transcript with a W, and will count against completion percentage for Satisfactory Academic Progress.
Attendance will be taken after the 60% point of the term. Students in attendance after the 60% point will be considered to have earned all financial aid.
Minnesota West will refund tuition and fees for students who totally withdraw in accordance with the following schedule:
1st to 5th class day - 100%
6th to 10th class day - 75%
11th to 15th class day - 50%
16th to 20th class day - 25%
After the 20th class day - 0
Summer sessions and other terms at least three weeks but less than ten weeks in length:
1st to 5th class day - 100%
6th to 10th class day - 50%
After the 10th class day - 0
Terms less than three weeks in length:
1st class day of term – 100%
2nd and 3rd class day of term – 50%
After the 3rd class day – 0%
All tuition and fees are due no later than the 1st day of class.
The Minnesota State Grant recalculates throughout the term and may result in a student either receiving more funding, or having to return funding. Any student considering withdrawing from a class or classes should speak with their campus financial aid assistant to determine both the academic and financial effects of a withdrawal.
Subpart C. Administrative Withdrawals
The College reserves the right to administratively withdraw students for non-attendance. There will be no reduction in tuition and fees.
Subpart D. Withdrawals and Return of Financial Aid Funds
Any student who receives Federal Financial Aid (Title IV aid) and withdraws from all classes is entitled to aid based on the percentage of the term he/she completed. Students completing greater than 60 percent of the semester are considered to have earned their financial aid for that period of enrollment. Unearned aid is calculated by the school and will be returned to the Department of Education. This includes Unsubsidized and Subsidized Direct Loans, Perkins Loans, PLUS Loans, Supplemental Education Opportunity Grant and Pell Grant (in this order).
If a student has been disbursed unearned aid, he/she must repay it. If a student has earned aid which has not been disbursed, he/she is eligible to receive those funds as a post-withdrawal disbursement. Title IV grant funds will be disbursed as a post-withdrawal disbursement within 45 days of the date the school determined the student withdrew. Loan funds accepted by a student will be disursed within 180 days of that date. If an unpaid balance exists, all aid sources will be repaid before any funds are returned to the student. When the college returns funds that were applied to the student's account, a balance due may result. The student will owe that balance to the college.
The percentage of unearned aid is equal to the number of calendar days or hours remaining in the term (after the last date of attendance determined by the instructor) divided by the total number of calendar days or hours in the term.
A student’s last date of attendance is determined by the date recorded by the instructor. Federal funds are returned within 45 days of the school’s determination that the student withdrew.
Subpart E. Withdrawals and Return of non-Federal Financial Aid Funds
The Minnesota Office of Higher Education State Refund Calculation worksheet will be used to determine refunds for State Financial Aid and other non-Federal financial aid programs.
Approved by: Richard Shrubb, President
Date: July 1, 2003
History & Revision:
Revised on August 23, 2005
Revised on May 14, 2008
Revised on August 24, 2012
Revised on January 15, 2016 added Subpart D & E