Institutional Charges and Financial Aid Refund Policy

Institutional Charges and

Financial Aid Refund Policy

All institutional financial aid will be refunded according to the institu-

tional charges refund schedule shown below. In other words, all UE

financial aid will be refunded according to the 100 percent, 80 percent,

60 percent, 40 percent, or 20 percent determination during the first

four weeks. After four weeks, there are no refunds for such aid.

Institutional Charges: Tuition, on campus room and board, and

the following fees: activity, registration, services, applied music, and

any mandatory course related fees (course related fees are non-

refundable after start).

Non-Institutional Charges: All other fees and costs (special fees,

books, insurance fees, off-campus living expenses, transportation

expenses, and the like).

The amount of institutional charges that will be refunded is deter-

mined as follows:

Studentswhowithdrawonorbeforethefirstdaywillreceivea

100 percent refund.

Studentswhowithdraworleavewithinthefirstweekofclass

will receive an 80 percent refund.

Studentswhowithdraworleavewithinthesecondweekofclass

will receive a 60 percent refund.

Studentswhowithdraworleavewithinthethirdweekofclass

will receive a 40 percent refund.

Studentswhowithdraworleavewithinthefourthweekofclass

will receive a 20 percent refund.

Afterfourweeks,therearenorefundsfortheabovelistedinsti-

tutional charges.

ADMINISTRATIVE FEES

Official Withdrawals

StudentswhoofficiallywithdrawfromtheUniversitywillbeassessed

a $100 administrative fee.

Unofficial Withdrawals (Walkaways)

Studentswhosimply“walkaway”duringasemesterwithoutoffi-

cially withdrawing, and who earn all Fs or lncompletes, will be

assessed a $500 administrative fee.

Institutional Aid Refund Policy

Dropping Below Full-Time:Studentswhodrop/withdrawfroma

course(s) during the first 4 weeks who remain enrolled but whose

enrollment status becomes less than full-time will not be eligible

for any University scholarships or grants.

Withdrawing From All Classes: Studentswhowithdrawfromall

courses within the first 4 weeks will have their institutional scholar-

ship and grants reduced according to the University’s Institutional

Tuition Refund Policy.

State Aid Refund Policy

The Indiana Commission of Higher Education (CHE) policy for refunds

dictates that to be eligible for these awards, a student must be enrolled

full-timeattheendofthepublishedadd/dropperiod.Hence,ifa

student completely withdraws from the University before the end

oftheadd/dropperiod,thestudentisnoteligibleforthestateaward,

and the University must return 100 percent of the semester’s award

toCHE.Aftertheadd/dropperiod,thestudent’sstateaidwouldbe

100percentearned.Stateaidthatrequiresfull-timeenrollmentcon-

sistsoftheFreedomofChoiceAward,StudentPerformanceIncen-

tives,Twenty-firstCenturyScholarship,MitchDanielsScholarship,

theMinorityTeacherScholarship,andtheNextGenerationHoosier

EducatorsScholarship.

Veterans Benefits Refund Policy

TheU.S.DepartmentofVeteransAffairsrequiresallchangesof

enrollmenttobecertifiedwithin30daysofaction.ForVApurposes,

the effective date is the date the student withdrew or dropped the

course.TheU.S.DepartmentofVeteransAffairswillprocessthe

information regarding change of enrollment and may establish a

debt on the student, based on the effective date of the change. It is

the responsibility of the student to satisfy any debt established on

thestudentbytheVA.

Studentswithdrawingfromallcoursesinasemesterwillhavethe

current, and any future certifications terminated. If the student com-

pletely withdraws on or before the first day of the term, the Uni versity

of Evansville will return the tuition and fees payment received, directly

totheVA,uponreceiptofschooldebtletter.Ifthedateofcomplete

withdrawal is after the first day of the term, any credit bal ances that

result from a refund of institutional charges will be issued to the stu-

dent. In this case, the student will receive a debt letter from the

DepartmentofVeteransAffairswithbalancedue.

For students dropping a course(s), an enrollment update will be sub-

mittedtotheVA.Tuitionandfeesarereportedspecifictotheremain-

ing credit hours, as if those were the only courses taken during the

entireenrollmentperiod.TheVAwilldetermineifthechangein

hours/chargesrequiressomepercentageofrepaymentfromthestu-

dent. If debt is established, the student will receive a debt letter from

theDepartmentofVeteransAffairswithbalancedue.

Tuition Assistance: The University of Evansville will return any

unearned TA funds on a prorated basis through at least the 60%

portion of the period for which the funds were provided. TA funds are

earned proportionally during an enrollment period, with unearned

funds returned based upon when a student stops attending. These

funds are returned to the military service branch.

In addition, when a service member stops attending due to a military

service obligation, the university will work with the affected service

member to identify solutions that will not result in student debt for

the returned portion.

MilitaryTuitionAssistanceProgramRefundPolicy/Schedule:

Studentsreceivingfundsfromthetuitionassistanceprogramwho

withdraw from the University of Evansville will have their tuition

assistance funds reduced as follows:

16-week semester

On or before the first day of classes 100%

Seconddayofclassthroughtheendofthefirstweek 90%

Secondweekofclasses 80%

Third week of classes 70%

Fourth week of classes 60%

Fifth week of classes 50%

Sixthweekofclasses 40%

Seventhweekofclasses 30%

Eighth week of classes 20%

Ninthweekofclasses(60%coursecompletion) 10%

After the 60% point of the semester 0%

Thefundswillbereturnedtothetuitionassistanceprogram/payer.

Other financial aid will be refunded according to the University’s Insti-

tutional Charges and Financial Aid Refund policy.

Studentdebt,resultingfromthetuitionassistanceprogramrefund

calculationoutlinedabove,willbeeligiblefora12-monthequalinstall-

ment payment plan to satisfy the adjusted balance.

Chapter 31 and 33- Post 9/11 GI Bill

Benefits: The University

of Evansville will permit any covered individual to attend and participate

in the course of education during the period beginning on the date on

which the individual provides to the educational institution a certificate

of eligibility for the entitlement to educational assistance. In addition,

the university will not impose any penalty, including the assessment

of late fees, the denial of access to classes, libraries, or other institu-

tionalfacilities,ortherequirementthatacoveredindividualborrow

additional funds on ay covered individual because of the individual’s

inability to meet his or her financial obligation to the institution due to

thedelayofdisbursementfundingfromVAunderChapter31and33.

GIBill

isaregisteredtrademarkoftheUSDepartmentofVeterans

Affairs(VA).Moreinformationabouteducationbenefitsofferedby

VAisavailableattheofficialUSgovernmentwebsiteat

www.benefits.va.gov/gibill.

Federal Aid Refund Policy

StudentsareencouragedtomeetwiththeOfficeofStudentFinan-

cialServicesbeforechangingenrollmentbydroppingacourseor

withdrawing from the University so they can be informed of the

financial impact of their enrollment changes. Enrollment is set at

theendoftheadd/dropperiodeachterm.Studentsmustbegin

enrollmentinallcoursestobeeligibleforFederalPellGrantfunds

and in at least one course to be eligible for all other aid.

I. ALL PROGRAMS, EXCEPT CENTER FOR THE

ADVANCEMENT OF LEARN ING

This policy applies to all University programs, except those

administered by the Center for the Advancement of Learning

(CAL)andoperateonadifferentacademiccalendar.Students

enrolled in one of the University’s CAL programs should refer to

section (II) for the CAL refund policy. Refund information for

summer is provided annually when summer course registration

information becomes available to students.

Dropping Below Full-Time

  DroppingaclassstartswiththeOfficeoftheRegistrar.When

a student drops a course(s) but continues as a part-time stu-

dent (fewer than 12 semester hours), the tuition refund will be

the difference between the initial billing and the revised billing

multiplied by the percentage refund as outlined in the Institu-

tionalChargesRefundPolicy.Studentswhodropbelowfull-

time during this refund period will have their eligibility for

financial aid recalculated. Enrollment for federal and state

financialaidwillbesetattheendoftheadd/dropperiodeach

term, and fed eral and state grants will not be adjusted after

this date.

If a student drops below full-time after the first four weeks of

the semester, there is no refund of charges or reduction of

financial aid.

Students Withdrawing from All Courses

The official withdrawal process begins in the Office of the

DeanofStudents.Thepolicythatdeterminesthereturnof

TitleIVfundsisdefinedbyfederalregulationandcalculates

earned fed eral financial aid on a per diem basis up to the 60

percent point in the semester. Federal financial aid that is con-

sidered“unearned”isreturnedtotheappropriatesource.The

amount of earned federal aid is calculated by dividing the

number of calendar days completed by the total number of

calendar days in the semester. A calendar is developed each

yearandmaintainedintheOfficeofStudentFinancialSer-

vices that outlines the percentage of federal aid earned during

the first 60 percent of the term. There are no refunds (or return

ofTitleIVfunds)ifthestudentattendsclassesafterthe60

percentpointasTitleIVaidisconsideredtobe100percent

earned at that point.

There are two parts to a refund determination when the student

withdraws from all classes.

  1. Refundofinstitutionalcharges.Thestudent’swithdrawal

date for institutional charges is the date the student submits

thecompletedwithdrawalformtotheDeanofStudent’s

Office. However, UE can determine a withdrawal date related

to extenuating circumstances for a student who:

   (a) leftwithoutnotificationbecauseofextenuatingcircum-

stances, or

   (b) withdrewbecauseofextenuatingcircumstancesbut

another party gave notification on the student’s behalf.

Extenuating circumstances include illness, accident,

grievous personal loss, or other such circumstances

beyond the student’s control. The dean of students

makes the determination in such matters.

2. Reduction (refund to the program) of institutional, state, or

federal financial aid. The student’s withdrawal date for

financial aid is determined based on whether the student

officially with drew from the University or stopped attending

(walked away). For those who officially withdrew, the with-

drawal date is the date the student begins the withdrawal

process with the dean of student’s office. For those who

stopped attending and failed all classes, the withdrawal

date is the latter of the midpoint of the semester, the date

the student last attended classes, or the last date of aca-

demically related activity such as taking a test.

II. CENTER FOR THE ADVANCEMENT OF LEARNING

If a student in the organizational leadership, university studies,

master’s of leadership, or master’s in public service administra-

tion program finds it necessary to completely withdraw from the

University before the end of a semester, the withdrawal process

begins in the office of the director of adult education where an

official date of withdrawal is determined for institutional charges

refund purposes. A student’s withdrawal date is determined

using the same process as for the federal financial aid refund

policy. The director of adult education may determine a different

withdrawal date for institutional charges due to extenuating

circumstances if such conditions exist and can be documented.

The University’s CAL institutional charges refund policy treats

each five-week course in the semester as a separate course.

Studentsregisterandarebilledforthesemesteratthebegin-

ning of the term, but refunds will be calculated based upon

thefive-weekcoursescompletedand/orthedate/timewhen

the withdrawal occurs. Full refunds for the semester will be

given if the student cancels the enrollment before attending

any class in the term. Refunds that occur during the semester

will be calculated as follows for each five-week course:

   Duringweekone75%refund*

   Duringweektwo50%refund*

   Duringweekthree0%refund*

All other information relative to the withdrawal process is

described in the regular policy and conforms to it.

Dropping Center for the Advancement of Learning

Courses in the Semester

Federal financial aid eligibility is established by attending class.

StudentswithFederalPellGrantsmustbeginattendancein

eachmodule.Becauseofthenatureofthefederalwithdrawal

policy, students who do not begin attendance in all modules

and successfully complete those modules may have their aid

proratedbasedonreturnofTitleIVfundsregulations.

III. RETURNING FEDERAL FINANCIAL AID TO

ACCOUNTS

Unearned federal financial aid will be returned in the following

order:

  FederalDirectUnsubsidizedLoan

  FederalDirectSubsidizedLoan

  FederalDirectPLUSLoan

  FederalPellGrant

  FederalSEOG

  TEACHGrant

  IraqAfghanistanServiceGrant

The amount of aid to be returned is determined by the Federal

TitleIVReturnofFundscalculationasprovidedbytheU.S.

DepartmentofEducation.

Any refunds of charges will be applied to the student’s account

and all adjustments for aid, loans, fines and non-refundable

fees or deposits will be made before eligibility for a cash refund

is deter mined. If there is a student account balance resulting

from the adjustments, the student is responsible for payment.

  SampleReturnofFundscalculationsareavailableintheOffice

ofStudentFinancialServices.

IV. STUDENT AND INSTITUTIONAL RESPONSIBILITIES

IN REGARD TO THE RETURN OF TITLE IV FUNDS

The University’s responsibilities include:

  (a) Providingeachstudentwithinformationabouttherefund

policy.

  (b) Identifyingstudentswhoareaffectedbythepolicy.

  (c) CompletingtheReturnofTitleIVfundscalculationfor

thoseaffected.Noticewillbesent/giventostudentwithin

30 days of the withdrawal date of the amounts that must

be returned to UE.

  (d) Returningfederalfinancialaidwithin45daystotheTitleIV

programs any funds that were disbursed directly to the stu-

dent and which the student was determined to be ineligible

forviatheReturnofTitleIVfundscalculation.

The student’s responsibilities include:

  (a) CooperatingwithUEinestablishingsatisfactoryrepayment

arrangements if it is determined that a repayment is due for

aPellGrantbecauseofthewithdrawal.

  (b) Returninghisorhershareofunearnedaidattributabletoa

loan under the terms and conditions of the promissory note.

  (c) MakingpaymenttotheUniversityforanystudentaccount

balance that results from the adjustments to the account.

Payment in full or payment arrangement should be made within 30

days of the student receiving notice of what is owed.

This policy conforms to the Federal Return of Title IV Funds (Sec tion

668.22) regulations of the 1998 changes to the Higher Education

Amendments. Title IV funds refer to the following federal financial aid

programs: subsidized and unsubsidized Direct Stafford Loans, Federal

Perkins Loans, Federal Direct PLUS Loans, Federal Pell Grants, Federal

SEOG, and TEACH grants. Federal work-study funds are excluded from

the refund calculation.

Cancellation of Housing

and Food Service Contracts

Whenastudentcompletelywithdrawsfromallclassesinthemid-

dle of the semester, UE housing and meal plan charges and refunds

aregovernedbytheInstitutionalChargesRefundPolicyas“institu-

tionalcharges.”However,thepoliciesgoverningneworcontinuing

studentswhoremainenrolledbutwishtocancelhousingand/or

meal plan charges are administered by the UE Office of Residence

Life.CompletionoftheHousingandMealPlanRegistrationon

WebAdvisorconstitutesalegalandbindingagreementbetweenthe

student and the University of Evansville. A personalized and dated

contract is generated upon completion of the online agreement on

WebAdvisor.Allhousingcontractsarebindingforthedurationofthe

academic year. There are specific provisions and restrictions regard-

ingcontractcancellationrequests.Informationregardingthesepoli-

ciesisfoundonlineatevansville.edu/residencelife,inthestudent’s

personal contract, and in the Residence Life Handbook.

UE Financial Aid

Credit Balance Refund Policy

Studentswhosefinancialaidresultsinacreditbalancewillreceivea

refund within 14 days of the credit balance occurring unless the credit

balance occurred before the term began, in which case, the refund

will be issued within 14 days of the start of the term. A student may

authorize UE to hold a credit on their account for future charges, but

all credits will be refunded at the end of the award year.

CreditbalancesthatresultfromaFederalParentPLUSLoanwillbe

refundedorheldpertheborrower’srequestonthePLUSLoanSup-

plemental form. Parents may choose to have the balance refunded

to them, refunded to the student, or held on the student account

for future charges.

Shouldacreditbalanceoccurastheresultofanoverpayment,the

excess will be refunded to the payer.

Refunds are processed automatically at least weekly once the term

begins and enrollment has been verified. If the student has elected

an electronic refund, it will be processed as a direct deposit into the

stu dent’s bank account, using bank information provided by the

student. If a student does not elect direct deposit, a paper check

will be issued and mailed to the student’s permanent home address.

Refundcheckswillbeheldforpick-upintheOfficeofStudent

FinancialServicesuponrequest.Unclaimedcheckswillbemailed

to the permanent home address after seven days.

Regardlessofanyauthorizationprovidedbythestudentand/or

parent, credit balances that resulted from a federal loan will be

refundedtothestudent/parentattheendoftheawardyearin

which they were disbursed.

Uncashed and unclaimed refund checks will be credited back to

the student’s account and the funds returned to the program from

which they came.

Payment Policy

A schedule is published annually listing registration, billing, and

payment dates. As a general rule, payment may be made in full or

under a two-payment plan. The two-payment plan carries a 1.5 per-

cent-per-month finance charge calculated on the month-end out-

standingbalance.(Copiesareavailableuponrequest.)

Responsibility of Charges

Studentsareresponsibleforallinstitutionalcharges.Ifanypayment

is not made when due, the entire balance, including accrued interest,

shall, at the discretion of the University of Evansville, become due

and payable on demand. In the event of any default, the student will

beobligatedtopayallcollectioncostsand/orattorneyfeesincurred

by the University of Evansville in the collection of these charges.

For more information about bills and payments, call the Office of

StudentFinancialServicesat812-488-2565.

Office of Student Financial Services

University of Evansville

1800 Lincoln Avenue

Evansville, Indiana 47722

812-488-2565

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