Avila University
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Cancellation and Withdrawal
 of Enrolled Courses


The table below shows the criteria used to determine the last dates for cancellation or withdrawal from enrolled courses. The actual last date for cancellation or withdrawal is determined by the length of the course and/or the semester of the course. For questions, please contact the Registration and Student Records Office.

NOTE: The date the Change of Program form is filed in the Registration and Student Records Office is considered the official date for determining cancellation/withdrawal and tuition adjustments.
Last Dates for Cancelling, Withdrawing or Changing to Audit

SEMESTER AND LENGTH OF COURSE

CANCELLATION
(no records kept)
This applies whenever a course is dropped prior to its beginning
Withdrawal (“W” appears on transcript)
OR
change to audit (“AU” appears on transcript)

Semester-long course in the Traditional Fall or Spring Semester

The time periods for the adjustments commence with the first day of classes according to the academic calendar.

First Week

 

Last day of the tenth week of classes
(A withdrawal fee of $15 is assessed.)

Saturday-only Course in the Traditional Fall, Spring, or Summer Semester

Prior to the first class meeting

Before second Saturday
(A withdrawal fee of $15 is assessed.)

Summer Course in the Traditional Semester Less Than Four Weeks

Prior to the first day of class

Before second day of class
(A withdrawal fee of $15 is assessed.)

Summer Four-Week Course in the Traditional Semester

The time periods for the adjustments commence with the first day of classes according to the academic calendar.

Prior to the first day of the four-week summer session

Prior to the 14 th calendar day
(A withdrawal fee of $15 is assessed.)

Summer Eight-Week Course in the Traditional Semester

The time periods for the adjustments commence with the first day of classes according to the academic calendar.

Prior to the first day of the eight-week summer session

Prior to the 27 th calendar day
(A withdrawal fee of $15 is assessed.)

Weekend Intensive (one credit hour) Course - Traditional & Advantage

Prior to the first class meeting
(A withdrawal fee of $15 is assessed.)

NOT ALLOWED

Weekend Intensive (2-3 credit hours) Course - Traditional & Advantage

Prior to the second class meeting
(A withdrawal fee of $15 is assessed.)
Before second weekend
(A withdrawal fee of $15 is assessed.)

MBA Trimester Course

Prior to the second class meeting
(A withdrawal fee of $15 is assessed.)
Before the eighth week
(A withdrawal fee of $15 is assessed.)

Five-Week Education Graduate Certification Course

Prior to the first class meeting
(A withdrawal fee of $15 is assessed.)
Prior to the fourth class meeting
(A withdrawal fee of $15 is assessed.)

Eight-Week Avila Advantage Course

Prior to the first class meeting
(A withdrawal fee of $15 is assessed.)

Students may withdraw from an 8-week course with a grade of W before the sixth class meeting.

Appeal Policy
Students who feel their individual circumstances warrant an exception from the above-stated cancellation or withdrawal policy may appeal by submitting a signed appeal letter. The appeal letter should include a statement of the exception being requested, an explanation as to why an exception should be granted and appropriate materials to support the request for the exception. The signed letter and supporting materials should be sent to the Academic Affairs Office, Avila University, 11901 Wornall Road, Kansas City, MO 64145. Once all appeal materials are complete in the Academic Affairs Office, the appeal will be reviewed and the student will receive written notification of the decision.

Tuition Adjustments
As stated above, the date the Change of Program form is filed in the Registration and Student Records Office is the date used for adjustments to charges. FOR FINANCIAL AID ADJUSTMENT POLICIES, PLEASE SEE THE INFORMATION IN THE FOLLOWING SECTION. For questions on the tuition refund policies, please contact the Business Office.

Student Cancellation of Registration
A cancellation of enrolled courses will result in the cancellation of all tuition and fees. Students who cancel all courses will be assessed a cancellation fee ($100 for full-time; $25 for part-time) at the time of total cancellation. This will be assessed to the student’s account and any refund amount will be reduced by this fee.

Administrative Cancellation of Registration
Undergraduate students who do not cancel by the last cancellation date and do not attend any courses may be administratively cancelled. Administrative cancellations will result in a cancellation of tuition only. Fees are not cancelled or refunded. The student will be charged an administrative cancellation fee ($100 for full-time and $25 for part-time) at the time of administrative cancellation. If the student attends any classes, the student will not be administratively cancelled.

Graduate students who do not cancel their registration by 5:00 p.m. on the night of the first class and do not show up for class (unless special arrangements have been made) will be administratively cancelled from class. The administrative cancel will result in a refund of tuition only. Fees are not cancelled and the student will be assessed a $50 administrative cancellation fee.

Student Withdrawal from Enrolled Courses
As stated above, the date the Change of Program form is filed in the Registration and Student Records Office is the date used for adjustments to charges. FOR FINANCIAL AID ADJUSTMENT POLICIES, PLEASE SEE THE INFORMATION IN THE FOLLOWING SECTION.
Adjustments to Avila University Tuition and Fees

LEVEL, ENROLLMENT STATUS OF STUDENT, SEMESTER AND LENGTH OF COURSE

TIMEFRAME
Please note if the timeframe is from the first day of the semester or the first class meeting.
ADJUSTMENT
(Please note below if the adjustment applied to tuition only or fees also.)

UNDERGRADUATE, FULL-TIME STUDENTS—TOTAL WITHDRAWAL

Traditional Fall or Spring Semester

The time periods for the adjustments commence with the first day of classes according to the academic calendar.

Before semester start and

1 through 8 calendar days

100% tuition and fees refund

$100 withdrawal fee

9 through 15 calendar days

75% tuition refund, no refund of fees

16 through 22 calendar days

50% tuition refund, no refund of fees

23 through 29 calendar days

25% tuition refund, no refund of fees,

UNDERGRADUATE, FULL-TIME STUDENTS—CHANGE TO PART-TIME STATUS

Traditional Fall or Spring Semester

The time periods for the adjustments commence with the first day of classes according to the academic calendar.

Before semester start and

1 through 8 calendar days

Tuition charges and fees will be reassessed at the part-time rate;

$15 withdrawal fee

After 8 calendar days

No tuition or fee adjustment;

(NOTE-THIS MAY AFFECT FINANCIAL AID—SEE BELOW)

UNDERGRADUATE, PART-TIME STUDENTS—WITHDRAWAL FROM SOME OR ALL CLASSES

Traditional Fall or Spring Semester

The time periods for the adjustments commence with the first day of classes according to the academic calendar.

Before semester start and

1 through 8 calendar days

100% tuition and fees refund

$25 withdrawal fee if all courses, $15 withdrawal fee if some courses

9 through 15 calendar days

75% tuition refund, no refund of fees

16 through 22 calendar days

50% tuition refund, no refund of fees

23 through 29 calendar days

25% tuition refund, no refund of fees

UNDERGRADUATE AND GRADUATE NON-CREDIT STUDENTS

All semesters

Before semester start and

1 through 8 calendar days

100% tuition and fees refund

$10 withdrawal fee

9 through 15 calendar days

75% tuition refund, no refund of fees

16 through 22 calendar days

50% tuition refund, no refund of fees

23 through 29 calendar days

25% tuition refund, no refund of fees

Eight-Week Avila Advantage Course

Before class meeting

100% tuition and fees refund $15 withdrawal fee

After first week-end but before second week-end

50% tuition refund, no refund of fees

After second week-end

No refund of tuition or fees

LEVEL, ENROLLMENT STATUS OF STUDENT, SEMESTER AND LENGTH OF COURSE

TIMEFRAME

Please note if the timeframe is from the first day of the semester or the first class meeting

ADJUSTMENT

(Please note below if the adjustment applied to tuition only or fees also)

Week-End/Saturday Courses of at least two credit hours

For students charged on a per credit hour basis

No adjustment for full-time students

Before class meeting

100% tuition and fees refund $15 withdrawal fee

After first week-end but before second week-end

50% tuition refund, no refund of fees

After second week-end

No refund of tuition or fees

Summer Four-Week Course in the Traditional Semester

The time periods for the adjustments commence with the first day of classes according to the academic calendar.

Before first day of class summer term

100% tuition and fees refund

$15 withdrawal fee

During the first week of class summer term

75% tuition refund, no refund of fees

After first week of class summer term

No refund of tuition or fees

Summer Eight-Week Course in the Traditional Semester

The time periods for the adjustments commence with the first day of classes according to the academic calendar.

Before first day of class summer term

100% tuition and fees refund

$15 withdrawal fee

During the first week of class summer term

75% tuition refund, no refund of fees

After first week of class summer term

No refund of tuition or fees

Summer Courses More than One Week and Less than Four Weeks in the Traditional Summer Semester

Before the first class

100% refund of tuition and fees

$15 withdrawal fee

Before the second class

75% tuition refund, no refund of fees

After second class

No refund of tuition or fees

Summer One-Week Courses in the Traditional Summer Semester

Before the first class

100% refund of tuition and fees,

$15 withdrawal fee

After the first class

No refund of tuition or fees

Graduate Courses meeting 11 – 16 weeks in length

All Semesters

The time periods for the adjustments commence with the first day of the semester according to the academic calendar.

Before semester start and

1 through 8 calendar days

100% refund of tuition and fees,

$25 withdrawal fee if all courses withdrawn

9 through 15 calendar days

75% tuition refund , no refund of fees

16 through 22 calendar days

50% tuition refund , no refund of fees

23 through 29 calendar days

25% tuition refund , no refund of fees

Graduate Courses meeting 10 weeks or less in length

All Semesters

Before start of course

100% refund of tuition and fees, $25 withdrawal fee if all course withdrawn

After first class meeting and before second class meeting

75% tuition refund, no refund of fees

After second class meeting and before third class meeting

50% tuition refund, no refund of fees

Appeal Policy
students who feel their individual circumstances warrant an exception from the above-stated tuition refund policy may appeal by submitting a signed appeal letter. The appeal letter should include a statement of the exception being requested, an explanation as to why an exception should be granted and appropriate materials to support the request for the exception. The signed letter and supporting materials should be sent to the Academic Affairs Office, Avila University, 11901 Wornall Road, Kansas City, MO 64145. Once all appeal materials are complete in the Academic Affairs Office, the appeal will be reviewed and the student will receive written notification of the decision. Appeals for tuition adjustments will generally be considered for up to one year from the last date of the semester in which the tuition was charged.

Financial Aid Adjustments
NOTE: Please see www.avila.edu/financialaid or the Avila University Financial Aid Office for complete policies.

Complete Withdrawal
Students who withdraw completely from all classes prior to the completion of 61% of the academic term are required to return to the federal government the unearned portion of any federal financial aid the student has received. If the student withdraws after completion of 60% of the academic term, the student is not required to return the unused portion of federal funds.

The federal Return of Title IV Funds dictates the amount of Federal Title IV aid (e.g., Pell Grant, SEOG, Federal loans, unsubsidized or subsidized, Stafford, Perkins or PLUS) that must be returned to the federal government. The student may be required to repay some of the federal grants or loans released to the student’s account.

Change from Full-time to Part-time Status
Part-time students are not generally eligible for Avila University institutional awards. Students who change from full-time to part-time status prior to the completion of 60% of the academic term will lose their Avila University awards (e.g., athletic awards, scholarship awards, transfer grants and awards). Federal aid will be reassessed based on the number of enrolled hours and the student is required to return to the federal government the unearned portion of any federal financial aid the student has received. In some cases, changing from full-time to part-time may reduce the amount of financial aid and will not reduce the amount of tuition and fees owed. The student is responsible for the difference owed to Avila University.

The federal Return of Title IV Funds dictates the amount of Federal Title IV aid (e.g., Pell Grant, SEOG, Federal loans, unsubsidized or subsidized, Stafford, Perkins or PLUS) that must be returned to the federal government. The student may be required to repay some of the federal grants or loans released to the student’s account.

Return of Title IV Federal Student Aid
Students who withdraw from all courses before 61% of the semester has elapsed will be evaluated according to the Department of Education guidelines and formula as stipulated by the Higher Education Amendments of 1998. Federal aid is earned by the percentage of the payment period the student completes. The percentage of aid earned is derived by dividing calendar days attended in the period by total days in that period. Weekends are included, but scheduled breaks that are at least five (5) days long are excluded. If the student completes more than 60% of the term, 100% of the aid is earned for the period and no immediate repayment obligation results. If the student completes 60% or less of the term, the portion of the federal aid determined to be unearned must be repaid to the federal programs. The Title IV federal programs that are affected include Pell Grants, SEOG, Perkins Loans, Stafford Subsidized and Unsubsidized loan programs. Federal aid programs are returned in the following order: Stafford Unsubsidized Loan, Subsidized Loan, Perkins Loan, PLUS loan, Pell Grant, SEOG, other Title IV programs.

Avila will return Title IV aid from the student’s account according to the federal formula. A student may be required to return a Title IV aid overpayment. When a student receives notification from Avila of an overpayment, the student has 45 days to return the funds to the Business Office. Students not complying with the 45-day requirement will be submitted to the Department of Education for collection. The student will be ineligible for further Title IV aid until the overpayment has been paid in full or satisfactory repayment arrangements have been made with the Department of Education.

The return of enrollment charges policy calculation and applicable institutional refunds will be done within 30 days of the withdrawal date. A letter indicating the calculation results, any applicable refund or the adjusted statement of charges will be sent to the student’s home address.

Return of Non-Federal Student Aid
The return of federal funds is the first priority for students receiving federal aid. If the student received institutional aid, state aid, or made personal payment, the institutional and state aid are repaid proportionally according to the source of the payment. If repayment of aid programs results in a balance owed to Avila on the student’s account, it is the responsibility of the student to repay the amount owed and that amount is due upon notification that a balance owed exists.

Appeal Policy
Students who feel their individual circumstances warrant an exception from the above-stated financial aid policy may appeal by submitting a signed appeal letter. The appeal letter should include a statement of the exception being requested, an explanation as to why an exception should be granted and appropriate materials to support the request for the exception. The signed letter and supporting materials should be sent to the Financial Aid Office, Avila University, 11901 Wornall Road, Kansas City, MO 64145. Once all appeal materials are complete in the Financial Aid Office, the appeal will be reviewed and the student will receive written notification of the decision.

Residence Hall Refunds
Students who have been granted a withdrawal from the University may check out of the residence halls and receive refunds as follows:

If within the first seven calendar days of the semester, students will receive a full refund of their total room and board fees minus $100.00 administrative fee.

After the first week of classes, refunds will be calculated by dividing the total amount of their room and board contract by the number of weeks in the semester and then multiplying that by the number of weeks they have resided in the residence halls. An administrative fee of $100.00 will also be charged.

Students who are dismissed from the halls for disciplinary reasons will not receive a refund.

The $50.00 Room Reservation and Damage Deposit may not fall below $25.00 while a student is in residence. The deposit will be forfeited if the student has not occupied the room by 5:00 p.m. on the first day of class. A residence room will be considered vacant unless previous arrangements have been made.

After a student has properly checked out of the room, the Room Reservation and Damage Deposit, less unpaid assessments, is refundable to the student under the following circumstances:
  • Any new resident student who withdraws an application and who notifies the Residence Life Office in writing prior to June 15 for the Fall Semester and December 1 for the Spring Semester.
  • Students withdrawing from the university at the end of the Fall Semester who notify the Residence Life Office in writing by December 1 for the Spring Semester.
  • Students who do not sign a new contract and whose contract period expires.
  • Returning resident students who request cancellation of their contract during the summer and who notify the Residence Life Office by June 15.



(Located in Blasco Hall)
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