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Canceling/Withdraw Course

Cancellation and Withdrawal of Enrolled Courses

The table below shows the criteria used to determine the last dates for cancellation (drop) or withdrawal from enrolled courses. The actual last date for cancellation (drop) 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

Withdrawal Table

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 and any meals eaten.

After the first seven calendar days of the semester, 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.

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