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Prospective Students

The following are links with useful information, deadlines and policies that you may need to know. 

Cancellation and Withdrawal of Enrolled Courses

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

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 calenda
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 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.

Contact list for Academic Programs and Support Units

Contacts

Department
Phone Number
Admissions
816.501.2400
Bookstore
816.501.3630
Business Office
816.501.3700
Campus Ministry
816.501.2423
Campus Safety
816.501.2466
Career Service
816.501.2901
Computer Help Desk
816.501.2900
Disability Services
816.501.3666
English 2nd Language
816.501.3666
Enrollment & Student Development
816.501.3627
Financial Aid
816.501.3600
Food Service
816.501.3755
Health & Child Svcs
816.501.3668
ILCP
816.501.3666
Information/Operator
816.942.8400
Learning Service
816.501.3666
Library
816.501.3621
Public Safety
816.501.2425
Registration Office
816.501.2410
Residence Life
816.501.3660
Student Activities
816.501.3660
Student Conduct
816.501.3628
Student ID Card
816.501.3637
Student Permit Parking
816.501.3637
Student Records
816.501.2410
Student Resource Center
816.501.3666
Tutoring
816.501.3666

Undergraduate Programs

School
Phone Number
Avila Advantage
816.501.3737
ESL/ILCP and English Language Study
816.501.3772
College of Liberal Arts & Social Sciences
816.501.3689
School of Business
816.501.3720
School of Education
816.501.2467
School of Nursing
816.501.3672
School of Science and Health
816.501.3655
School of Behavioral and Social Sciences
816.501.3661/3641
School of Visual and Communication Arts
816.501.3653

Graduate Programs

Program
Phone Number
Master of Business Administration
816.501.3601
Graduate Business Certificate
816.501.3601
Master of Arts in Education- Completion Program
816.501.2464
Master of Science in Counseling Psychology and Master of Science in General Psychology
816.501.3698
Master of Science in Organizational Development
816.501.3737
Graduate Level Teacher Certification Program
816.501.2464
Non-Traditional Credit Policy

Avila University recognizes that learning can take place in settings other than classrooms.
Academic credit is granted for this type of knowledge provided that it meets Avila’s criteria.
The maximum number of hours accepted for all types of non-traditional credit, such as
CLEP, credit for prior learning, correspondence, departmental challenge tests, etc., will not
exceed 25% of the minimum hours specified for each degree program. This limit will not
apply to programs which grant credit for structured learning from accredited programs in
health care with demonstration of competency by registration/certification from a national
accrediting agency.

Credits earned through transfer, prior learning portfolio, correspondence, military service or
University Level Examination Program (CLEP) do not count as part of the final 30 hours of
consecutive resident credits required for a degree at Avila University. Persons wishing to
earn non-traditional credit must be currently enrolled at Avila University.

Options
College Level Examination Program (CLEP)
Specific CLEP examinations are accepted by Avila University. A student should check with
the Registrar before taking an examination to determine its acceptability. When students
receive credit through Avila University, $20 per credit hour is charged for recording the credit.
CLEP tests are not administered by Avila University. They must be taken at another site
and the results sent to the University.

A student who has CLEP credit on another institution’s transcript and wants that credit transferred
must request that an official copy of the test score(s) be sent to the Avila University
Registrar. Credit will be granted for those courses with scores meeting the Avila criteria for
CLEP examinations. The student will not be charged any additional fees if CLEP is on a
transcript from another accredited institution.

Departmental Examinations
Departmental Examinations for credit are administered at the discretion of each department
and may be challenged as often as permitted by departmental policy. The university presumes
that persons seeking such credit are sufficiently knowledgeable in the area to be tested
to preclude any pretest tutorial service. Students interested in registering for departmental
examinations should contact the specific department for further information. Forms and
procedures are available in the Registration and Student Records Office. The fee for departmental
examination is 30% of the current part-time tuition per credit hour. At the time of
application, a nonrefundable payment of one-half of the tuition to be charged for the credit
to be earned by examination is due. Persons desiring credit by examination must be currently
enrolled at Avila University.

Advanced Placement Credit

This credit is awarded to students who have earned satisfactory scores on Advanced
Placement Examination of the College Entrance Examination Board during high school. To
receive credit, official scores must be sent to the Registrar. Additional information can be
obtained from the Registrar.

International Baccalaureate Program
This program is a comprehensive and rigorous two-year curriculum, leading to examinations,
for students aged between sixteen and nineteen. Students successfully completing all
or parts of the program will receive the Diploma and/or Certificate from the International
Baccalaureate Program. Students who earn the Diploma and/or Certificate must have an
official transcript forwarded to the Registrar at Avila University. For information on credit
granted through Avila University, students need to contact the Registrar.

Correspondence Credit

Nine semester hours of correspondence credit from accredited, degree-granting institutions
will be accepted toward a degree.

Credit for Military Service
Military personnel and veterans will be granted credit for military service and college-level
work completed in service schools according to the Avila Credit for Prior Learning policy.
Six hours of Health and P.E. will be allowed at no cost to a student upon presentation of DD
214/295 showing the minimum of one (1) year of military service and honorable discharge.
If a student wishes to apply for credit in addition to the six hours of Health and P.E., proper
forms must be obtained from the Registration and Student Records Office.

Credit for Prior Learning
Avila provides academic credit for prior learning which parallels department curricula based
upon documentation presented in a structured portfolio. Students interested in applying for
prior learning credit should consult their advisors for detailed information. Procedures and
forms can be obtained in the Academic Affairs Office. Upon approval, a grade of CR (Credit)
and credit hours are assigned. The fee for prior learning credit is 30% of current part-time
tuition per credit hour.

Click on the following links for more information:

• Credit by Advanced Placement (AP) exam specific scores and procedures 
• Credit by College Level Examination Program (CLEP) test specific scores and procedures
• Credit by Departmental Exam - contact the academic department/s for exams offered
• Credit for International Baccalaureate Program (IBP) courses 

• Credit for DANTES Subject Standardized Test (DSST) courses
• Credit for Prior Learning - contact Academic Affairs Office or visit the Academic Catalog

Other Useful Links

»    Athletic Eligibility information from NAIA web site
»   Graduate Programs
»    International Students must provide a copy of their visa to the Registrar if not F-1.  If F-1 Visa, click here for Additional Information.  For I-20 Transfer Eligibility Form to transfer your I-20 from another US School, click here.
»   Tuition and Fees 
»   VA Education Benefits at Avila, Missouri VA web site and VA main Educational Benefits web site

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