Registration Information for Current Students

It’s All In the Details

Withdrawals, appeals, adjustments, refunds, and the power of MyAU

Currently enrolled Avila students are provided with an Avila email address. Official correspondence from the Registration and Student Records Office (RSRO) is sent only to the student’s Avila email address to help prevent identity theft.  Students are responsible for routinely checking their Avila email account. Timely information regarding course schedules, drop/adds, enrollment, grades, graduation, and student issues are sent directly to students via the Avila email address. For help with your Avila email account, contact the Information Technology Services Help Desk at 816.501.2900.

the power of myau

  • View your personal contact information, grades, course schedule, financial account, and more.
  • Find your course schedule by searching for courses using various criteria.
  • Check your grades (midterms and finals). Note: Only final grades appear on your transcript. Paper grade reports are only available for tuition reimbursement programs and insurance discounts. To receive a paper grade report, email studentrecords@avila.edu from your Avila email address with specific details – company name, the reason for the request, your full name, and student id number. Grade reports are mailed within two weeks after grades are submitted by the instructor.
  • In most cases, you may drop a class via MyAU until the class begins. After that, you must submit a Change of Schedule form to officially drop any class you are enrolled in.  Check your MyAU account a few days later to ensure the course has been dropped.  Failure to do so may result in a failing grade and/or tuition billing.  See Cancellation and Withdrawal policies for deadlines and refund information.
  • Most current students with an SSN can print enrollment verification certifications, view enrollment history and enrollment verifications provided, check loan deferments sent to lenders, and real-time information regarding your student loans by logging onto MyAU.  Students without an SSN should contact the Registration & Student Records Office.
  • Most current students may order official transcripts online with a credit card via a link in your MyAU account. Unofficial transcripts are free and may be printed directly from your MyAU account or obtained by stopping by the Registration & Student Records Office with an id card.  Additional information regarding other options for both official and unofficial transcripts is available on the Registration Office page.

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. 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.

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.

Financial Aid Adjustments NOTE: Please see the Avila University Student Financial Aid Office for complete policies.

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 canceled. Administrative cancellations will result in a cancellation of tuition only. Fees are not canceled 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 canceled.

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 canceled from class. The administrative cancel will result in a refund of tuition only. Fees are not canceled 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.

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.

SEMESTER AND LENGTH OF COURSECANCELLATION (no records kept) This applies whenever a course is dropped prior to its beginningWithdrawal (“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 WeekLast day of the tenth week of classes (A withdrawal fee of $15 is assessed.)
Saturday-only Course in the Traditional Fall, Spring, or Summer SemesterPrior to the first class meetingBefore the second Saturday (A withdrawal fee of $15 is assessed.)
Summer Course in the Traditional Semester Less Than Four WeeksPrior to the first day of classBefore the 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 sessionPrior to the 14th 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 calendarPrior to the first day of the eight-week summer sessionPrior to the 27th calendar day (A withdrawal fee of $15 is assessed.)
Weekend Intensive (one credit hour) Course – Traditional & AdvantagePrior to the first class meeting (A withdrawal fee of $15 is assessed.)NOT ALLOWED
Weekend Intensive (2-3 credit hours) Course – Traditional & AdvantagePrior to the second class meeting (A withdrawal fee of $15 is assessed.)Before the second weekend (A withdrawal fee of $15 is assessed.)
MBA Trimester CoursePrior 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 CoursePrior 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 CoursePrior 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.
Withdrawing from Courses

If you are considering dropping or withdrawing from some or all of your courses, please contact the Student Financial Services Office immediately regarding possible adjustments to your financial aid. Your current or future financial aid may be affected based on the federal regulations of Return of Title IV Funds and Satisfactory Academic Progress.

Satisfactory Academic Progress Policy

Keeping your aid eligibility depends on your progress toward the completion of your degree program. Please note that Satisfactory Academic Progress for Financial Aid Eligibility is different from the University’s Academic Probation and Dismissal Policy.

Federal regulations require universities to develop and maintain policies outlining continuing eligibility standards for students receiving financial aid. The Financial Aid Office at Avila University monitors the academic progress of every student at the end of each term to verify they meet federal and university standards. Students failing to meet this satisfactory academic progress (SAP) policy may have their financial aid suspended. Any student who fails to meet the following standards will be notified through their Avila University email account and in some instances, a letter will also be mailed.

Note: Satisfactory Academic Progress for Financial Aid eligibility should not be confused with the University’s Academic Probation and Dismissal Policy.

Return of Title IV Funds

If you withdraw from the University or lose eligibility for financial aid due to a change in enrollment, you may be required to return all or a portion of the financial aid you received.

Complete Withdrawal Reason Form
Personal Information Update for OPT
Exception to Academic Requirement Request form

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 a 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.

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.

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 a 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 the departmental examination is 30% of the current part-time tuition per credit hour. At the time of application, 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.

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

Waitlist 

  • If you are waitlisted for a class, you will be added when space opens.  
  • An email will be sent to your Avila email account.  Verify the class addition in your MyAU account.  If you do not want to remain on the waitlist, you must submit a Change of Schedule form to be dropped from the waitlisted course at the Registration Office or you may be subject to a failing grade and tuition bill.

Other Useful Information:

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