[OACRAO] Follow-up Question to the Withdrawal Policy Email: How Does that Impatc Financial Aid/Tuition Refund Policy?

[Michelle M. Reynard]

Hi Alex,



See below.



*Michelle M. Reynard ’07 *

Registrar

John Carroll University - Office of the Registrar

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(216) 397-1659



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*From:* OACRAO [mailto:oacrao-bounces at lists.osu.edu] *On Behalf Of *Alex
Siebert
*Sent:* Thursday, February 8, 2018 10:20 AM
*To:* oacrao at lists.service.ohio-state.edu
*Subject:* [OACRAO] Follow-up Question to the Withdrawal Policy Email: How
Does that Impatc Financial Aid/Tuition Refund Policy?



Colleagues,



I've seen some responses that I didn't expect to the original question that
Capital University put out there of, "...how many days into the semester
your institution begins recording a “Withdrawal” grade for a full semester
course?", how do some of these policies impact a student's financial aid
and their tuition bill?



I'm curious to also learn about some of your other policies as they might
relate to the one above.

   1. What is your tuition refund policy?

For full time students charged flat rate tuition (Fall and Spring
semesters) will have an adjustment only if:
A) They drop to less than twelve credit hours during or prior to course
change week  OR B) They completely withdraw from the University

For part time and graduate students, they are refunded at 100% for the
first week, 67% for the 2nd, 33% for the third, and 0% for weeks 4-12 (the
withdrawal deadline)

   1. How does that relate to your course withdrawal policy in determining
   whether to record a "W" or no grade at all?

All withdrawals after week one receive a W grade.

   1. If you don't record a grade, and/or it does not show on a transcript,
   how do you track whether or not a student paid, or overpaid their tuition
   in a given semester when you review them later in an internal review or
   audit?


Currently, our course withdrawal policy is closely aligned with our tuition
refund policy. In the first week of a full semester (sticking with our
fall/spring traditional semesters--not summer or other shortened sessions),
a student is able to get a 100% refund of their tuition back from a
resulting drop in credit hours. So if a student paid $12,000 for 12
credits, but then dropped down to 9 credits in the first week, they would
get $3,000 back. In week 2, it's 75% refund, week 3 is 50%, 4 is 25%, then
no refund after that.

In that first week, we will also remove the class from their schedule and
transcript entirely, and send back all financial aid money that is
dependent on enrollment level (I think PELL money is directly tied to
enrollment level).

Anytime after the first week, we feel that we must record a grade, as we do
not refund their full tuition amount back, and we feel we need to record
that on a transcript with a "W" for when we are asked about it later to
create a papertrail and explain the resulting odd tuition bill. Also,
financial aid must calculate a return of funds, based on when the student
withdrew. If a student is able to switch classes, and keep the same
enrollment level, we will not record a grade, so that their transcript
would not show that they attempted maybe 24 credits, receiving a "W" in
half of them (if a student had to completely alter every class in the
semester in the first week of classes).

I apologize if this is a bit long-winded--I'm very curious to know if your
schools handle this differently, and why. I know that my co-workers and I
have debated over some of these policies, specifically the course
withdrawal one, rather recently.

Thank you!

*Alex Siebert*
Director of Registrar Services

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