UACCM

Refunds

Institutional Refund

Upon official drop or withdrawal from class(es), the College will refund tuition and fees according to the following schedule:

Fall/Spring Semester REFUND RATE

  • 100 percent before 4:30 pm on the 11th business day of the semester for full-term courses and on the 5th business day of the semester for condensed term courses.
  • No refund after 4:30 pm on the 11th business day of the semester for full-term courses and on the 5th business day of the semester for condensed-term courses.

Summer Term Refund Rate

  • 100 percent before 4:30 pm on the 5th business day of the summer term.
  • No refund after 4:30 pm the 5th day of the summer term.

Intersession Refund Rate

  • 100 percent before 4:30 pm on the 3rd business day of the intersession.
  • No refund after 4:30 pm the 3rd day of the intersession.

Business day is defined as Monday through Friday.

Requests for an exception to the refund policy for unforeseen medical reasons will only be considered before the end of the 4th week of classes in a Fall or Spring term and before the end of the 1st week in condensed-term or summer term after the student has completed the drop or withdrawal process from a course(es).

Return of Title IV Funds

The following governs the return of Title IV funds disbursed for students at UACCM as specified in Section 484B of the Higher Education Act. This policy applies to students receiving any Title IV funds, which includes, but is not limited to, the Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (FSEOG), and Federal Direct Loans (Subsidized, Unsubsidized, and/or Parent PLUS loans) who officially withdraw, stop attending, drop out, are expelled, take a qualified leave of absence or fail to return from an approved leave of absence.

A student begins the withdrawal process when they consult their advisor, fill out the withdrawal form and communicate a firm intent to withdraw from their class(es). A student is said to have officially withdrawn when they have turned the withdrawal form, with all of the necessary signatures, in to the Registrar’s office.

Failure to attend class or failure to follow the official withdrawal procedures could cause a student to receive a letter grade of F, I, or AW in all courses. In this case, the Return to Title IV Funds Policy would still apply once an official last date of attendance is established.

A student's withdrawal date is the earliest of:

  • the date the student began the institution's withdrawal process or officially notified the institution, verbally or in writing, of intent to withdraw; or
  • the student’s last date of attendance in an academically-related activity for a student who leaves without notifying the institution and is administratively withdrawn; or
  • the student's last date of attendance by a documented academically-related activity; or
  • The date the institution determines is related to special circumstances if those special circumstances prevent a student from beginning the withdrawal process.

A student is no longer considered withdrawn if any of the following apply:

  • The student completes all requirements for graduation before completing the days scheduled to complete in the period; or
  • The student completes one or more modules that comprise 49% of more of the number of days in the payment period or a least have-time enrollment; or
  • The institution obtains written confirmation that the student will resume attendance at a later point in the period.

Merely discontinuing class attendance is not considered to be a formal withdrawal from college. Students who were awarded Title IV financial assistance and who discontinue class attendance may be held responsible for repayment of part or all tuition and fees. The Return of Title IV Funds (R2T4) regulation does not dictate the institutional refund policy. The calculation of Title IV funds earned by the student has no relationship to the student’s incurred institutional charges.

Return of Title IV funds is handled on a payment period basis. The amount of Title IV aid earned is determined by multiplying the total Title IV aid that was disbursed or could have been disbursed to the student’s account by the percentage of time during the payment period completed by the student. 

Title IV aid is viewed as 100% earned if the student’s last date of attendance is after the 60% point of the payment period. UACCM does not utilize an R2T4 freeze date. The amount of Title IV funds to return (unearned aid) to the specific federal programs will be determined, using the student’s last date of attendance, by calculating the percentage of the payment period for which the student did not complete. Scheduled breaks of at least 5 consecutive days are excluded. The institution must return, in the specified order, the lesser of the total amount of unearned Title IV aid to be returned as calculated or an amount equal to the total institutional charges incurred by the student multiplied by the percentage of unearned Title IV aid. The student will be responsible for repaying, in the specified order, any remaining portion of the unearned Title IV aid. Federal Direct loans will be repaid in accordance with the terms of the loan program as explained in the Master Promissory Note (MPN). 

Unearned aid funds are allocated to the Title IV Programs from which the student received assistance in the following specified order of those Title IV Programs at UACCM:

  1. Unsubsidized Federal Direct Loans
  2. Subsidized Federal Direct Loans
  3. Direct Parent PLUS Loans
  4. Federal Pell Grants
  5. Federal Supplemental Educational Opportunity Grants
  6. Other Federal Title IV assistance if applicable

After the institutional refund has been credited in the specified order, any remaining amount will be returned to the student in a post-withdrawal disbursement within 30 days.

In the event of an official withdrawal, the UACCM institutional refund policy will be applied and tuition and fees will be reduced, if applicable. See the Student Accounts Office for a detailed explanation of UACCM’s refund policy. The student may be liable for any Title IV Funds disbursed to their account to cover institutional charges in excess of the amount allowed by the Return to Title IV Calculations. Any amounts owed to UACCM due to a Return of Title IV Funds calculation must be repaid to the school. If payment is not received, holds will be placed on the student’s account. 

In certain cases, the student may owe funds directly to the Department of Education. The Financial Aid Office will be contact the Department of Education within 45 days to report the portion of funds owed by the student. Student’s must make payment arrangements with the Department of Education after those 45 days to remain eligible for future Title IV aid. Failure to do so will prevent student’s from being eligible for additional Title IV funds at all colleges.

UACCM makes this information available on the college’s website and a written copy may be obtained in the Financial Aid Office. Examples of worksheets for the Return of Title IV Funds policy may also be obtained by contacting the Financial Aid Office.

For students who completely withdraw before federal aid is disbursed in the term, the Financial Aid Office will conduct an analysis of the students file to determine if there is any aid “that could have been disbursed.” If there is aid “that could have been disbursed” then an R2T4 calculation will be done to determine the students’ eligibility for a post-withdrawal disbursement. In the event of a post-withdrawal disbursement, the Financial Aid and Student Accounts Office will ensure the student receives all Title IV funds. If there is not aid “that could have been disbursed” that will be documented and a copy of the students’ withdrawal form will be kept in the student’s file. If a student has no aid “that could have been disbursed” then it is mathematically impossible for the student to be eligible for a post-withdrawal disbursement.

Return of Title IV Funds calculations will be performed within 30 days of the students’ withdrawal. Unofficial withdrawals will be determined and calculated within 30 days of the end of the term in which students unofficially withdrew. 

The Institution has 45 days from the date the institution determines that the student withdrew to return all unearned funds for which it is responsible. The school is required to notify the student if they owe a repayment via written notice. The school must advise the student or parent that they have 14 calendar days from the date the school sent the notification to accept a post-withdrawal disbursement. If a response is not received from the student or parent within the permitted time frame or the student declines the funds, the school will return any earned funds that the school is holding to the Title IV programs. Post-withdrawal disbursement must occur within 180 days of the date the student withdrew.

Beginning Fall 2021
*This policy is subject to change at any time, and without prior notice