University of Indianapolis Refund Policy

Students who change their enrollment or residency plans may be eligible for a refund of tuition, fees, room, or board charges. Students who have signed a contract with Greyhound Village, College Crossing or University Lofts will not receive a refund of their room charges. The following refund policy outlines the circumstances under which a refund is applicable and the steps a student must follow to secure a refund. Full or partial refunds may be given to students who do not enroll, drop courses, withdraw from the University, or change to commuter status.

Students Who Do Not Enroll

Students who do not complete the registration process for either the first or second semester are eligible for a full refund of any tuition, fees, room, or board charges with the exception of the admission application fee and the tuition and housing deposits. Financial aid that has been awarded is canceled and returned to the aid source, including loans attributable to periods of nonenrollment.

New Students

New students who decide not to enroll should provide written notice to the Office of Admissions. If appropriate, that office will initiate requests for refunds of tuition and housing deposits and institutional charges paid. A full refund of tuition and housing deposits is given through May 1. After July 1, tuition and housing deposits are not refunded.

Returning Students

Returning students must send written notice to the Office of the Registrar that they will not enroll. Students must then contact the Office of Student Billing and Payment to initiate a request for tuition, fees, room or board, and/or refunds of tuition and room and board deposits, if applicable. Resident students must also contact Campus Life to cancel room reservations and to initiate housing deposit refunds. A full refund of housing and tuition deposits is given through mid-May. After June 30, tuition and housing deposits are not refunded.

No refund of tuition, room, or board is made to a student who chooses not to attend the three-week Spring Term. If a resident student is enrolled in an approved off-campus course outside the city, the student’s instructor will initiate a request for a refund of board charges.

Students Who Withdraw

Title IV federal funds are awarded to a student under the assumption that the student will attend for the entire period for which the aid is awarded.  When a student withdraws from the University, the student may no longer be eligible for the full amount of Title IV funds that were awarded for the enrollment term.

The amount of Title IV grant or loan assistance earned by the student is determined based on the number of days of attendance up to the 60% point in the enrollment term.  If the amount disbursed to the student is greater than the amount the student earned, the student must return the unearned funds.

UIndy has adopted the following refund policy for students who totally withdraw from the University. The policy conforms to the Federal Return of Title IV Funds (Section 668.22) regulations of the 1998 changes to the Higher Education Amendments. Title IV funds refer to subsidized and unsubsidized Direct Loans, Federal PLUS Loans, Federal Pell Grants, Federal SEOG and TEACH Grants. Federal Work-Study funds are excluded from the refund calculation.

If the student finds it necessary to withdraw from UIndy before the end of a term, the process must be initiated in the Phil and Janet Terry Center for Campus Connections, located in Schwitzer Student Center 208. The Office of the Registrar is notified and an official date of withdrawal is determined for refund purposes.  The withdrawal date is communicated to administrative units including the Office of Financial Aid where Return of Title IV calculations are performed.

A student who leaves the University without notification is considered to be an unofficial withdrawal.  The Office of Financial Aid must determine the last date that the student attended class.  The last date of attendance is determined for each class that the student is enrolled in during the term.  Faculty are required to assign a grade of FN for students who never attended a class and an F with a last date of attendance for students who stopped attending.  Faculty may also administratively withdraw a student and are then required to notify the Registrar of the last date of attendance.  If the student withdraws from a class, the last date of attendance is the date of the student initiated withdrawal. 

This policy refers only to students who withdraw from all classes. The section titled “Students Who Drop Courses” is included for students who drop or withdraw from one or more courses but do not withdraw from all classes.

A student’s withdrawal date is considered to be:

  1. The date the student began the University’s withdrawal process—that is, completed the withdrawal form in the Terry Center; OR
  2. For students who leave the University without notifying anyone (walk away during the term), the withdrawal date is the student’s last date of attendance at a documented academically related activity, or the midpoint of the term, whichever is later. If a student fails to officially withdraw, a grade of F or FN is placed on the student’s record.

 

The University can determine a withdrawal date related to extenuating circumstances for a student who (a) left without notification because of extenuating circumstances, or (b) withdrew because of extenuating circumstances but another party gave notification on the student’s behalf. Extenuating circumstances include illness, accident, grievous personal loss, or other such circumstances beyond the student’s control. The Registrar makes the determination in such matters.

When a student completely withdraws after the first week of a semester, any refund of tuition, general service fee, engineering fee, BUILD fees, nursing, room and meal charges will be determined on a per diem basis. The amount charged is based on the percentage of enrollment completed and is calculated by dividing the number of calendar days completed by the total number of calendar days the student was originally scheduled to attend. Students in the Adult Learning Programs or any program that is in a session format will not receive a refund of tuition and fees after the first week of each session. Students living in Greyhound Village, University Lofts or College Crossing will not receive a refund of their room charges.

A calendar is developed each year and maintained in the Office of Student Billing and Payment outlining the percentage of charges assessed each day during the first 60% of the term. There are no refunds (or return of Title IV funds or nonfederal funds) after the 60% point. Title IV aid and all other aid is considered to be 100% earned after that point.

The University’s refund policy treats all students the same, whether Title IV Federal Aid is involved or not. This policy has been established to be consistent with the federal Return of Title IV Funds policy, and, after the 100% refund period (the first week of each term), institutional charges are calculated on a per diem basis up to the 60% point in the term. Students that unofficially withdraw will not have charges recalculated and will owe any amount that is returned in financial aid back to the university.

Federal regulation mandates that during the first 60% of the term, a student incrementally “earns” Title IV funds. Aid considered “unearned” is returned to the appropriate source.

Using the calendar developed for the student's enrollment term and the number of days of attendance in the term, the Office of Financial Aid staff calculates the percentage of the Title IV funds that were earned.  This percentage is applied to aid that was disbursed as well as aid that could have been disbursed.  If the student withdraws after completing 60% of the term, the percentage earned is 100% and the student is not expected to return any of the federal funds received.

If the student received more Title IV aid than the amount earned, the student must return the aid that was unearned.  If the student received less Title IV aid than the amount earned due to aid having not been disbursed, then the student may be eligible for a post-withdrawal disbursement.

In certain limited circumstances, a student may be eligible for a post-withdrawal disbursement of Federal Title IV funds.  Any Title IV funds for which a student has earned but was not disbursed at the time of the withdrawal will be included in the Return of Title IV calculations as "aid that could have been disbursed."  For instance, a post-withdrawal disbursement would be required if a student provided all documentation necessary for verification after withdrawing but before the verification submission deadline and within 30 days of the withdrawal date. 

Student and parent loan borrowers must have completed a Master Promissory Note prior to withdrawing to have federal loans included in this calculation.  If a post-withdrawal disbursement from a loan is approved, the student or parent will be notified in writing and they must confirm acceptance in writing of the disbursement within 14 days of the date they were notified. Students selected for verification have 30 days from the withdrawal date to submit required documents.  The amount of the post-withdrawal disbursement may change due to verification. Grants must be disbursed no later than 45 days after the date the school determines the student withdrew.

All post-withdrawal disbursements are applied to the student’s account first to cover any outstanding charges for tuition, fees or room and board. If any Title IV funds remain, written authorization from the student (or parent if applicable) is required to release credit balance.

UIndy’s policy treats nonfederal financial aid (including institutional and outside scholarships that are disbursed through the Office of Financial Aid) in the same manner (see important information about the state grant refund policy in the following section). To receive a 100% refund of institutional charges, a student must withdraw by the end of the first week of the semester.

The University will return Title IV funds that are due to the student in the following order:

  1. Unsubsidized Direct Loans
  2. Subsidized Direct Loans
  3. Direct PLUS Loans (parent or graduate)
  4. Federal Pell Grants
  5. Iraq and Afghanistan Service Grants, for which a return of Title IV funds is required
  6. Federal Supplemental Educational Opportunity Grants, for which a return of Title IV funds is required
  7. TEACH Grants, for which a return of Title IV funds is required
  8. Other federal programs; state funds
  9. Private or institutional aid
  10. The student

 

The University will return unearned funds for which we are responsible as soon as possible but no later than 45 days from the determination of the student's withdrawal. 

After federal aid has been returned to the appropriate accounts according to the federal statue, UIndy also returns funds to the state, outside agencies and the University according to the prorated per diem percentage.

To summarize: When a student totally withdraws from UIndy, it will be determined how much, if any, of the institutional charges will be refunded, and what amount, if any, of this refund must be returned to the federal Title IV financial aid programs and the state. After the appropriate funds are returned to the federal and state programs, it will be determined how much of the remaining refund, if any, must be returned to institutional or private aid sources and/or the student.

Nonrefundable Charges

Special fees are nonrefundable and include admission application fees, admission and housing deposits, liability fees, and deferred payment fees. No federal financial aid will be used to cover these fees if a refund is calculated. Financial Aid is used towards The Ace-It Book Bundle but the charge is nonrefundable if the student withdrawals.

Institutional and Student Responsibilities Pertaining to the Return of Title IV funds

The University’s responsibilities include:

  1. providing each student with information about the refund policy, including samples of the aforementioned refund calculations;
  2. identifying students who are affected by the policy;
  3. completing the Return of Title IV funds calculation for those students;
  4. returning Title IV funds that are due Title IV programs, as well as all other funds, according to policy. If a student withdraws during a payment period with an existing Title IV credit balance, the Title IV credit balance will not be released until the R2T4 and non-federal calculations are completed, and adjustments applied to the student’s account. After the student's account is adjusted for all calculations at the university, any resulting Title IV credit balance will be disbursed as soon as possible but no later than 14 days after the calculation of R2T4.

The student's responsibilities include:

  1. returning to the Title IV programs any funds that were disbursed directly to the student and that the student was determined to be ineligible for via the Return of Title IV funds calculation;
  2. cooperating with the University in establishing satisfactory repayment arrangements if it is determined that a repayment is due for a Pell Grant because of the withdrawal;
  3. returning his/her share of unearned aid attributable to a loan under the terms and conditions of the promissory note;
  4. making payment to the University for any student account balance that results from the adjustments to the account.

Students Who Drop Courses

During the first week of classes only, students will be eligible for a 100% refund of tuition and other fees (except for nonrefundable fees). No refunds will be made for individually dropped courses after the first week of classes.

Students enrolled in session format courses will receive a 100% tuition refund for courses dropped only during the first week (through Friday) of each session. Specifically, a student enrolled in a course that is in a session format will not receive a tuition refund if the student attends a class meeting during the second week of the course or fails to drop the course before the second week of the class. 

A student's financial aid is finalized at the end of the 100% refund period of each semester/ session based on enrollment status at that time. Students who receive Federal Direct Loan and/or Parent Loan funds and who maintain at least half-time enrollment at the end of the 100% refund period will receive a tuition refund after all charges have been paid. A student must maintain at least half-time enrollment to receive subsequent disbursements of a Direct Loan or Parent Loan for the academic year. 

State Aid: Frank O'Bannon Grant, 21st Century Scholarship and Adult Part-time Grant  

Students who drop (rather than withdraw from) classes during the first week of a semester/session below full- time status, are not eligible for state awards and the funds will be returned to the state.

Students who withdraw from a class after the first week of a semester, do not receive a refund of tuition; therefore, state awards remain intact.

Students who are awarded an Adult Student Grant must be enrolled in a minimum of six hours per semester. Part-time students who drop below six hours will not be eligible for the grant.

Procedure to Secure Refunds

Students who wish to drop courses, must contact their Academic Advisor within the first week of classes to secure a drop slip. Refunds are calculated and any monies due the student are generally issued within the following two weeks.

Students Who Change to Commuter Status

Note: The following policy does not apply to students who have signed a contract with Greyhound Village, College Crossing or University Lofts.

Semester I

If you remain enrolled at the UIndy but cancel your housing contract during the month of July, you will forfeit the housing deposit and incur a $50 cancellation fee. If you cancel housing during the first two weeks of August, you forfeit the housing deposit and incur a $100 cancellation fee. Students canceling housing contracts through the first day of classes, up to the second week in October, will forfeit the housing deposit and incur a $1,000 cancellation fee. Students canceling housing contracts after the second week of October will forfeit the deposit and incur a $2000 cancellation fee.

Semester II

Students who enter the University as new students at the beginning of Semester II must observe the following cancellation policy. New students to the University beginning Semester II who cancel their contract during November will forfeit the housing deposit and will incur a $50 cancellation fee. Students who cancel housing during the first two weeks of December will forfeit the housing deposit and incur a $100 cancellation fee. Students canceling housing contracts once second semester starts will be subject to applicable fees as determined by Campus Life.

Students withdrawing from the University, or canceling their residence hall contract must notify Campus Life at 317-788-3530. In addition, students who have financial aid must contact the Office of Financial Aid, as an adjustment in the financial aid package may be necessary.

Questions? Contact the Office of Financial Aid, 1400 East Hanna Avenue, Indianapolis, IN 46227; uindy.edu/financial-aid.
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