Title IV Funds Policy

Students who withdraw from all classes prior to completing 60% of an enrollment term will have their aid recalculated based on the percent of the term they completed and may owe money to repay the award.

The Financial Aid office encourages students to read this policy carefully. If a student is thinking about withdrawing from all classes PRIOR to completing the semester, please CONTACT the Financial Aid office to determine how withdrawal will affect one's financial aid and possible repayment.

"Title IV Funds" refers to federal aid programs authorized under the Higher Education Act of 1965 (as amended) and includes: Federal Direct Subsidized and Unsubsidized Loans, Direct Parent Loans to Undergraduate Students (PLUS), Federal Pell Grants, and Federal Supplemental Education Opportunity Grant (FSEOG).

A student's withdrawal date is:
  • The date the student began the institution's withdrawal process (as described in Columbia State's class schedule) or officially notified the institution of intent to withdraw, or
  • The midpoint of the period for a student who stops attending all classes without notifying the institution, or
  • The student's last date of participation in a documented course-related activity.
Students may withdraw from all classes using myChargerNet. Refunds on all institutional charges (tuition and fees) are calculated by using the institutional refund policy published in the catalog. Refunds calculated by Columbia State as the result of students who drop a class(es) but who do not totally withdraw from the institution will be refunded to the student.

For a student who withdraws without providing notification to Columbia State Records, the college will determine the withdrawal date no later than 30 days after the end of the earliest of the (1) payment period or period of enrollment, (2) academic year, or (3) educational program.

The percentage of Title IV aid unearned to be returned to the appropriate program shall be 100% minus the percent earned. No program can receive a refund if the student did not receive aid from that program. Unearned aid shall be returned first by Columbia State within a 45-day time frame from the student's account to the appropriate programs in the following order:
  1. Unsubsidized Direct Loan
  2. Subsidized Direct Loan
  3. Direct Parent Loans to Undergraduate Students (PLUS)
  4. Federal Pell Grant
  5. Federal SEOG
When the total amount of unearned aid is greater than the amount returned by Columbia State from the student's account, the student is responsible for returning unearned aid to the appropriate program(s) as follows:
  1. Unsubsidized Direct Loan*
  2. Subsidized Direct Loan*
  3. Direct Parent Loans to Undergraduate Students (PLUS)*
  4. Federal Pell Grant**
  5. Federal SEOG**
*Loan amounts are returned by the student according to the terms of the promissory note.

**Amounts to be returned by the student to federal grant programs will be reduced by 50%. A student does not owe a repayment if the original grant overpayment is $50 or less.

The Financial Aid office will notify the student in writing of the amount of repayment for any funds returned to the U.S. Department of Education on their behalf within 30 days of determining the student's withdrawal. The student has 30 calendar days after Columbia State Business Services notification of an outstanding balance to make a repayment in full or make satisfactory repayment arrangements.

If the student does not repay the entire amount or make satisfactory repayment arrangements within the time allotted, any repayment owed will be sent to the U.S. Department of Education for collection. The student then has the opportunity to repay or make satisfactory repayment arrangements with the U.S. Department of Education. STUDENTS WHO HAVE NOT REPAID OR MADE ARRANGEMENTS TO REPAY WILL BE INELIGIBLE FOR TITLE IV AID AT ANY COLLEGE/UNIVERSITY.

NOTE: Students are responsible for making federal grant repayments. THEY MUST ALSO REPAY COLUMBIA STATE FOR ANY FUNDS RETURNED TO THE U.S. DEPARTMENT OF EDUCATION ON THEIR BEHALF. Students may submit a written appeal for a refund to the school's Business Services office for extenuating circumstances surrounding their withdrawal from school. For more information about the College's refund policy, please see "Institutional Refunds”.

Worksheets used to determine the amount of a refund or return of Title IV aid are available upon request in the Financial Aid office, as well as examples of how the policy is applied.

If Columbia State determines from the Return of Title IV Funds calculation the need for a post-withdrawal disbursement of Title IV loan funds, the Financial Aid Office will notify the student within 30 calendar days of the date of the institution’s determination that the student’s withdrawn. The written notification will be prior to making any post-withdrawal disbursement of loan funds, whether those loan funds are to be credited to the student’s account or disbursed directly to the student, and will include information necessary for the student, or parent for a Direct Parent PLUS Loan, to make an informed decision as to whether the individual would like to accept post-withdrawal disbursement of additional loan funds. It is strongly encouraged not to make such an authorization and increase the amount of Title IV loan debt unless the student has an outstanding balance to Columbia State.

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