Billing and Payments
As a part of the advance registration process conducted by the Registrar's Office, each student is required to identify the person financially responsible for payment of his/her Earlham account. Students must provide the correct mailing address for billing. Semester bills are mailed in July and December, approximately six weeks before each semester's Enrollment Confirmation Day. Full payment is to be sent to Earlham's Accounting Office by the due date stated on the bill or an acceptable payment plan must be in place by that date.
Two payment plans are available as alternatives to paying in full by the due date. With the Deferred Payment Plan, one half of the total amount due must be paid by the due date. The remaining amount must be paid in three equal installments by the end of August, September and October (for Fall Semester) or January, February and March (for Spring Semester). The regular monthly service charge, currently 1% per month, will be charged on the unpaid balance.
With DirectPay, the person responsible for payment may sign up to have automatic monthly payments withdrawn from his or her bank account. There is a $40 activation fee for this service, but the monthly service charge is waived as long as the plan covers all charges. Forms and additional information for DirectPay are available in the Accounting Office.
Failure either to send the full payment or to sign up for an acceptable payment plan by the due date stated on the bill will result in a $50 fine.
Failure either to send the full payment or to sign up for an acceptable payment plan by Enrollment Confirmation Day will prevent the student from confirming his or her registration for classes that semester.
Additional charges such as health services fees, library or traffic fines, or other charges may be added to a student's account during the semester. All such charges are expected to be paid within 30 days of the billing date. Unpaid balances will be subject to a 1% monthly service charge. Students may view their monthly accounting statement in Self-Service within theheart (Earlham's portal.)
Transcripts are released for only those students whose accounts are in good standing. We will not release diplomas and transcripts to graduating seniors until all financial obligations have been met. Transcript requests made by other institutions will be honored only when students' accounts are paid in full.
Payments on accounts may be made by check, cash, money order or wire transfer. Please contact the Accounting Office to get instructions for a wire transfer. We do not accept credit card payments on student accounts at this time.
A charge is assessed to a student's account for each returned check. If a second check is returned by a bank due to insufficient funds, Earlham may require future payments to be made in the form of cashier's checks, money orders or bank drafts.
Payment for books, supplies and course materials must be made in cash, by check or by credit card; students may not charge these expenses to their accounts.
Each student accepted for admission must pay a $250 enrollment deposit to confirm her or his intention to enroll at Earlham. Of this deposit, $150 covers expenses for New Student Orientation. Upon graduation from Earlham, the remaining $100 is automatically applied to the costs of the last semester of study and any excess is refunded to the student. Students who withdraw from Earlham before graduation or are on leave status are not entitled to a refund of this fee.
Each student is required to be covered by a health insurance plan. Once a year, student accounts will be charged for health insurance provided through the College.
Domestic students who are covered under another plan may choose to waive the College plan by signing and returning the waiver form by its due date, and then the charge will be reversed. International students who would like to waive Earlham's health insurance plan must, in addition to signing the waiver form, provide written proof that they are covered by a health insurance plan that is valid in the U.S. and that provides adequate coverage for the high cost of medical care in this country.
Any student who does not complete a waiver will be enrolled automatically in the College plan.
Earlham College Student Health Insurance Plan
All Health Center charges for prescriptions, supplies and tests will be billed monthly to the student through the Accounting Office. The Health Center does not file any insurance claims. Students will receive documentation of medical services provided to use in filing their insurance claims.
All students who reside in residence halls must take at least a 10-meal plan. All first-year students must take a 19-meal plan for the first semester. Alternate meal plans are available and charges may vary according to the meal plan selected. Changes to a meal plan selection must be made by Enrollment Confirmation Day. Meal plans also are available to students who reside in College houses or who live off campus.
Refund Policy/Return of Financial Aid Policy
The Refund Policy/Return of Financial Aid Policy applies to all students withdrawing during a semester for any reason, including disciplinary action.
Earlham College's refund policy assumes that:
a student, parent or fund will not receive a refund/return of funds in an amount greater than the student, parent or fund has paid; and
a student or parent will not owe the College more when withdrawing than their original scheduled payment (gross College charges, excluding insurance, minus financial aid for which the student qualified and completed the application process), if the student had remained for the entire semester; and
refunds/return of funds are first paid to aid programs, then to the student or parent.
Note: "Gross College charges" include billed tuition, room, board and normal fees; they do not include fines or special fees.
Students may receive the Earlham-funded aid for which they qualify for a maximum of eight semesters. The semester during which a student withdraws is included in the eight semesters.
The Dean of Student Development determines the date of official withdrawal according to federal and any other appropriate regulations. The date of official withdrawal is ordinarily the date a student returns the proper withdrawal form to the Office of Student Development. The Dean of Student Development may determine another, later official date if a student continues attending academically-related activities (classes, exams, study groups, etc.), fails to return the withdrawal form on a timely basis, or could not complete the withdrawal process for reasons outside of his/her control (accident, hospitalization, etc.). If a student withdraws during a semester without notifying the College, the Dean may use either the last documented date of academic activity or the mid-point of the semester.
Refunds of Room Charges
Room charges are not refundable.
Refunds of Board
Board is refundable on a pro-rata basis for the entire semester and is calculated on a weekly basis. A week is defined as any Monday through Sunday with at least one scheduled class, exam or reading day. If a student withdraws at anytime during the week, it is considered that the student has used a week of the board plan.
Refunds of Tuition and Fees
A student who officially withdraws from Earlham prior to 4:00 p.m. on the 10th class day of the semester will receive a refund of 75 percent of tuition and fees.
Refunds of Tuition and Fees for
Students Receiving Federal Financial Aid
A student who receives federal financial aid and who leaves Earlham after 4:00 p.m. on the 10th class day and before completing 60 percent of the semester will receive a refund of no more than 75 percent and no less than 40 percent of tuition and fees (determined on a pro-rata basis). The pro-rata basis for refunding tuition and fees is calculated daily and counts all calendar days between the first day of classes and the last day of exams. Breaks of five days or longer during which no classes, exams or reading days are scheduled are excluded from this calculation. After 60 percent of the semester is completed, tuition and fees are not refundable.
Federal Title IV Student Aid fund(s) will be returned to the appropriate program(s) according to federal regulation. Currently, federal regulations require "unearned" Federal Title IV funds (excluding Federal College Work-Study funds) to be returned on a pro-rata basis when a student withdraws. For example, if a student who has received Federal Title IV aid withdraws and 30 percent of the semester is completed, then 70 percent of his/her federal aid is "unearned" and must be returned. Aid is first returned to federal loan programs, then to federal grant programs. When calculating the amount of Federal Title IV aid which is "unearned," all calendar days between the first day of classes and the last day of exams are counted. Breaks of five days or longer during which no classes, exams or reading days are scheduled are excluded from this calculation. If a student withdraws after 60 percent of the semester is completed, Federal Title IV aid is not returned to federal financial aid programs.
"Unearned" Earlham-funded aid is returned to the appropriate Earlham College funds on the same basis as to federal funds. In most cases, 75 percent of "unearned" Earlham-funded aid is the maximum amount returned to the College when a student withdraws.
Financial aid funds from states or other external agencies are returned following the requirements of the agency awarding the aid.
Refunds of Tuition and Fees for
Students Not Receiving Federal Financial Aid
A student who does not receive federal financial aid and who leaves Earlham after 4:00 p.m. on the 10th class day of the semester will not receive a refund of tuition and fees nor be required to return “unearned” Earlham-funded financial aid to the College.
Statement of Student Financial Responsibility
Each student attending Earlham College assumes responsibility to pay all College-related expenses not covered by financial aid awarded by the College.
If a student’s account is delinquent and satisfactory payment arrangements have not been made, the College may take any steps necessary to collect the balance due including, but not limited to: preventing a student from registering for classes or confirming a previous registration, preventing a student from participating in housing lotteries, withholding transcripts or diplomas, asking a student to leave campus, turning an account over to a collection agency, or taking legal action to collect the balance due. Any costs incurred in collecting a student account, up to 50% of the balance due, will be charged to the student.
Students who withdraw from the College must make arrangements to meet all outstanding financial obligations to the College. Examples of such obligations are tuition and fees, room and board, library fines, bookstore accounts, health-related fees and so on. The student’s transcript will not be released until payment of all obligations has been made in full.
Each graduating senior must pay all financial obligations to the College prior to graduation. An Earlham College diploma will not be awarded until this obligation is met.
Earlham College Student Loans and Perkins Loans become due as stated in the promissory note signed by the student. Transcripts will not be released to students who are in default on payment of these loans.