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Refund Policy/Return of Financial Aid Policy

Preface

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:

  1. 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

  2. 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

  3. 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.

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