Withdrawal and Return of Financial Aid Funds
If a student at Texas A&M University-San Antonio withdrawals from all registered courses and received any type of financial aid to include, federal, state, or institutional funds, they may be required to return some of those funds. If a return of funds is required, these will be returned back to the source of the funds.
A student can withdraw from all courses officially or unofficially. A student officially withdraws when he/she notifies the Welcome Center and submits a Withdrawal Form. The student will be required to meet with a Financial Aid Officer and a representative from Student Business Services. It is important to discuss all consequences of withdrawing including but not limited to the possibility of owing back funds, negative impact on Satisfactory Academic Progress (SAP), and exceeding drop limits (if applicable).
A student can also unofficially withdraw when he/she stops attending classes, receives all "F's" in all courses, is "Drop Failed" from all of his/her classes or a combination of these. The Federal Regulation GEN 0403 requires institutions to closely monitor the attendance of students who receive Title IV aid.
At the end of every semester, grade evaluations are completed to determine compliance with this new regulation. The Federal government assumes that students who do not receive a passing grade in any class attempted and/or receive incomplete grades have unofficially withdrawn from the institution. This assumption requires Texas A&M University-San Antonio to formally document the attendance of students who received all "F's" or "I's" in classes attempted in that period.
If a student withdraws from the University during the first twenty (20) days of classes during a long semester, six (6) days during a summer session, and two (2) days during the Inter-sessions the University will refund a portion of the Tuition and Fees charged to a student. For a list of percentages refunded visit the Student Business Services website.
Calculating Return of Financial Funds
In general, The Federal Regulation GEN 0403 assumes that a student "earns" approved (verified) federal financial aid awards in proportion to the number of days in the term prior to the student's complete withdrawal. If a student completely withdraws from school during a term, the school must calculate, according to a specific formula, the portion of the total scheduled financial assistance that the student has earned and is therefore entitled to retain, until the time that the student withdrew. If a student receives (or the University receives on the student's behalf) more assistance than he/she earns, the unearned funds must be returned to the Department of Education or to the Federal Stafford or parent's Federal PLUS loan lenders. If a student's charges are less than the amount earned, and a refund is due, the student may be able to receive those additional funds. Students who have not completed the verification process are ineligible to receive any financial aid.
The portion of the federal grants and loans that the student is entitled to receive is calculated on a percentage basis by comparing the total number of days in the semester to the number of days that the student completed before he/she withdrew. The new policy governs the earned and unearned portions of the student's Federal Title IV Financial Aid only. It determines how much, if any, the student and/or the school may need to return. This policy does not affect the student's charges. The University's withdrawal policy will be used to determine the reduction, if any, in the student's tuition and fee or room and board charges. The student is responsible for paying any outstanding charges to the University.
Determining a Withdrawal Date
The student's official withdrawal date will be determined by the University as:
- The date the student began the University's withdrawal process.
- The midpoint of the semester if the student withdrawals without notifying the University.
- The student's last date of attendance at an academically-related activity as documented by the University.
Student Refunds and Title IV Program/State Programs
The refund will be returned to the student only if the student did not receive financial aid assistance from either Title IV programs or State programs. In the cases where the student did receive assistance from these programs, the refund will be returned to the programs, in the following order:
Academic Competitiveness Grant
National SMART Grant
If it is determined that the University must return to the Title IV programs monies in excess of any Tuition & Fees or Room & Board, the student will be responsible for those monies.
Any grant funds that the student is required to return to the federal programs are considered an overpayment. The student must either repay the amount in full to the University within 45 days of notification of the overpayment or make satisfactory payment arrangements with the Department of Education to repay the amount. If the student fails to repay to the University within 45 days, the University will notify the Department of Education Collections that the student owes an overpayment. At that point, until the student pays the amount in full to the Department of Education or makes repayment arrangements with the Department of Education, the student will lose his/her eligibility to receive future federal financial aid at any institution. If a student earns a passing grade in at least one course, the Return to Title IV policy is not applicable.