Title IV Refund Policy (R2T4)

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1 Title IV Refund Plicy (R2T4) Charter Oak State Cllege s revised Refund Plicy cmplies with the amended 34 CFR Sectin f the Higher Educatin Amendment f This plicy reflects new regulatins that became effective 7/1/2011. The cncept behind the plicy is that the cllege and the student are allwed t retain nly the amunt f Title IV (federal) aid that is earned. Earned aid is nt related in any way t institutinal charges. Additinally, the Cllege s refund plicy and Return f Title IV funds prcedures are independent f ne anther. A student wh withdraws frm a curse may be required t return unearned aid and still we the cllege fr the curse. If a student withdraws r stps attending classes, whether any credits have been earned fr the term r nt, a prtin f the aid received is cnsidered t be unearned and must be returned t the Title IV prgrams frm which it was received. Fr Title IV purpses, the last date f attendance fr Charter Oak State Cllege curses is determined by the last dcumented date f attendance in an academically related activity. Fr cnsrtium students it is either the mid pint f the payment perid r the last dcumented date f attendance in an academically related activity as prvided by the Hst schl. If a student attends thrugh 60 percent f the payment perid, all Title IV aid is cnsidered earned. Definitins Return f Title IV Calculatin A required calculatin t determine the amunt f aid earned by the student when the student des nt attend all days scheduled t be cmpleted within a payment perid. (Student is cnsidered withdrawn, whether any credits were cmpleted r nt) Overaward [nt the same as Return f Title IV calculatin] A required recalculatin f Pell Grant and ther aid due t the student drpping r nt attending curses required fr the status awarded (full time, three quarter time, half time, less than half time); This is required at any pint infrmatin is received that changes student status. Reductins in aid will always be required fr students whse status changes due t drpped classes r classes nt attended. Clarificatin f New Regulatins A student wh attends and cmpletes at least ne curse that spans the entire payment perid will have earned the aid fr the payment perid (as adjusted fr drpped curses r curses nt attended). Schl must be able t demnstrate that student actually attended each curse, including any curse with a failing grade. Student must demnstrate attendance by participating in an academically related activity. Dcumentatin f attendance must be made by the schl. A student s self certificatin f attendance is NOT acceptable unless supprted by schl s dcumentatin. Examples f attendance include: Submitting an academic assignment; Exam, an interactive tutrial, r cmputer assisted instructin; Study grup that is assigned by the Cllege; Participating in an nline discussin abut academic matters; and Initiating cntact with a faculty member t ask a questin abut the academic subject studied in the curse. (Lgging in t an n line class des NOT cunt as attendance) A student wh withdraws frm a curse within the term r sessin is cnsidered t be withdrawn fr Title IV Aid unless they are attending anther curse fr the same term r sessin. A student is cnsidered t have withdrawn even if they are registered fr future term r sessin dates. Therefre, a student must cnfirm his/her intent t attend. T d this the student must respnd t the questin n the curse withdrawal frm indicating intent t attend (within 45 days) a future curse within the semester, r the student is cnsidered t be a withdrawal; and a Return f Title IV calculatin must be cmpleted. (If a

2 student desn t actually attend that future class, a Return f Title IV calculatin is required; last date f attendance dates back t riginally cnfirmed withdrawal date.) A student wh receives a failing grade fr a curse within the term must still be attending anther curse within the term r is cnsidered t be a withdrawal, even if registered fr future classes starting within the same semester. The student must prvide at the time f ntificatin frm the Office f Financial Aid a written letter f intent t attend a future curse within the semester, r the student is cnsidered t be a withdrawal; and a Return f Title IV calculatin must be cmpleted. (If a student desn t actually attend that future class, a Return f Title IV calculatin is required; last date f attendance dates back t riginally cnfirmed withdrawal date.) Infrmatin the Office f Financial Aid gathers t determine withdrawal infrmatin: Did the student cease t attend a scheduled curse? (if yes, ask the next questin.) At the time the student stpped attending this curse, was he/she cntinuing t attend ther curses? (if n, ask the next questin. If yes, student is nt a withdrawal.) At the time f withdrawal, did the student prvide written cnfirmatin f anticipated attendance in a later starting date and registered curse within the term? (If n, a Return f Title IV calculatin is required. If yes, n Return f Title IV calculatin is required unless the student desn t attend r quits the future curse.) Has the Office f Financial Aid received a written letter f intent t attend (within 45 days) a future curse within the semester? This written cnfirmatin must be received by the Office f Financial Aid prir t the start f the next term r the Return f Title IV calculatin will stand. (If n, Return f Title IV calculatin will stand. If yes, the Return f Title IV calculatin will be rescinded; If a student desn t actually attend that future curse, a Return f Title IV calculatin is required; last date f attendance dates back t riginally cnfirmed withdrawal date.) The student shuld cntact the academic cunselr fr implicatins t their academic prgress. Please read thrugh the fllwing scenaris t see if yur questin is addressed. Students with additinal questins shuld cntact the Office f Financial Aid t inquire abut implicatins t their aid. Sample scenaris: Student has registered fr 6 credits, 3 credits term 1 & 3 credits term 2 Student cmpletes term 1 curse with a passing grade and is still scheduled fr term 2 curse Student withdraws frm term 2 curse Student has registered fr 6 credits, 3 credits term 1 & 3 credits term 2 Student fficially withdraws frm term 1 curse and is still scheduled fr term 2 curse Student cmpletes nline withdrawal frm and states intent t attend a future curse that begins later in the semester prir t the start f that term R2T4 is NOT required Student has registered fr 6 credits, 3 credits term 1 & 3 credits term 2 Student cmpletes nline withdrawal frm and states that he/she will NOT attend a future curse that begins later in the semester prir t the start f that term The Registrar s Office will drp future curse(s) fr the semester

3 Student registered fr 6 credits, term 1 nly Student fficially withdraws frm bth term 1 curses Student cmpletes nline withdrawal frm and states that he/she will attend a future curse that begins later in the semester prir t the start f that term Student adds term 2 curses Since student has submitted letter f intent thrugh withdrawal frm t attend a future curse, Return f Title IV Calculatin is rescinded and aid revised; (If a student desn t actually attend that future class, a Return f Title IV calculatin is required; last date f attendance dates back t riginally cnfirmed withdrawal date.) Student registered fr 6 credits, term 1 nly Student fficially withdraws frm bth term 1 curses Student cmpletes nline withdrawal frm and states that he/she will NOT attend a future curse that begins later in the semester prir t the start f that mdule Student adds term 2 curses Student must submit letter f intent t attend a future curse in rder fr the Return f Title IV calculatin t be rescinded and aid revised. The Return f Title IV calculatin will stand if the letter f intent is nt received by the Office f Financial Aid prir t the start date f future curses ; (If a student desn t actually attend that future class, a Return f Title IV calculatin is required; last date f attendance dates back t riginally cnfirmed withdrawal date.) The Office f Financial Aid will review Title IV recipients at the end f each term. Students wh receive grades f W, AW, and F will be reviewed t determine if the R2T4 calculatin is required. Student registered fr 6 credits, 3 credits term 1 & 3 credits term 2 Student receives grades W, AW r F fr term 1 curse and enrlled term 2 The Office f Financial Aid will ntify the student via their Charter Oak accunt that they must prvide a written letter f intent t attend (within 45 days) a future curse within the semester r the Return f Title IV calculatin will stand. Student submits written letter f intent t attend (within 45 days) a future curse within the semester R2T4 is rescinded; (If a student desn t actually attend that future class, a Return f Title IV calculatin is required; last date f attendance dates back t riginally cnfirmed withdrawal date.) Per federal regulatins the written letter f intent will nt be accepted after next term curses have begun. The Cllege will use the last date f attendance t cmpute the R2T4 frmula. The last date f attendance is based n Student Attendance in curses is defined as the active participatin in the curse. Student attendance is defined as the active participatin in the curse. Active participatin may vary depending n the individual curse. Hwever, at a minimum, each curse must have tw weekly mechanisms fr student participatin, which can be dcumented. Fr example: cmpletin f tests/quizzes; submissin/cmpletin f frmal assignments and graded, threaded discussins thrugh discussin bard. Students wh d nt cntact their instructr thrugh the Learning Platfrm by the end f the first week

4 will be administratively withdrawn frm the curse. Students wh fail t maintain active participatin in a curse fr tw cnsecutive weeks will be administratively withdrawn frm the curse. An administrative withdrawal will nt relieve a student f respnsibility fr the fees related t the curse. When instructrs reprt grades at the end f the semester, they must reprt additinal infrmatin fr any student wh is receiving a failing grade. Instructrs are required t reprt whether r nt the student attended class thrughut the semester, whether the student stpped attending. If the student stpped attending, the instructr must indicate the last date f attendance. Once the deadline fr psting grades has passed, the Office f Financial Aid identifies all Title IV students wh received n passing grades. Students in the fllwing categries will have all charges recalculated under the Return f Title IV Funds calculatin frmula: students wh withdraw and/r fail all curses; students with a semester GPA f 0.00; students wh d nt return after an apprved leave f absence; students wh stp attending. In accrdance with federal regulatins, when financial aid is invlved, refunds are returned in the fllwing rder: 1. Unsubsidized FFELP/ Direct Staffrd Lan 2. Subsidized FFELP/ Direct Staffrd Lan 3. Federal Perkins Lan 4. FFELP/ Direct PLUS Lan (Graduate) 5. FFELP/ Direct PLUS Lan (Parent) 6. Federal Pell Grant 7. Academic Cmpetitiveness Grant 8. Natinal Smart Grant 9. Federal SEOG 10. Other Title IV Prgrams (nt including Federal Wrk Study) The Cllege must return the unearned amunt f the Title IV assistance. The student must return the difference, if any, between the amunt f unearned aid and the amunt the Cllege must return. In mst circumstances, when the student receives Title IV assistance greater than the amunt f institutinal charges, the student will mre than likely be required t return sme r all f the funds. Hwever, if a student is required t return grant funds, he r she is given special cnsideratin by the U.S. Department f Educatin and the grant amunt that is due fr return is reduced by half. The requirements fr Title IV refunds when students withdraw are separate frm any refund plicy that the Cllege may have. Therefre, the student may still we funds t the Cllege t cver unpaid institutinal charges. The Cllege may als attempt t cllect frm the student any Title IV prgram funds that the Cllege was required t return.

5 Repayment f Federal Funds Plicy All students need t be aware f hw Charter Oak State Cllege implements these requirements. 1. This plicy affects students wh cmpletely withdraw, fficially r unfficially, frm all curses during a semester. 2. This plicy als affects students wh fail and/r is administratively withdrawn (AW) frm all curses during a semester. 3. When a financial aid recipient withdraws r fails all curses, the student is cnsidered t have earned a prtin f financial aid equal t the percentage f the payment cmpleted. The last date f attendance is determined by the last date f curse activity by the student. 4. If the student withdraws after 60% (r mre) f the payment perid, the student is cnsidered t have earned all f his r her federal aid fr the term. N repayment is necessary. Payment Perids are determined by the dates f enrllment. Fr example: A student is enrlled in Term 1 and Term 2 curses. Term 1 begins August 29 and ends Octber 22. Term 2 begins Octber 24 and ends December 17. The payment perid is determined by using the start date f Term 1 (August 29) and the end date f Term 2 (December 17). The student will have t attend 60% f the payment perid, in this example 67 days, in rder t have earned 100% f their aid. A cpy f the Return f Title IV Fund Wrksheet used t determine the return f Title IV funds will be prvided t the student frm the Cllege s Business Office. If yu have questins regarding the calculatin, please cntact the Office f Financial Aid at

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