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University Refund Schedules and Withdrawal Policy

All students at University of the Cumberlands should be aware of the university refund schedule and withdrawal policy. Please contact the Office of Financial Aid at financialaid@ucumberlands.edu for more information. 

Title IV Authorization

What are Title IV Funds?
Title IV funds are federal student aid funds administered by the U.S. Department of Education.  The Department of Education regulations only allow schools to use your Federal Student Aid/Title IV Funds to pay for current Allowable academic year institutional charges unless you grant your school permission to apply these funds to non-allowable charges as well.

Title IV Funds Include:

  • Federal Pell Grants
  • Federal Supplemental Educational Opportunity Grants
  • Federal Direct Subsidized Loans
  • Federal Direct Unsubsidized Loans
  • Federal Direct Graduate PLUS Loans
  • Federal Direct PLUS Loans

*Federal Title IV funds do not include scholarships from the University of the Cumberlands or other private sources.

Allowable Charges:

  • Tuition
  • Mandatory Fees
  • Room and Board

Non-Allowable Charges Include:

  • Bookstore charges
  • Parking Fines
  • Student Fines
  • Course Fees
  • Student Medical Insurance (required for some athletes)

How are Title IV funds applied to my account?

The Department of Education requires that Title IV funds only be applied to allowable charges.  If your total Title IV funds exceed the total of your qualifying charges, the University of the Cumberlands must refund the excess to you, unless you give permission to the University of the Cumberlands to use it for non-allowable charges.

What if I don’t grant the authorizations?

If you do not grant authorization, your federal financial aid and loans cannot be used to pay for charges other than Allowable Charges (tuition, fees, and room and board).  Any excess aid will be refunded to you. It is the student’s responsibility to check and make payments for Non-Allowable Charges. 

Can I make changes to my Title IV Authorization?

Title IV Authorizations are voluntary, and will remain in effect throughout your time at the University of the Cumberlands. 

If you want to make changes, you may update your preference through the UC One Portal – Financial Aid tab. Please contact the Office of Student Accounts if you have specific questions at studentaccounts@ucumberlands.edu.

WITHDRAWAL POLICY

Academic Registration at the University of the Cumberlands demonstrates a student’s acceptance and desire to participate in class whether in-person or online. If a student chooses to officially withdrawal from the University, it is the student’s responsibility to contact the Office of Academic Affairs and complete all required withdrawal processes. If a student fails to complete all of the necessary steps to officially withdrawal, he/she forfeits their right to a refund/reduction in tuition and fees. For more information, please reference the Withdrawal Policy in the student handbook.

Room & Board Refund Policy

Main Session (16 weeks)

 

 

Official Date of Withdrawal

Room & Board Fee Assessment

Room & Board Refund Amount

Last day of Registration

Daily Rate of $40 per day

Pro-rated based on Move Out Date

Week 2

20% of Term Rate

80%

Week 3

40% of Term Rate

60%

Week 4

60% of Term Rate

40%

Week 5

80% of Term Rate

20%

After 5th week of classes

100% of Term Rate

0%

To be eligible for a refund of room and board fees, the student must follow the official housing withdrawal procedures outlined in the student handbook. Students who unofficially withdrawal from the University forfeit their right to a refund, whether full or prorated. Any student removed from University housing for disciplinary action will be responsible for paying all room and board charges for the active semester.

Tuition & Fees Fall 2021 Refund Schedule - All Graduate & Undergraduate Programs

Tuition & Fees Fall 2021 Refund Schedule

16 Week Main Session

 

 

Official Date of Withdrawal

Tuition & Fee Assessment

Tuition & Fee Refund Amount

Prior to August 31st – Sept. 3rd

0%

100%*

September 4th - September 10th

40%

60%

September 11th - September 17th

60%

40%

September 18th - September 24th

80%

20%

After September 24th

100%

0%

Bi-Term 1 Session

 

 

Official Date of Withdrawal

Tuition & Fee Assessment

Tuition & Fee Refund Amount

Prior to August 31st – Sept. 3rd

0%

100%

September 4th - September 10th

40%

60%

After September 10th

100%

0%

Bi-Term 2 Session

 

 

Official Date of Withdrawal

Tuition & Fee Assessment

Tuition & Fee Refund Amount

Prior to October 26th – Oct. 29th

0%

100%

October 30th - November 5th

40%

60%

After November 5th

100%

0%

Housing Refund Fall 2021 Schedule

16 Week Main Session

 

 

Official Date of Withdrawal

Tuition & Fee Assessment

Tuition & Fee Refund Amount

Prior to August 31st – Sept. 3rd

0%

100%

September 4th - September 10th

40%

60%

September 11th - September 17th

60%

40%

September 18th - September 24th

80%

20%

After September 24th

100%

0%

*If an undergraduate student officially withdraws after the 1st day of classes, they will be charged an administrative withdrawal fee as stated below:

Fall - $100

Spring - $100

Summer - $50

Bi-Term - $50

*A student is not eligible for any financial aid prior to the 1st day of class attendance.                             

Financial Aid Withdrawal and Non-Attendance Policies

According to the Department of Education Federal Regulations, Title IV funds (Pell, SEOG, TEACH Grants, Direct Subsidized and Unsubsidized student loans, plus loans) are offered to students with the expectation they will attend the classes for which they enrolled. Part of the awarding criteria for Financial Aid is the number of credit hours a student registered for (enrollment status) along with the duration of enrollment (semester). Each semester consists of two eight-week and/or a 16-week term.

Attendance is confirmed before the end census date (Drop/Add period).  Courses with confirmed attendance through census determine enrollment status for financial aid purposes. If a student has not attended a class at the census, the student will be administratively withdrawn as a "no-show" from the course and will not receive any federal or state aid for the course.

Changes to enrollment status and your offered aid can occur when altering your class schedule. Suppose you are considering dropping a course before the census date or dropping more credit hours than what is added back (i.e., drop 3 credit hour course but only add a 1 credit hour course). In that case, any offered aid is refigured on the REVISED enrollment status, resulting in a change from full-time to part-time and reducing offered aid for the semester.

Official Withdrawals

When a student officially withdraws from all courses before completing the semester, our office is required to complete a recalculation, for all Title IV funds, as of the Last Date of Attendance (LDA). The University of the Cumberlands is not required to monitor student attendance. Instructors must record academic activity (including online, student teaching, internships, practicum, and so forth) through the census period. If a student receives a failing grade in a course, an instructor will be required to enter the last date of the academically-related activity for that course. The last date of academic activity is the date used for Return to Title IV recalculations.  

The date of notification is when a student begins the withdrawal process or the date, as determined by the University of the Cumberlands, that the student otherwise provided official notification in writing or orally of his intent to withdraw.

How to Withdraw from Classes

Students that wish officially withdraw should contact their student success coordinator.

Unofficial Withdrawals

Students that complete an academically related activity during a period of enrollment and later withdraw or stop attending without proper notification from all their courses will be evaluated for Return of Title IV Funds (R2T4).  If one instructor reports a student attended through the end of the period, no R2T4 would be required.  Similarly, if the student never attended, they are not eligible for Title IV Aid, and no R2T4 would be necessary. Students that the University of the Cumberlands withdraw for non-attendance will have an LDA that is either the midpoint of the payment period or the last date of an academically related activity in which the student participated. 

Return of Federal Title IV Aid Funds

At the University of the Cumberlands, students withdrawing from all courses either officially or unofficially that received Federal Title IV funds, federal regulations require a specific refund calculation, also known as a Return to Title IV (R2T4) calculation. It is required by federal statute to recalculate federal financial aid eligibility for students who withdraw, are dismissed, or cease attending before completing 60% of a payment period (semester/term). Suppose a student withdraws on or before the 60 percent point in time. In that case, a portion of Federal Title IV aid funds awarded to a student (Federal Direct Unsubsidized, Subsidized loans, Federal Perkins Loan, Federal Direct Parent (PLUS) Loan, Federal Pell Grant, Federal SEOG, and the Federal TEACH grant) must be returned in accordance with the provisions of the Higher Education Act, as amended. The return of federal student aid funds may result in the student owing a balance to the University and/or to the U.S. Department of Education. Calculations that result in a credit balance will be issued a refund within 14 days or sooner as of the date the R2T4 is completed.

The calculation that determines the amount of aid earned by the student for the period is a percentage of earned aid using the following Federal Return of Title IV Funds formula:

Percentage of the payment period completed in which courses are offered in modules = the number of days completed up to the withdrawal date divided by the payment period's total days. (Any break of five days or more is not counted as part of the number of completed days or total days in the payment period.) This percentage is also the percentage of earned aid.

The Calculation that determines the Funds returned to the appropriate federal program using Federal Return of Title IV Funds formula:

Aid to be returned = 100% of the aid that could be disbursed minus the percentage of earned aid; multiplied by the total amount of aid that could have been disbursed during the payment period or term.

 If a student earned less aid than was disbursed, the Institution would be required to return a portion of the funds, and the student may be required to return a part of the funds as well. The University of the Cumberlands will return the amount of Title IV funds for which it is responsible as soon as possible, but no later than 45 days after The University of the Cumberlands determines or should have determined that the student withdrew. Keep in mind that when Title IV funds are returned, it may create a balance on your student account that you will be responsible for making repayment arrangements.

The return of Federal Title IV Aid funds is allocated in the following order:

1.  Loans:

  • Unsubsidized Federal Direct Stafford Loans
  • Subsidized Federal Direct Stafford Loans
  • Federal Perkins Loans
  • Federal Direct Parent (PLUS) Loans received on behalf of student

2.  Remaining Funds:

  • Federal PELL Grants
  • Federal Supplemental Educational Opportunity Grants (FSEOG)
  • Federal TEACH Grants

Return of Title IV Example:

A sophomore withdraws three weeks into the semester. The student was charged full-time undergraduate tuition of $4,938. A $2,250 subsidized and $2,000 unsubsidized Direct Loan paid the majority of charges; the student paid the remainder from savings and has a $0 balance on the student account on the day of withdrawal. There are 110 total days in the semester; the student attended 37 days. Percentage of earned aid = 37/110 = 33.63% earned.

  • Unearned aid = 100% - 33.6% (earned) = 66.4% unearned
  • $4,250 (aid received) X 33.63% = $1,428 earned.
  • $4,250 - $1,428 = $2,822 unearned (Aid that must be returned).
  • Amount of Aid to be Returned by School = Institutional charges multiplied by the unearned percentage; $4,938 X 66.4% = $3,278.83
  • Since $3,278 exceeds the amount of unearned aid, the lesser number is used.

$822 Subsidized and $2,000 Unsubsidized Direct Loan disbursement would be reversed from the student account, creating a balance owed to the University of the Cumberlands. Student receiving tuition and fee refunds will be credited according to the published refund schedule (https://www.ucumberlands.edu/payment/refund-policy).

 Post-Withdrawal Disbursement (PWD) Overpayments

If a student earned more aid than was disbursed, the Institution might owe the student a post-withdrawal disbursement. A post-withdrawal disbursement must be made from available grant funds before available loan funds. Loan funds require a confirmation from the borrower that they still wish to have the loan funds disbursed. Loan funds that are a second or subsequent disbursement are not eligible for distribution. Grant funds not credited to the student's account must be disbursed to the student as soon as possible, but no later than 45 days after the date of the Institution's determination that the student withdrew.  

The University of the Cumberlands will provide written notification within 30 days of the date of the Institution's determination that the student withdrew that:

  • Identifies the type of loan and the amount that will either be applied to the student's account and/or refunded back to the appropriate borrower(s)
  • Requests the acceptance or declination of the post-withdrawal loan disbursement
  • Advises the borrower(s) about their repayment obligation
  • Gives the borrower(s) a response deadline. 

Confirmations received before the deadline will be processed by the University of the Cumberlands as soon as possible, but no later than 180 days after the Institution's determination, the student withdrew. IF PWD funds are declined or no response is received, no loan funds will be processed.

Overpayments

In the event of an overpayment to a student, The University of the Cumberlands will return all funds to the appropriate Federal Aid Program(s) as mentioned above, resulting in the student owing the Institution.  The University of the Cumberlands utilizes a standard collections procedure for students with account balances.  It will hold the release of any academic transcripts until the obligation is paid in full. The University of the Cumberlands understands that it can report the students who fail to take positive action to NSLDS and refer them to the Default Resolution Group for collection if it were not repaying the funds itself. Inadvertent overpayments will be returned within 45 days of the date of the Institution's determination that the student withdrew.

State Financial Aid

The student's percentage of state financial aid shall remain the same as earned under Title IV programs for the same payment period. However, students registered for a 16-week term schedule at census one will be eligible for state financial aid. If classes are added after census one, students will not be eligible for state financial aid.

When a student withdraws from classes after census one, state financial aid will not be included in the return calculation. Students not enrolled at census one will receive state financial aid based on census two enrollment.

Deceased Student

If the University of the Cumberlands determines that a student has died during a period, they must perform a Return Calculation. If the calculation indicates that an institution is required to return Title IV funds, the school must return the Title IV funds for which it is responsible. 

The student's estate is not required to return any Title IV funds disbursed to the student. The University of the Cumberlands will not report a grant overpayment for a deceased student to National Student Loan Data System (NSLDS), nor refer an overpayment to Debt Resolution Services. 

The regulations governing the Direct Loan programs provide for a discharge of a borrower's obligation to repay a Federal Direct Loan if the borrower dies (including a Direct PLUS loan borrower's obligation to repay if the student on whose behalf the parent borrowed dies). If the University of the Cumberlands is aware that a student who has died has any outstanding Title IV loan debt, they may contact the student's estate and inform it of its actions to have that debt canceled. 

Suppose a Title IV credit balance created from funds disbursed before the student's death exists after the completion of the Return calculation and Institutional refund calculation. In that case, the University of the Cumberlands will resolve the credit balance in one of the following ways:

  1. By Cash Management regulations, paying authorized charges at the Institution (including previously paid charges that are now unpaid as a result of the Return of Title IV funds by the Institution)
  2. Returning any remaining credit balance to the Title IV programs