Pro-Ration of Charges

Refund Policies and Procedures
Refund Tables

From Dropping Course(s)
  From Complete Withdrawal from the University
  Appeals Policy & Procedures
  Return of Federal Title IV Student Aid  (Official Withdrawal)
Return of Federal Title IV Student Aid (Quits Without Withdrawing)

From Dropping Course(s)

        A student who completes a schedule change will receive a reduction in charges for tuition and/or course fee(s) if the student (1) drops below full-time, (2) is part-time and drops a class, or (3) is full-time and drops a class with a refundable course fee.  Both types of refunds will be in accordance with the refund table listed in the current Schedule of Fees.

        Students who wish to appeal their tuition refund amount must do so in writing to the Withdrawal Appeals Committee, Bursar's Office, Murray State University, 200 Sparks Hall, Murray, KY  42071-3312.  

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From Complete Withdrawal from the University

        A student who completes official withdrawal (written clearance through the Admissions and Registrar's Office and the Bursar's Office constitutes completion) or is dismissed will receive a reduction in charges for tuition, fees, room and meal plan in accordance with the refund table listed in the Schedule of Fees.  

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Appeals Policy & Procedures

The procedure for appealing charges and refunds when the student withdraws follows:

1.  The student must appeal the published policy in writing .  Email address:  Student.Loans@murraystate.edu

2.  The student must provide documentation of the extreme or extraordinary circumstances justifying his appeal.

3.  A committee of three will meet once each week when there are appeals pending to rule on the appeals.  The committee will consist of one member from the Student Financial Aid Office, one from the Admissions Office and one from the Student Loan Accounting Office.  The committee members shall be appointed by the heads of the aforementioned offices.

4.  The appeals will be channeled through the Student Loan Accounting Office.

5.  The results of the appeal will be sent to the student in writing by the representative from the Student Loan Accounting Office.  

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Return of Federal Title IV Student Aid ("Official Withdrawal")
(effective fall 2000)

I am thinking about withdrawing from all my classes, what will happen to my financial aid?

Federal financial aid will be returned or anyone who either  officially or unofficially withdraws from the semester before more than 60% of the term is completed.  These Federal Return of Title IV regulations view aid as a resource for the entire term; aid is earned for the number of days in school, but unearned for the days that will be missed due to withdrawal (official or unofficial).  Unearned aid must be returned to the appropriate aid programs.

How much will I owe?

The Student Loan Accounting office uses the date when the student provides official notification to the Registrar's office of his/her intent to completely withdraw from the University as the date of the withdrawal for Return of title IV purposes only.  This date refers to the earlier of:  "today's date" on the withdrawal form or the date the correspondence to withdraw is received by the Registrar's office.

A simple calculation is used to determine how much Federal Title IV financial aid is required to be returned to the federal programs.

Example:

1. Take the number of days stayed in school and divide by number of days in semester (23/109) = 21.1%, this is the earned financial aid;  the unearned aid is 100% minus 21.1% =  78.9% unearned aid.
   
2.  Take the aid disbursed X earned aid ($1,500 X 21.1%) = $316.50 earned; therefore $1,500 - 316.50 = $1,183.50  unearned.
3. Take the amount of tuition and fees, meals and housing X unearned percentage ($2,214 X 78.9%) = $1,746.85.
4. The amount the school is required to return is the lesser of #2 or #3; since #2 is less ($1,183.50), then the school is required to return $1,183.50.  If the account balance was $0 prior to the withdrawal, then the student owes $1,183.50.

However, when the earned aid is greater than 60%, without rounding, then federal aid is not returned.

To find out the exact amount for you, please contact the Student Load Accounting Office.  At the time you withdraw (either officially or unofficially), the Student Loan Office will automatically use any credit that may be on your account as payment toward what must be returned.  However, the total amount to be returned my be more than the institutional refund on classes (see the Refund Table), which will leave you owing the University and/or the government.  You will be notified or billed for any funds that must be repaid to MSU.  The amount returned to your lender is deducted from what you owe on your loan; however you are still responsible to your lender for the remaining balance.


Overpayment funds that are not repaid by the specified due date will be reported to the National Student Loan Data System and turned over to the Department of Education for collection.  The complete text of the regulation is contained in Federal Regulations 34 CFR § 668.22.

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Return of Federal Title IV Student Aid When a Student Quits Attending and Doesn't Withdraw ("Unofficial Withdrawal")

Federal regulations require Murray State University to perform a Return of Title IV funds calculation to determine if any federal financial aid funds need to be returned to the federal programs when any student quits attending classes without withdrawing.  The student would be classified as unofficially withdrawing from the University.  Unofficial withdraw is a term used to describe a student who quit attending classes but didn’t officially withdraw.

Any student who fails to earn any credit hours (has received any combination of all E’s, I’s, or X’s) for any given semester may be subject to Federal Return of Title IV regulations and could be considered unofficially withdrawn at the midpoint of the semester. Without acceptable proof of attendance or participation in a class related activity beyond the 60% point of the semester, the Federal Title IV financial aid credited for the term is returned to the aid program(s) from which it came at the rate of 50% of University charges (50% is earned, 50% is unearned-see Example). Loans are returned before grants.

What is acceptable proof of attendance or participation in a class related activity?

It is the student’s responsibility to ensure that either the Student Loan Accounting office receives either a letter on department letterhead or an email from one of your instructor(s) or academic advisor noting the last date of a student’s presence in class or involvement in a class related activity. Financial aid recipients who did not earn any credit hours for a given semester are notified by mail from the Student Loan Accounting office of the deadline for submitting documentation of class attendance or participation for that particular term. Late certification will not be accepted. 

What is a class related activity?

Examples of class related activities are an exam, a tutorial, computer-assisted instruction, academic counseling, and academic advisement, turning in a class assignment, or attending a study group that is assigned by the school.

Why single out students that have not earned any credit?

The University is obligated by federal statute to handle aid for students who fail to earn any credit in this manner. Failure to do so would result in monetary fines to the University and jeopardize our continued participation in federally funded aid programs. The assumption behind this law is that a student receiving all E’s, I’s, or X’s grades probably did not complete the semester, but rather walked-away from school without officially withdrawing. 

What happens is I decide not to withdraw?

The University will still be required to return financial aid to the federal programs for those that do not complete more than 60% of the semester.  In addition, students who fail to officially withdraw often end up with failing grades on their transcripts. 

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Last updated March 21, 2006.  ©Murray State University, 2000.

Please direct comments & questions to Bursar Office's .