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Refund Policies


Refund Policies


No refunds of student tuition/fees will be made unless a student OFFICIALLY withdraws through the Office of Admissions and Registration Full refunds are given only if a student officially drops or withdraws before the first day of the semester. If a refund is due to a student receiving financial aid from any Federal Financial Aid program, a portion of the refund shall be returned to the Financial Aid program in accordance with federal regulations. Students who fail to follow the proper withdrawal procedures will be responsible for tuition once classes begin. Failure to attend classes does not constitute an official drop/withdrawal.

No refunds are given for drops, withdrawals or non-attendance after the 11th day of a spring/fall semester or after the 11th day equivalent of a summer term.

Refund Schedule:

Credit Courses- Spring & Fall Semester

Prior to First Day of Semester 100%

First Day of Classes Through 11th Class Day 80%

After the 11th Class Day NONE

Credit Courses- Summer

Prior to First Day of Semester 100%

First Day of Classes Through 4th Class Day 50%

After 4th Class Day NONE

 Refund Schedule.jpg

Policy on Return of Title IV-Higher Education Act (HEA) Funds

When students apply for financial aid, they sign a statement that they will use the funds for educational purposes only. Therefore, if a student withdraws before completing the academic program, a portion of the financial aid funds received may have to be returned. East Arkansas Community College will calculate the amount of financial aid to be returned to the Title IV, HEA Federal fund programs according to the following policy.

This policy applies to students who withdraw officially, unofficially, fail to return from a leave of absence, or are dismissed from enrollment at East Arkansas Community College. It is separate and distinct from the East Arkansas Community College refund policy. (Refer to EACC refund policy)

The calculated amount of the Return of Title IV, HEA “Return to Title IV”(R2T4) funds that are required for the students affected by this policy is determined according to the following definitions and procedures as prescribed by federal regulations.

The amount of Title IV, HEA aid earned is based on the amount of time a student spent in academic attendance, and the total aid received. It has no relationship to a student’s incurred institutional charges. Because these requirements deal only with Title IV, HEA funds, the Order of Return of unearned funds does not include funds from sources other than the Title IV, HEA programs

Title IV, HEA funds are awarded to the student under the assumption that he/she will attend school for the entire period for which the aid is awarded. When a student withdraws, he/she may no longer be eligible for the full amount of Title IV, HEA funds that were originally scheduled to be received. Therefore, the amount of Federal funds earned must be determined. If the amount disbursed is greater than the amount earned, unearned funds must be returned.

EACC has 45 days from the date that the College determines that the student withdrew to return all unearned funds for which it is responsible. The College is required to notify the student via written notice if they owe a repayment.

The College must advise the student or parent that they have 14 calendar days from the date the College sent the notification to accept a post-withdrawal disbursement. If a response is not received from the student or parent within the allowed time frame or the student declines the funds, the school will return any earned funds that the school is holding to the Title IV, HEA programs.

Post-withdraw disbursements will occur within 90 days of the date that the student withdrew.

Official Withdrawal from the College for Financial Aid Purposes Only

How to Withdraw from EACC

A student withdrawing from EACC must complete a withdrawal form. This is used when you are dropping every class and withdrawing from totally from EACC. Students are not considered officially withdrawn until this form has been completed and returned, and financial obligations to the College have been satisfied. To withdraw, complete the following steps:

  1. Obtain a withdrawal form here, or request one from the secretary in the Wynne office or in the Betty Jo Hodges Student Services Complex.
  2. Fill in all the courses you are currently enrolled in.
  3. Obtain instructor's signature.
  4. Obtain advisor's signature.
  5. Return the completed form to the Registrar's Office in the Betty Jo Hodges Student Services Complex or the secretary in the Wynne Office to complete the process.

Proper withdrawal will protect the student's academic records by enabling them to receive "W"s in all courses and provide for refund of fees when appropriate. Students considering withdrawal are strongly encouraged to consult with their advisor before doing so.

How to Drop a Course at EACC

If it becomes necessary to drop a course, students must complete a drop form. This is to insure accurate record processing and it is the student’s responsibility to comply. The drop will not be complete unless each step in the order listed is followed. The drop process is not complete until all steps have been completed.

  1. Obtain a drop form: here, or request one from the secretary in the Wynne office or in the Betty Jo Hodges Student Services Complex.
  2. Fill in the course you wish to drop or add.
  3. Obtain instructor's signature
  4. Obtain advisor's signature
  5. Return the completed form to the Registrar's Office in the Betty Jo Hodges Student Services Complex or the secretary in the Wynne Office to complete the process.

 

For dropping online courses, contact your instructor or the Registrar's Office, by fax or email, and request to be dropped, Fax: 870-633-3840, Email: scollier@eacc.edu.

 

Official Withdrawal from the College for Financial Aid Purposes Only

A student is considered to be “Officially” withdrawn on the date the student notifies the Director of Financial Aid or Director of Enrollment Management in writing of their intent to withdraw.

The date of the termination for return and refund purposes will be the earliest of the following for official withdrawal:

  1. The date the student provided official notification of intent to withdraw, in writing or orally.
  2. The date the student began the withdrawal from East Arkansas Community College records. A student is allowed to rescind his notification in writing and continue the program. If the student subsequently drops, the student’s withdrawal date is the original date of notification of intent to withdraw.

Upon receipt of the official withdrawal information, East Arkansas Community College will complete the following process:

  1. Determine the student’s last date of attendance as of the last recorded date of academic attendance according to the College’s attendance records.
  2. Perform two calculations:
    1. The student’s statement of account and attendance records are reviewed to determine the calculation of Return of Title IV, HEA funds the student has earned, and the amount of Title IV funds for which the College is responsible (if any). Returns made to the Federal Funds Account are calculated using the federal Return of Title IV (R2T4) Funds Worksheets.
    2. Calculate the College’s refund requirement (if any)
  3. Update the student’s grade record to reflect the student’s final grade(s)
  4. Return the amount for any unearned portion of the Title IV funds for which EACC is responsible within 45 days of the date the official notice was provided.
  5. Provide the student with a letter explaining the Title IV, HEA requirements, including:
    1. The amount of Title IV assistance the student has earned, based upon the length of time the student was enrolled in the program based on scheduled attendance and the amount of funds the student received.
    2. The amount of any returns that will be made to the Title IV, HEA Federal program on the student’s behalf as a result of exiting the program.
    3. The amount of unearned Federal funds and tuition and fees that the student must return, if applicable. 6. Supply the student with their statement of account noting outstanding balance due to the College and the available methods of payment.
  6. A copy of the completed worksheet, check, letter and final statement of account will be kept in the student’s file.

In the event a student decides to rescind his or her official notification to withdraw, the student must provide a signed and dated written statement that he or she is continuing their program of study, and intends to complete the payment period. Title IV, HEA assistance will continue as originally planned. If the student subsequently fails to attend or ceases attendance without completing the payment period, the student’s withdrawal date is the original date of notification of intent to withdraw.

Unofficial Withdrawal from School

In the event that a student withdraws unofficially (withdraws and did not notify the college) and did not provide official notification of his or her intent to withdraw and receives all “F’s” at the end of the semester, the last date of attendance is noted on the roster by the instructor.

At the end of the semester after all grades have been submitted to the Registrar’s Office, the Financial Aid Office will perform the following procedures:

  1. The College will calculate the amount of Federal funds the student has earned and, if any, the amount of Federal funds for which the College is responsible, and the College’s refund requirement, if applicable. 2. The EACC Director of Financial Aid will return to the Federal fund programs any unearned portion of Title IV funds for which the College is responsible within 45 days of the date the withdrawal determination was made, and record the return on the student’s account.
  2. If applicable, EACC will provide the student with a refund letter explaining Title IV requirements as follows:
    1. Advise the student of the amount of Title IV aid the student has earned based upon the length of time the student was enrolled and scheduled to attend in the program, and the amount of aid the student received.
    2. Advise the student of the amount of unearned Title IV aid and tuition and fees that must be returned by the student, if applicable. c. Supply the student with a statement of account showing the outstanding balance due the College and the available methods of payment.
  3. A copy of the completed worksheet, check, letter, and statement of account will be kept in the student’s file.

Withdrawal before 60%:

EACC must perform a calculation utilizing the federal “Return to Title IV” (R2T4) worksheets to determine the amount of earned aid up through the 60% point in each payment period or period of enrollment (semester or term). The College will use the federal prorated schedule to determine the amount of R2T4 funds the student has earned at the time of withdrawal. After the 60% point in the payment period or period of enrollment, a student has earned 100% of the Title IV funds scheduled to be receive during the period, however, the institution must still perform a R2T4 to verify the amount of aid that the student has earned.

Withdrawal after 60%:

For a student who withdraws after the 60% point in the period (term), there are no unearned funds. However, a school must still determine whether the student is eligible for a post-withdrawal disbursement.

Example of Calculation:

  1. Determine the percentage of Title IV, HEA aid earned by the student by taking the calendar days completed in the payment period, divided by the total calendar days in the payment period (excluding breaks of 5 days or more and days the student was on an approved Leave of Absence, if any.

18(complete days) = 15.3% (% of completed calendar days)

118 (total days)

  1. Determine the amount of Title IV aid earned by the student by multiplying the percentage of Title IV, HEA aid earned times the total of the Title IV aid disbursed plus the Title IV aid that could have been disbursed for the payment period.

15.3 % X $2805.00 = 429.17 (Amount of aid earned by student)

  1. Aid to be returned = (100% minus the percent earned) multiplied by the amount of aid disbursed toward institutional charges. 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 portion of the funds. All Title IV funds that the institution must return will be made no later than 45 calendar days after the date the school determines that the student withdrew.
  2. When Title IV, HEA funds are returned, the student may owe a balance to the institution.

Post Withdrawal Disbursement

EACC will offer any post-withdrawal disbursement of loan funds within 30 days of the date it determines the student withdrew.

EACC must disburse any Title IV, HEA grant funds a student is due as part of a post-withdrawal disbursement within 45 days of the date the College determined the student withdrew and disburse any loan funds a student accepts within 180 days of the withdrawal date.

Post-withdrawal disbursements will occur within 90 days of the date that the student withdrew.

If a student did not receive all of the funds that were earned, the student may be due a post-withdrawal disbursement. East Arkansas Community College may use a portion or all of the post-withdrawal disbursement for tuition and fees (as contracted with the College). For all other College charges, EACC requires the students to apply post-withdrawal disbursement funds. If permission is withheld, the student will be offered the funds. However, it may be in the student’s best interest to allow the College to keep the funds to reduce the student’s debt obligation to the College.

Order of Return

East Arkansas Community College is authorized to return any excess funds after applying them to current outstanding Cost of Attendance (COA) charges. A copy of the Institutional R2T4 work sheet performed on a student’s behalf is available from the Financial Aid Office upon student request.

In accordance with Federal regulations, when Title IV, HEA financial aid is involved, the calculated amount of the R2T4 Funds is allocated in the following order:

  • Federal Direct Stafford/ Federal Direct PLUS Loans
  • Federal Pell Grants for which a Return is required
  • Federal Supplemental Educational Opportunity Grant (FSEOG)
  • Iraq and Afghanistan Service Grant for which a Return
    is required
  • Other Title IV Assistance
  • Other State Tuition Assistance Grants, Private, Institutional Aid Programs
  • Aid returned to Student, if any

Time frame for returning an unclaimed Title IV Credit Balance:

If EACC attempts to disburse a credit balance by check and the check is not cashed, the College must return the funds no later than 240 days after the date the College issued the check.

If a check is returned to the College or an Electronic Funds Transfer (EFT) is rejected, the College may make additional attempts to disburse the funds, provided that those attempts are made not later than 45 days after the funds were returned or rejected. When a check is returned or EFT is rejected and the College does not make another attempt to disburse the funds, the funds must be returned before the end of the initial 45-day period.

The College must cease all attempts to disburse the funds and return them no later than 240 days after the date it issued the first check.

Institution Responsibilities

East Arkansas Community College’s responsibilities regarding Title IV, HEA funds:

  • Providing students information with information contained in this policy;
  • Identifying students who are affected by this policy and completing the return of Title IV funds calculation for those students;
  • Returning any Title IV, HEA funds due to the correct Title IV programs.

The institution is not always required to return all of the excess funds. There are situations once the R2T4 calculations have been completed in which the student must return the unearned aid.

Overpayment of Title IV, HEA Funds

Any amount of unearned grant funds that must be returned is called overpayment. The amount of grant overpayment that must be repaid is half of the grant funds the student received, or was scheduled to receive. The student must make arrangements with East Arkansas Community College to return unearned grant funds.

Student Responsibilities in regards to Return of Title IV, HEA funds

  • Returning to the Title IV, HEA programs any funds that were dispersed to the student
  • Providing any notification of withdrawal in writing and addressed to the appropriate College official.
  • Providing in writing any notification to rescind a previous intent to withdraw addressed to the appropriate College official.

Either these notifications, to withdraw or rescind to withdraw, must be made to the appropriate EACC records/registration official.

Refund vs. Return to Title IV, HEA Funds

The requirements for the Title IV, HEA program funds when a student withdraws are separate from any refund policy that East Arkansas Community College may have regarding cash credit balance returns to students. Therefore, a student may still owe funds to the school to cover unpaid institutional charges. East Arkansas Community College may also charge the student for any Title IV, HEA program funds that they were required to return on behalf of the student.

Return to Title IV, HEA questions?

For questions regarding Title IV, HEA program refunds after visiting with the Financial Aid Office, contact the Federal Student Aid Information Center at 1-800-4-fedaid (800-433-3243). TTY users may call 800-730-8913. Information is also available on student aid on the web www.studentaid.ed.gov.

NOTE: This policy is subject to change at any time, and without prior notice.

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