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Student Financial Aid Policies

Institutional Refund and Repayment Policy for All Federal Student Financial Aid Recipients (Title IV) - 4A9

  1. Refunds

    This policy applies to all recipients of federal student financial aid who withdraw from the University. In this policy, "withdraw" means any student who officially withdraws from the University, withdraws from classes and changes from full to part-time status, unofficially terminates his/her attendance, is separated form the University for academic or other reasons, or who changes his/her official state of residency. This policy applies to all undergraduate and graduate degree seeking students and professional students including students enrolled in off-campus programs.

    In accord with the Policies of Board of Trustees on refunds, and Title IV regulations on which this policy is based, the term refund refers to a refund to a Title IV account for a payment of federal aid made to a student who has withdrawn as defined above. This policy clarifies student liability for a repayment of federal funds.

    1. Refunds of Direct Educational Costs

      If a student who is a recipient of any Title IV funds is due a refund of tuition and/or fees, and if such a student has received Title IV aid for the term in which the refund is requested, the Office of Student Financial Aid will determine the amount of such refund which must be returned to the Title IV program accounts at SIUE according to the following fraction:

      Total Title IV aid (minus work-earnings)
      [Total student aid package (minus work-earnings)]



      The resulting fraction will be applied to the amount of the institutional refund and the resulting amount will be the amount of Title IV funds to be returned to the Title IV program(s).

      To determine the order in which Title IV financial aid programs will be repaid, the following allocation order will be applied.

      1. Perkins Loans
      2. Supplemental Educational Opportunity Grant
      3. Stafford Loans
      4. SLS Loans
      5. PLUS Loans
      6. Pell Grants
      7. State Student Incentive Grants

      In no case will the amount returned to a particular program exceed the amount the student actually received in financial aid under that program for the payment period.

      When a Title IV aid recipient withdraws, as defined above, within the first 10 days of classes and that student has paid from his/her own resources for tuition, the Office of the Bursar may release a refund to the student provided that Student Financial Aid Office is notified in advance so that all Title IV aid checks may be cancelled for that student for that term and subsequent terms.

      Recipients of all Part B Loans (Stafford, SLS, PLUS, Illinois Opportunity Loans) are covered by this policy in the following way:

      Withdrawal, as defined above, at any point in the term requires the University to return any refund of tuition and fees, if applicable, to the lending institution and not to the student. Any guaranteed loan check not yet disbursed at the time of the student's withdrawal must be returned to the lending institution and will not be given to the student.

    2. Refunds of Non-Institutional Costs

      If a student is due a refund of University housing costs, the policy in I.A. above will also apply to the housing refund.

  2. Repayments

    The following policies apply to any student who officially withdraws from the University and who receives Title IV financial aid (except part B loans):

    1. Prior to withdrawing, any student who is receiving Title IV financial aid must report to the Office of Student Financial Aid which will determine whether the student must repay Title IV funds. This statement does not apply to students withdrawing after the sixth week of a term.

    2. The Office of Student Financial Aid (SFA) will make a determination as to whether the withdrawing student has been over awarded financial aid by taking into account the week of withdrawal, the student's college cost budget, and the amount of financial aid received during the payment period. For students enrolled in the School of Dental Medicine the amount of mandatory, nonrefundable fees is included in the student's college cost budget. The following method will be utilized:

      1. The Office of Student Financial Aid will determine the college cost budget for non-instructional costs for the term of payment period.

      2. The week of withdrawal will be determined.

      3. The following percentages will be applied to the week of withdrawal:
        Week(s) of Term Percentage of Budget "Used"
        1 0%
        2 0%
        3 40%
        4 60%
        5 80%
        6 through 16 100%

      4. The amount derived from applying the percentage to the non-instructional cost budget is subtracted from the total amount of financial aid (excluding earnings) and the remainder (if any) of the amount the student must repay.

        For students enrolled in the School of Dental Medicine, the amount of certified dental student fees actually paid by a withdrawing student will be added to the amount derived from applying the percentage to the non-instructional cost budget before subtraction from the total amount of financial aid (excluding earnings). For each withdrawing School of Dental Medicine student, the Student Affairs Officer at the SDM shall submit to the Office of Student Financial Aid a statement of the amount of certified dental student fees that the withdrawing student actually paid.

      5. The amount of repayment to be returned to the federal programs by the student is determined by multiplying the amount determined in #4. by the following fraction:

        Total amount of Title IV aid (minus work
        earnings) awarded for the payment period
        Total amount of aid (minus work earnings)
        awarded for the payment period

        A student who is a Pell recipient and who withdraws after the 10th day of classes will receive a Pell Grant payment proportionate with the tuition and fee obligation which the student must pay the University. Pursuant to other federal regulations, the Bursar may endorse the student's Pell check and deduct tuition, fees, or other institutional expenses.

        With the exception of the Pell Grant Program as explained in II.B.5. above, a student who withdraws prior to receipt of a check from a Title IV federal aid program is not entitled to receive such payment. Withdrawal from the University voids any student claim to unadministered federal aid.

      6. The allocation order for amounts to be repaid to the various title aid program is as follows:

        1. Perkins Loans
        2. Supplemental Educational Opportunity Grant
        3. Pell Grants
        4. State Student Incentive Grant

        In no case will the amount returned to a particular program exceed he amount the student actually received under that program for the payment period.

      7. Any student who is in a repayment status will be advised in writing of such repayment and will be asked to repay immediately, or the student will be placed on accounts receivable for the amount due to each financial aid program. Following these actions, the University may institute legal proceedings to recover funds identified as repayment obligations. Under federal regulations the student is ineligible for any subsequent federal student financial aid until the repayment has been made by the student.

      The formulas for repayment and steps can be outlined as follows:

      Step #1
      Aid Received - Budget for non-instructional costs × % used = REPAYMENT AMOUNT

      Step #2
      REPAYMENT AMOUNT × (Federal Aid ÷ Total Aid) = Federal Amount of REPAYMENT

      Step #3
      Federal Repayment amount is allocated to programs in order designated (i.e., Perkins first, SEOG second, etc.)

      Step #4
      Student makes repayment or is placed on A/R

Approved by Chancellor effective 11/11/92
This policy was issued on January 2, 1997, replacing the February 1, 1996 version.
Document Reference: 4A9
Origin: OP 11/11/92

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