Refund Policies
Non-Military Refund Policy
Military Service Refund
Financial Aid Tuition Refunds and Return of Title IV Funds
Collection Policy
Petition for Tuition/Fee Adjustment
Non-Military Refund Policy:
For short term classes of 4 weeks or less, students must process the official drop on or before the Tuesday of the week in which the class begins in order to receive a refund. For classes 5 to 8 weeks, students will receive a refund if the official drop is processed on the Friday of the week in which the class begins. For classes 9 or more weeks, the official drop must be completed by the Monday following the first week of class. If the class duration is 12 or more weeks, the official drop must be completed by August 30, 2011 (10th day of classes).
Military Service Refund
Students serving in the National Guard or Reserves who are called to active duty during an academic term are entitled to receive a full refund for tuition and fees. Students who are drafted and must report for active duty during an academic term are entitled to receive a full refund for tuition and fees. All refunds are subject to presentation of official documentation. Students who volunteer for military service will be subject to the University's non-military refund policy. Room and board charges will be pro-rated to the extent that services have been provided. Please contact the Office of Student Affairs (620/341-5267) for additional information.
Financial Aid Tuition Refunds and Return of Title IV Funds
Tuition refunds may require repayments to Emporia State University or Federal Financial Aid Programs based upon financial aid requirements. When a student receives financial aid, it is with the understanding that the student remains in school for the entire semester. If the student withdraws prior to the end of the semester, s/he may have to pay tuition, fees and housing charges from personal funds.
It is imperative that the student understands the financial obligation prior to withdrawing from Emporia State University. Any student considering withdrawing should contact the Financial Aid Office in Plumb Hall.
Return of Title IV Funds
Any student who receives Title IV funds and withdraws from all classes during the first 60% of an academic period is subject to Return of Title IV calculations.
ESU is required to perform “Return of Title IV Funds” calculation to determine the amount of federal funds that must be returned to the federal programs.
Any refund resulting from a student’s withdrawal from all classes will be allocated first to federal funds that must be returned.
ESU must return funds to federal programs based on the unearned portion of financial aid.
The student is responsible for paying ESU for the amount of the unearned portion of financial aid returned to federal programs.
The student may also have to return funds directly to the federal program.
This information will be reported to the U.S. Department of Education, as well as any other college to which a student may subsequently apply.
A student cannot return to ESU as a student or obtain an academic transcript until all University charges are paid.
Withdrawal from the University
The following steps are required for students who wish to withdraw from all classes at the University:
1. Contact the Registration Office in person, 108 Plumb Hall
2. Obtain signatures on withdrawal form (in order) from:
a) Advisor
b) Off-Site and Distance Education (formerly "Lifelong Learning")(if applicable), 315 Plumb Hall
c) Student Affairs, 205 Plumb Hall
d) Residential Life (if applicable), 308 South Morse Hall
e) International Education (if applicable), Lower Level of Memorial Union
f) Office of Student Financial Aid, 103 Plumb Hall
g) Business Office, Student Financial Services, 103P Plumb Hall
3. Return withdrawal form to Registration Office. Sign and date form when submitted to Registration.
Withholding of Student Records
When necessary, the University may withhold the academic records of students for the nonpayment of tuition and fees, loans, other charges, and for failure to return University property.
Collection Policy
A student’s records may be held and/or permission to re-enroll denied for failure to pay any indebtedness or return any property to the University. Students may be required to pay collection agency and attorney fees and all other charges necessary for the collection of any amount not paid when due.
Petition for Tuition/Fee Adjustment
An appeal for tuition/fee adjustment and all pertinent written documentation must be submitted in writing within 25 calendar days of notification of assessment, adjustment, refund or event.
Minimally, each written appeal must be dated and include the student name, address and phone number, ESU ID, signature of the student, statement describing specifically what is being requested and for what term, statement of any extenuating circumstances, and why the request should be honored. The student must utilize the Petition for Tuition/Fee Adjustment Form to facilitate providing all necessary information.
Additional information regarding the Refund/Adjustment of Student Charges for Tuition and Fees can be found under 4I.05 in the University Policy Manual at http://www.emporia.edu/acadaff/pdf/EmployeePolicyManual.pdf