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Course Drop, Course Withdrawal, and Refund Schedule

Business Days 1-4 (drop) 100%*
Business Days 5 and beyond (withdrawal) 0%*

* Unless specified by Memorandum Of Understanding (MOU), contract, or state regulations.

Students who drop a course after the 4th business day “drop” period are responsible for their tuition/fees, and the action will be processed as a withdrawal. Request for drops/refunds due to circumstances beyond  those permitted by the University, such as severe personal illness, required military deployment, etc., must be in writing and accompanied by third party documentation, such as a physician’s statement, military orders, etc.

University Policy for Add, Drops, and Withdrawals

For nonmilitary students enrolled in Alaska, Alabama, Arizona, California, Louisiana, Maryland, Nevada, New Mexico, North Dakota, and Oregon, refund tables are available at local Worldwide locations or on the State Authorization and Compliance site.

* Unless specified by Memorandum of Understanding (MOU), contract, or state regulations.

Arizona Students Cancellation and Refund Policy

An applicant rejected by the school is entitled to a refund of all monies paid.

An applicant who provides written notice of cancellation within three days (excluding Saturday, Sunday, and federal and state holidays) of signing an enrollment agreement is entitled to a refund of all monies paid. No later than 30 days after receiving the notice of cancellation, the school shall provide the 100% refund.

An applicant requesting cancellation more than three days after signing an enrollment agreement and making an initial payment, but prior to entering the school, is entitled to a refund of all monies paid (minus an administrative or registration fee, not to exceed $200, if applicable).

Nevada Students Cancellation and Refund Policy

2017/2018 Catalog Addendum, effective date July 1, 2017.

The minimum refund that shall be paid to a Nevada student who withdraws or is terminated after completing only a portion of a course, program, or term within the applicable billing period is a follows:

1. Each postsecondary educational institution shall have a policy for refunds which at least provides:

      (a) That if the institution has substantially failed to furnish the training program agreed upon in the enrollment agreement, the institution shall refund to a student all the money the student has paid.

      (b) That if a student cancels his or her enrollment before the start of the training program, the institution shall refund to the student all the money the student has paid, minus 10 percent of the tuition agreed upon in the enrollment agreement or $150, whichever is less, and that if the institution is accredited by a regional accrediting agency recognized by the United States Department of Education, the institution may also retain any amount paid as a nonrefundable deposit to secure a position in the program upon acceptance so long as the institution clearly disclosed to the applicant that the deposit was nonrefundable before the deposit was paid.

      (c) That if a student withdraws or is expelled by the institution after the start of the training program and before the completion of more than 60 percent of the program, the institution shall refund to the student a pro rata amount of the tuition agreed upon in the enrollment agreement, minus 10 percent of the tuition agreed upon in the enrollment agreement or $150, whichever is less.

      (d) That if a student withdraws or is expelled by the institution after completion of more than 60 percent of the training program, the institution is not required to refund the student any money and may charge the student the entire cost of the tuition agreed upon in the enrollment agreement.

2.  If a refund is owed pursuant to subsection 1, the institution shall pay the refund to the person or entity who paid the tuition within 15 calendar days after the:

      (a) Date of cancellation by a student of his or her enrollment;

      (b) Date of termination by the institution of the enrollment of a student;

      (c) Last day of an authorized leave of absence if a student fails to return after the period of authorized absence; or

      (d) Last day of attendance of a student, whichever is applicable.

3.  Books, educational supplies or equipment for individual use are not included in the policy for refund required by subsection 1, and a separate refund must be paid by the institution to the student if those items were not used by the student. Disputes must be resolved by the Administrator for refunds required by this subsection on a case-by-case basis.

4.  For the purposes of this section:

      (a) The period of a student’s attendance must be measured from the first day of instruction as set forth in the enrollment agreement through the student’s last day of actual attendance, regardless of absences.

      (b) The period of time for a training program is the period set forth in the enrollment agreement.

      (c) Tuition must be calculated using the tuition and fees set forth in the enrollment agreement and does not include books, educational supplies or equipment that is listed separately from the tuition and fees.

Oklahoma Students Cancellation and Refund Policy

If a student receiving Veterans Administration (VA) funds withdraws from a course, a debt between the student and VA may be created as a result. VA funds remaining in the student’s account after a drop, late drop or withdrawal will be returned to the VA. Any credit created by a student payment, Title IV funds, or non-tuition specific scholarship after the VA portion of the student’s tuition has been deferred will be refunded to the student after the drop period.

Virginia Relief, Refund, and Reinstatement Tuition Guidelines

Late Drop/Late Withdrawal Requests for Active Duty Military Students

Personnel covered under this section of the catalog are uniformed members of the U.S. Armed Forces who do not exercise a military withdrawal option through their military service, who are registered or enrolled in a class at Embry-Riddle Worldwide, and who must drop or withdraw from a class for reasons related to their military service. Drop or withdrawal requests will be reviewed and if approved, will be processed based on the type of request and the information submitted. The student submits the request for a late drop or late withdrawal within 30 days of receiving notification of the deployment or the start of service related travel which prevents continued enrollment in courses. All requests will be reviewed on a case by case basis.

Request for drops/refunds due to circumstances beyond those permitted by the University, such as, required military deployment, must be in writing and accompanied by third party documentation, such as military orders.

A late drop is defined as any drop after the completion of add/ drop period and prior to the mid-point of the course, and is reviewed as an exception to policy. Students petitioning for a late drop from a course must provide a written petition along with third-party documentation explaining their extenuating circumstances, such as military assignment. Each petition is considered individually.

A late withdrawal is defined as any withdrawal after the mid-point of a course, and is reviewed as an exception to policy. Students petitioning for a late drop or withdrawal from a course must provide a written petition along with third-party documentation explaining their extenuating circumstances, such as military assignment. Each petition is considered individually.

Request for drops/refunds after the 4th business day “drop” period due to circumstances beyond those permitted by the University, such as required military deployment, must be in writing and accompanied by third party documentation, such as military orders.   

Students who are unable to complete course requirements due to extenuating circumstances may complete and submit a written request to their instructor for an incomplete grade. An incomplete grade must be completed no later than 30 days after the end of the term in which the course was taken. An incomplete grade does not extend the end date of a course. A student working to complete an incomplete grade is not granted continuing enrollment status for the period of time given to complete the course. The instructor may require a student to complete the course requirements earlier than 30 days following the end of the term. If the student fails to complete the course and government tuition assistance (TA) funding was used, the government will determine if the funds expended must be repaid by the student. If Department of Veterans Affairs (VA) funds were used, similar restitution of Veterans Educational Benefits may have to be made to the VA if a course is not completed. Students not completing their courses within the time limit will receive a failing grade (F) in the course.

Continuous Student Status For Active Duty Military Students Active-duty military students must maintain continuous student status as detailed above; however, active duty undergraduate military students may also maintain continuous student status by submitting National Exam results, or transcripts within a one-year period showing that the student has done one of the following to maintain continuous student status: 1. Passed a nationally recognized exam (ie. CLEP, DSST/DANTES) that can be applied toward degree completion 2. Completed any non-traditional education (military course or updated occupational skill as listed on the service transcript and reviewed by the American Council on Education) that can be applied toward degree completion 3. Completed a course at another institution to be used toward an ERAU degree after receiving prior written approval *Active duty military students may complete a waiver to establish continuous student status.

Undergraduate Degree Completion Time Limits An undergraduate student may graduate under the provisions of the ERAU-Worldwide catalog which were in effect when the student matriculated at the University, up to a maximum time limit of seven years, after which one must reapply for admission. All requirements for an Embry-Riddle associates degree, bachelor’s degree, or combination therein, must be completed within seven years from the date of matriculation regardless of degree change, catalog change, or campus changes. Failure to complete an undergraduate program within the seven year limit will require students to reapply for admission.

Graduate students are expected to complete their ERAU program of study within seven years to assure course and program currency. All requirements for an Embry-Riddle master’s degree must be completed within seven years from the date of initial course enrollment following admission to the University regardless of degree change, catalog change, or campus changes. If a student must reapply for admission, the seven years commences from the start date of the first course enrollment after the most recent admission to the University. A student who completes an ERAU master’s degree and still maintains continuing student status may add another ERAU graduate degree program. The seven-year degree completion time limit for this student will begin with the start date of the first course enrollment after the add-a-program request date.

Exceptions to this policy are not permitted, other than those considered for military students readmitted under the provisions of the Higher Education Opportunity Act. The seven-year time limit will not be applied to advanced standing credit for academic work at eligible senior military service schools if the service member is on active duty when accepted for admission. The seven-year limit for such applicants commences on the date the service member separates from active military service.

All student drop requests require counseling with an academic advisor, in order to be processed. Advisors/campus staff will receive a notification email for students who are inactive in a course for ten (10) consecutive calendar days. Upon receipt of notification, advisor/campus staff will contact student within one business day of the notification. This policy shall provide for counseling for the student to determine the impact of absence from the program on the ability to resume study and to advise the student of his or her options when a program is no longer available or suitable.

If student intends to withdraw from a course, advisor/campus staff will assist student with appropriate documentation to submit this request. The student should submit the request for a late drop or late withdrawal within 30 days of receiving notification of the deployment or the start of service related travel which prevents continued enrollment in courses. Military deployment, must be in writing and accompanied by third party documentation, such as military orders.   

Department of Education Withdrawal/Refunds Policy

Standards of Academic Progress for Federal Financial Aid

What are the Standards of Satisfactory Academic Progress (SAP)?

The Satisfactory Academic Progress (SAP) describes the academic standards a student must meet in order to remain eligible for federal aid and ensure they are progressing toward degree completion as required by federal regulations. If a student is not meeting these requirements, they may not be eligible for federal aid.

How is SAP measured?
The following measurements will be reviewed to determine good standing for continued financial aid eligibility:
    Qualitative:    College level grade point (Cumulative GPA)
    Quantitative (Pace):   College credits completed and time frame needed to complete the degree

What are the standard requirements?
Qualitative:
•    Undergraduate students: Minimum cumulative GPA of 2.0
•    Graduate students: Minimum cumulative GPA of 3.0

Quantitative /Pace:
•    College credits hours completed: required to complete 67% of total credit hours attempted.
How to calculate PACE
How to calculate Pace: Cumulative number of credit hours that student successfully completed divided by the cumulative number of credits hours that student attempted.

Application of Grades and Credit Hours
Credit hours attempted are all course credit hours for which you are enrolled as of the end of add/drop period.
For calculating credit hours, grades of “F” (failure), “I” (incomplete), “IP” (in progress), “W” (withdrawn), “WP” (withdrawn passing), “WF” (withdrawn failing), “U” (unsatisfactory), AU (audited), FX (ceased attendance) and repeated courses, are counted as hours attempted but not as credit hours completed.

For example, a sophomore that has attempted 60 credit hours and has satisfactorily completed 48 of those credit hours would have completed 80% of attempted credits hours.

•    Time frame needed to complete the degree: You are not allowed to attempt more than 1.5 times, or 150%, of the number of hours in your degree program of study.
A sample of the maximum allowable attempted hours is noted below:

No. Credit Hours in                     150% of Degree Program       Maximum Allowable Attempted
   Degree Program                                  Credit Hours
    120             x                                      1.5 (150%)               =                  180 hours
    129             x                                      1.5 (150%)               =                  194 hours
These maximum credit hours may vary depending on your specific program.

Repeat Courses
For courses repeated during your program of study, both the original and repeated credit hour will be counted as attempted hours in rate of progress calculations.

Dual Degree Programs/Change of Degree Program

For students seeking two programs of study at the same time (i.e., major and minor, two undergraduate degrees, two master’s degrees) or for those who change their degree program of study, your chosen primary program of study is evaluated based on the number of credit hours that count toward the primary program of study. All courses applicable to chosen program of study are counted in Time Frame, Attempted Hours and Completed Hours.

Transfer Credit Hours/Dual Enrollment Credit Hours

Transfer credit hours/Dual Enrollment credit hours that are accepted toward your chosen program of study are calculated in the Time Frame needed to complete your degree. You are not allowed to attempt more than 1.5 times, or 150%, of the number of hours in your degree program of study. These maximum credit hours may vary depending on your specific program.

Embry-Riddle Dual Enrollment Credit Hours

Dual Enrollment credit hours earned through participation in Embry-Riddle dual enrollment programs that are applicable to your chosen degree program but taken before admitted into your degree program will count towards the Time Frame. If you are or were an Embry-Riddle Dual Enrollment student and have questions about the effect of non-successful dual enrollment credit hours for the Satisfactory of Academic Progress for Financial Aid, please contact the Financial Aid office at your campus.

Withdrawing from courses
Withdrawing from courses may impact your financial aid awards. Before withdrawing from class, you should contact the Financial Aid Office to determine the consequences.

Withdrawing from the university or dropping all courses in a term
Students who totally withdraw or drop all courses in a term, and receive aid may owe the university money. Before withdrawing from the university, you should contact the Financial Aid Office to determine the consequences.

Auditing Courses
Audited courses are not eligible for Financial Aid. Students who enrolled in courses applicable to their degree and received Federal Aid and then change all enrolled courses to audited courses will be considered to have withdrawn on the date the final course was changed to an audited course and may owe the university money.

When are these standards reviewed?
The standards are reviewed once each academic year at the end of the spring semester. Email notifications will be sent to your ERAU email account if you fail to meet the SAP standards. Please note: For Worldwide programs, the academic year ends with the last term of a track (see Financial Aid Tracks for terms associated with Tracks). The April and May Terms are optional terms and are not calculated until the following academic year. If you are failing the Standards of Academic Progress and have questions, please contact a Worldwide Financial Aid Counselor toll-free at 866-567-7202.

What happens if I’m not meeting the standards?

Financial Aid Suspension
Students who fail to meet satisfactory academic progress are placed on financial aid suspension. You will not receive federal or institutional aid during this suspension.

Can I appeal my suspension?
You have the option to appeal the suspension. An appeal must be based on extenuating circumstances that seriously affected academic performance such as student or parent injury or illness, death of a relative or other special circumstances.

The Appeal Process

The appeal form and instructions may be found on your campus website. You will be required to submit supporting documentation. You will also need to explain what type of circumstances contributed to the academic problem and what plans you have to eliminate those problems in the future. We realize that sharing personal information can be difficult. Be assured that your statement will remain confidential. An academic plan approved by an academic advisor may be required. Contact the Financial Aid Office if you have questions or need assistance to begin processing an appeal.

Appeal Forms can be found on your campus website:

Financial Aid Probation
For students who are successful in their appeal, aid will be reinstated; however, placed on probation for one payment period/term. At the conclusion of the probation term, you must be meeting the school’s SAP standard in order to qualify for further Federal Title IV Funding. If you are academically suspended, dismissed, or not permitted to continue your enrollment, you will not be eligible to receive financial aid.

Reinstatement
You may reestablish your eligibility for financial assistance by achieving the satisfactory academic progress standards. Keep in mind this will be at your own expense as you are ineligible for aid. Once you have earned the required grade point average or completed the required credit hours, you must contact your Financial Aid Counselor at your Campus to request the reinstatement of your financial aid eligibility.  

Do these standards apply to every financial aid program?

These standards are related directly to the Federal Financial Aid programs.  However, state, institutional and private sources of aid have other standards that must be considered. Refer to your state web sites to review the specific criteria for each program. Contact the Financial Aid staff to determine the specific requirements of each type of aid that you receive.

There are many resources to help you if any difficulties arise, including tutoring labs, the Counseling Center, your Academic Advisor and Financial Aid Counselors. We are here to help make your educational experience at Embry-Riddle successful. Contact us if you need help!

Return of Federal Financial Aid Funds

The Return of Title IV policy helps explain certain procedures the ***Embry‐Riddle Aeronautical University (ERAU) Financial Aid Office must follow when administering the Federal Financial Aid Programs. It contains information for students who audit, drop, withdraw, ceases to attend, or ceases to participate from all classes within a semester/term and receive financial aid. The Return of Title IV Funds Policy, in accordance with federal regulations, will determine the amount of financial aid funds to be returned. This policy is subject to change in order to comply with administrative and regulatory requirements.

What constitutes a withdrawal?

Students who *audit, drop, withdraw, receive an “F” for *non-attendance or *non-participation from all their classes in a semester and/or term are subject to the Return of Title IV Federal Financial Aid Programs Policy.

*If student changes ALL enrolled courses to audited courses after a Federal Aid disbursement occurred, the student is considered to have withdrawn on the date the final course was changed to an audited course, and a return of Title IV funds (R2T4) calculation must be performed. 

*If a student ceases to attend ALL registered classes and/or ceases to participate in an academically related activity at any point during their Semester or Term of enrollment the faculty will use their discretion to assign an appropriate grade and supporting last date of attendance. For more information, please review your campus catalog for grading and academic policies.

How does ERAU determine the Return of Title IV Funds amount?

Students earn a percentage of their federal financial aid each day they are enrolled.  When a student withdraws from all their courses or ceases attendance or non-participation in all courses in a semester/term, this percentage is calculated by the number of days attended divided by the number of days in the semester/term.

The amount of federal aid you received and your institutional charges will also be used to determine the amount of federal funds to be returned.

Students withdrawing beyond 60% of the semester/term will have 100% of Title IV programs funds earned.

Who is responsible for the Return of Funds?

Both the university and/or the student could be responsible for the return of funds.  The financial responsibility is determined as part of the Return of Title IV funds calculations.  If the university is responsible, the funds are returned to the appropriate program.

If the student is responsible, direct loans are returned according to the promissory note.  If any portion of the return of funds is due to a grant program, the university will return the funds, on behalf of the student.  In some cases, the student may have a balance owed to the university.

How will the money be returned?

The money will first be returned to the loan and/or grant programs that you received during the semester/term.  ERAU must follow a specific order in returning the money.  The order is:

  1. Federal Unsubsidized Direct Loan
  2. Federal Subsidized Direct Loan
  3. Federal Direct PLUS Loan
  4. Federal Pell Grant
  5. Iraq and Afghanistan Service Grants
  6. Federal Supplemental Educational Opportunity Grant (SEOG)

Is there anything else I should know if I withdraw from the university?

Yes, if you must withdraw from ERAU, you should contact your campus or online advisor who will guide you through the process.

In addition to the Return of Title IV Funds Policy, the Student Financial Services Department will apply an institutional Refund Policy as defined in the catalog, to determine if you are eligible for a tuition credit.  For more information concerning the Institutional Refund Policy, contact the Student Financial Services Department.

***Circumstances may necessitate withdrawal from the University for a semester or term in which you are already registered. Withdrawal from all classes, programs, campus and/or locations impacts your financial aid differently depending on when the withdrawal is initiated and the type of financial aid you received. However, in all cases, your financial aid must be recalculated.