Financial Aid Recipients Withdrawing

Return of Title IV Federal Funds (R2T4) Policy

For those students who are financial aid recipients the following policy has been set by the Department of Education.

Pacifica Graduate Institute has implemented the Return of Federal Funds policy as required by federal regulations (Sect. 668.22 of Higher Education Amendments of 1998). For those students who are eligible and receive federal financial aid and find it necessary to withdraw from all courses at Pacifica prior to the completion of the current quarter the following federal policy applies. The focus of the policy is to return the unearned portion of the federal financial aid for the enrollment period. Only the amount of financial aid that has been earned (based on the number of calendar days completed in the period of enrollment) will be retained on the student’s behalf. Any aid unearned will be returned to the Department of Education.

The Return of Federal Funds will be calculated based on the date you begin the official withdrawal process (by notifying the Registrar’s Office), the last date of documented attendance or for an unofficial withdrawal, the mid-point of the term or the last documented date of attendance.

If a student withdraws from school on or before the 60% point in the term, then the school and possibly the student shall return the percentage of unearned Title IV federal financial aid.

The following distribution of returned funds is as follows

1) Federal Unsubsidized Stafford Loan
2) Federal GradPlus Loan
3) State, Private or Institutional Aid
4) The student

A “Refund” – refers to the calculation of institutional charges and is a separate calculation from the Return of Federal Funds calculation. The amount of refundable institutional charges (tuition and residential/non-residential fees) will be prorated based on school policy. Please refer to the Refundable Tuition and Fee Policy found in the Course Catalog and Student Handbook. If there is a balance due by the student as a result of the unearned financial aid being returned, the student will be responsible for the payment of the difference. For specific questions of the Return of Federal, Funds Policy contact the Office of Financial Aid.

Withdraw policy – As defined by the Registrar Office

Official withdrawal (i.e. a withdrawal form is completed and submitted to the Registrar’s Office) is the date the Registrar’s Office receives a withdrawal form.  This form is date stamped upon it’s submission, the separation date is the last date of attendance (i.e. the last day of the quarter if the student completed the quarter or the day the form is submitted during the quarter) both dates are recorded.  If a student does not register or submit a Leave of Absence (LOA), the Registrar reports the student as inactive and the withdrawal date is the last date of attendance (usually the last day of the previous quarter).  See Student Handbook for more information.

Return of Title IV Funds

The Registrar’s Office using an electronic Enrollment Status Change notification system notifies the Office of Financial Aid of a student’s official or inactive status.  Upon receipt of the Enrollment Status Change, students are sent an Exit Counseling notification within 2-3 business days, not to exceed 30 days.  Office of Financial Aid requests the student’s ledger, and an R2T4 is conducted.

Post-Withdrawal Disbursements

R2T4 calculations are reviewed and confirmed by the Director of Financial Aid and Student Accounts Manager within 2-3 business days, not to exceed 30, if the calculation results in a post-withdrawal disbursement (eligible aid that could have been disbursed prior to the withdrawal), the student is sent an email notification of aid that can be disbursed.  The post-Withdrawal notification includes instructions on how to accept or deny aid earned with a timeline of 14 calendar days.  Upon the student’s confirmation, aid is either disbursed or returned to Title IV.  The student is notified with a final copy of the R2T4 calculation, student account breakdown, and an R2T4 letter, not to exceed 30 days.

Posting of Credit Balance on Student Account

If an R2T4 calculation results in a credit balance, the credit amount is refunded to the student immediately within 2-3 business days, not to exceed 14 days.  With the exception if the student has submitted an official request to the Student Accounts Department to have the credit be applied to future fees.  Contact Student Accounts for more information.

Unearned Aid that Student is Responsible to Repay

Students are notified by email within 2-3 days, not to exceed 30, of the R2T4 calculation and all other current aid received within the academic year. Which could include unearned aid that the institution does not require to return to the Department of Education (ED) under Section 8 of ED’s R2T4 calculation worksheet – as stated STEP 8: Repayment of the Student’s loans. These loans consist of loans the student has earned or unearned loan funds the school is not responsible for repaying. They are repaid to the loan holders according to the terms of the borrower’s promissory note.

Institutional Refunds

You have the right to cancel your agreement for a program of instruction, without any penalty or obligations, through attendance at the first class session or the seventh calendar day after enrollment, whichever is later.   After the end of the cancellation period, you also have the right to stop school at any time; and you have the right to receive a pro rata refund if you have completed 60 percent or less of the scheduled days in the current payment period in your program through the last day of attendance.

Refundable Tuition Policy

Students withdrawing or taking a leave of absence from Pacifica or dropping a course:  To be eligible for a refund of tuition, timely written notification must be submitted to the Office of the Registrar as specified below.  The date of withdrawal or Leave of Absence or dropping a course will be determined by the date written notification is received by the Office of the Registrar.   A student’s withdrawal may be effectuated by such written notice or by the student’s conduct, including but not necessarily limited to, a student’s lack of attendance.  If you withdraw or file a Leave of Absence or drop a course from Pacifica after instruction has begun, you will receive a partial refund of the Tuition charges as stated below:

“Per unit Tuition calculation”: the Tuition for the specific quarter, program, and academic year, divided by the number of units offered in that specific quarter and program. For newly admitted students, a $250.00 deposit is non-refundable; otherwise the refund policy below applies.

Time frame – Standard Academic Quarters, 10-12 Weeks

Time frame – Abbreviated Academic Quarters, 4-5 Weeks (Summer Quarter Only)

Refundable Residential/Non-Residential Fee Policy:

In order to be eligible for a refund, written notification must be submitted to the Guest Services Department at least five (5) days prior to the start date of on-site instruction.  If a student attends any portion of the quarterly on-site session and then withdraws, takes a Leave of Absence, or drops courses from Pacifica, a Residential/Non-Residential refund will only apply to subsequent sessions in that quarter and not the session during which the student withdraws, takes a Leave of Absence, or drops courses.  If the school cancels or discontinues an on-site course, you will receive a prorated refund of the fee.

For Students Who Have Received Federal Student Financial Aid:

If a student has received federal student financial aid funds, the student is entitled to a refund of monies not paid from federal student financial aid program funds on the same basis as provided above.

STUDENT’S RIGHT TO CANCEL and SCHOOL’S RIGHT TO CANCEL:

a. Student: You have the right to terminate this Agreement by submitting written notification of your withdrawal to the Office of the Registrar. Tuition and fees may be refundable in accordance with the Refundable Tuition and Res/Non-Residential Fee policy.

b. Pacifica: Pacifica may terminate this Agreement at any time, if in Pacifica’s sole discretion, it determines that termination would be in the best interest of Pacifica for reasons it articulates in writing to the student.  In that event, Pacifica may refund to you an amount in accordance with the Refundable Tuition and Res./Non-Residential Fee policy.

Details of the Return of Federal Funds Policy are available in the Office of Financial Aid . Details of the Refund Policy are available in the Student Accounts Office. Or also refer to the signed Enrollment Agreement completed upon acceptance.