School of Medicine

Policies

Refund Policy
Satisfactory Academic Progress
University Policies, Link To

REFUND POLICY:
Medical students whose enrollment status is reduced during the academic year will receive a reduction in tuition/fee charges.  This may result in the reduction and return of financial aid as required by federal regulation.

Medical students who are financial aid recipients must meet with the Assistant Director or Financial Aid Officer before leaving school for an approved Leave of Absence (LOA), withdrawal or dismissal.  Students who anticipate dropping below half-time enrollment or stopping attendance should review their refund/repayment information with a Financial Aid Administrator.      

Tuition Refund:
The tuition refund policy stipulates the amount of tuition and fees that are refunded to a student whose enrollment ceases before the end of the academic year.  Students should contact the Records/Registration Office for specific refund dates and amounts if their enrollment status changes.

Return of Federal Title IV Aid:
In accordance with federal regulations, a student who receives federal financial aid but does not complete the payment period for which that aid was awarded may not be entitled to all of the financial aid funds awarded and/or disbursed.   

There are two payment periods within the academic year that correspond to the academic calendar and to the scheduled financial aid disbursement dates. 

Reasons for not completing a payment period include but are not limited to:

• Withdrawal
• Dismissal
• Being granted a Leave of Absence
• Not returning from a Leave of Absence

Students are required to meet with the Assistant Director or Financial Aid Officer to discuss the financial aid implications (including potential repayment of federal loans) when a withdrawal, dismissal, leave of absence or other disruption of regular attendance occurs.

If seeking to withdraw or be granted a leave of absence, a student must submit a request in writing to the Assistant Dean of Student Affairs.  Students should contact the Office of Student Affairs for additional information.   

Calculating “Earned” versus “Unearned” Financial Aid:
The Office of Student Financial Aid (OSFA) must follow federal regulations in determining the amount of “earned” versus “unearned” federal financial aid disbursed to a student who then leaves school without completing the payment period or the academic year.  The refund percentage is determined by the student’s effective date of separation which is the last recorded date of attendance (LDA).  If a student completes 60% or less of a payment period, s/he will be considered to have “earned” the same percentage of financial aid as the percentage of the payment period completed.  This percentage will be calculated by dividing the completed number of days by the total number of days in the payment period.  The percentage of “unearned” aid will correspond to the percentage of the payment period not completed.  If a student completes more than 60% of a payment period, s/he will be considered to have earned 100% of the financial aid disbursed for that period and no return of federal financial aid will be calculated.

Students who leave school before the end of a payment period and before federal financial aid was disbursed will be contacted if a post-withdrawal disbursement is due.    

Order of Return of Title IV Funds:
For students subject to a Return of Title IV Aid, the following will occur:

• Unsubsidized Federal Stafford Loan
• Subsidized Federal Stafford Loan
• Federal Perkins Loan
• Federal Graduate PLUS Loan           

5.   The student and the institution must share responsibility for returning “unearned” aid.  The student will be responsible for repaying any balance owed the    university that results from a return of financial aid;
6.   The student will be required to complete Exit Loan Counseling with OSFA;
7.   The student’s last date of attendance (LDA) will be reported to the National Student Loan Data System (NSLDS) by the Records/Registration Office;
8.   The student’s loans will enter into the six-month grace period and then into repayment.  If the student’s loans do not have a six-month grace period, they will enter repayment within 60 days of the LDA.

A student should contact the Office of Student Financial Aid to discuss the implications of a leave of absence, withdrawal or dismissal before it occurs.  A Financial Aid Administrator will review examples of the Return of Title IV Aid and refund policies with the student.      

Leave of Absence:  Administrative, Educational, Medical, Personal:
Students are permitted to have one leave of absence within a 12-month period that does not require a Return of Title IV Funds provided that:

• The student completes a formal leave of absence process with the Office of Student Affairs
• The leave of absence does not exceed 180 days in length
• The leave of absence ends before the next payment period begins

 
Students who are on leave as of the first day of the academic year are not eligible to receive financial aid until they return from the leave, register for classes, and begin coursework.  

Students who begin a leave after the academic year begins are eligible for financial aid already disbursed but are not eligible for additional financial aid disbursements until they return from the leave. 

If a student takes an approved leave of absence and then does not return within 180 days or within the payment period, the student will be subject to the Return of Title IV Funds policy.  For the purposes of calculating “earned” financial aid, the last date of attendance will be retroactive to the day the leave of absence BEGAN. 

Withdrawal or Dismissal:
Students who withdraw are subject to the terms of the Return of Title IV Funds Policy.  The last date that the student attended school will be used in determining the amount of “earned” and “unearned” financial aid.  If the student completed at least 60% of the payment period, the student will be considered to have “earned” all aid disbursed to them.  The amount of “unearned” aid will be returned to the appropriate program.  The student will be billed for any balance that results from a return of funds.   

USMLE STEP 1 EXAM
Students entering their third year of medical school are required to pass Step 1 of the USMLE Exam prior to promotion.  Rising Year III students register for and begin attendance as full-time Year III students in anticipation of their passing the exam.  Students receiving federal financial aid are eligible for their first disbursements based on their enrollment status at the time.  Students whose enrollment status changes subsequent to receiving their first disbursements will have their financial aid eligibility reviewed and potentially reduced. 

USMLE Step 1 Extended Preparation
In general, students take the USMLE Step 1 exam prior to the start of the Year III academic year.  Under certain circumstances, students may be granted extended preparation time from the Office of Academic and Student Programs and/or Office of Student Affairs.  Extended preparation students must attend mandatory Year III Orientation, and are considered regular, full-time students provided they take the exam and begin Year III coursework within a specified timeframe.  Students who do not do so may be subject to the Return of Title IV Funds Policy if they do not resume regular coursework within the payment period.

USMLE Step 1 Failure and Special Matriculation
 Students who take the USMLE Step 1 and report a failing score will be enrolled in a Special Matriculation Course as a half time Year II student.  Students in this course will retain financial aid eligibility for a period of up to one year retroactive to the start date of the year within which Special Matriculation placement occurs.  Students must report a passing score and begin Year III coursework to maintain financial aid eligibility beyond the one-year period of eligibility.  Students who do not report a passing score within this period are not eligible for further financial aid until they meet the criteria for promotion to Year III. 

A student who reports a failing score and does not enroll in the Special Matriculation Course will be subject to the Return of Title IV Funds Policy.    
   

SATISFACTORY ACADEMIC PROGRESS POLICY

All students receiving federal student financial aid must adhere to the Policies and Procedures for advancement and graduation as amended and approved by the School of Medicine Promotions Committee.

UNIVERSITY SEXUAL ABUSE POLICY, UNIVERSITY DRUG AND ALCOHOL POLICY, ANNUAL CRIME REPORT

University Sexual Abuse Policy, University Drug and Alcohol Policy, Annual Crime Report

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